For event organizers, the complexities of planning and executing a successful event are vast. From managing registrations and ensuring smooth check-ins to captivating attendees and providing value to exhibitors, the challenges are numerous. Relying on fragmented tools or manual processes can lead to inefficiencies, increased costs, and a less-than-optimal experience for attendees and exhibitors alike. This highlights the critical need for robust event management software for organizers that can consolidate all essential functions.
Captello’s total Event Platform, dubbed Captiv8, offers a comprehensive, end-to-end suite of solutions designed to address every aspect of event planning and execution. By bringing together critical functionalities into a single platform, event organizers gain unparalleled control, efficiency, and insight, ultimately leading to more successful and memorable events.
Let’s delve into the core areas where Captello empowers event organizers:
1. Streamlined Event Management and Registration
The foundation of any well-executed event is its organizational backbone. Captello’s EventGen solution simplifies the entire event management process. This includes the ability to customize registration forms to collect specific attendee information, efficiently print professional badges, and seamlessly manage all attendee data. The platform is versatile, supporting a wide range of event types, including user conferences, corporate meetings, seminars, and product launches.
Beyond basic registration, Captello offers robust registration types, enabling organizers to easily issue and sell passes, including options for add-ons like parking and food selections. The mobile app, which can function as a standalone solution or be paired with a handheld sled, ensures rapid scanning and registration sales, helping to eliminate long queues and enhance the attendee’s initial experience. Furthermore, organizers can strategically monetize their registration lists by offering exhibitors access to registered attendees, either through spreadsheets or directly within the Captello platform for convenient pre-fill, creating valuable upsell opportunities. The payment system is highly flexible, integrating with multiple payment gateways, including popular options like Stripe, Authorize.net, and PayPal, to ensure smooth and secure financial transactions.
Captello empowers you with self-service configuration options, allowing you to avoid the high fees often associated with other providers and take full ownership of your event experience, tailoring it precisely to your needs. Additionally, contactless options for registration and payment collection contribute to a safer and more efficient check-in process, which is a growing expectation for modern events.
Real-World Example:
A perfect example of how Captello enhances event registration and on-site check-ins can be seen in our work with a major exhibitor at ConExpo, a construction industry event with over 130,000 attendees. By leveraging Captello’s EventGen platform, the exhibitor executed a highly successful pre-event registration campaign, significantly reducing on-site check-ins and processing times compared to previous events. On-site check-in was a breeze, with representatives able to scan registrants at an average rate of 16 people per minute, or about 1 every 3.75 seconds.
The exhibitor’s goals were met and exceeded, including creating an engaging VIC (Very Important Customer) experience that was both efficient and enjoyable. By streamlining the check-in process, the exhibitor was able to focus on fostering relationships with VICs, rather than managing long lines. You can read more about how Captello helped the exhibitor improve both their pre-show and on-site registration experiences here in the full case study.
2. Dynamic Event Engagement Solutions
Keeping attendees actively engaged throughout an event is vital for a positive experience and to maximize value for sponsors and exhibitors. Captello offers a rich suite of engagement solutions designed to create immersive experiences that encourage deeper attendee interaction and foster new networking opportunities. This includes access to over 60 digital activations, such as scavenger hunts, surveys, and a wide array of games.
Imagine a trade show floor where attendees are enthusiastically participating in a branded scavenger hunt, visiting specific booths and sessions to unlock clues and earn rewards. This not only drives valuable traffic to key areas but also significantly increases attendee involvement and networking. Custom user experiences can be launched directly within the event app, offering a variety of games that educate, entertain, and facilitate networking. Live leaderboards can be prominently displayed on interactive screens, fostering friendly competition and encouraging continued participation.
Real-World Example:
A notable example of successful engagement comes from Kondor Blue, which partnered with Captello for their “Craterr Quest” hybrid scavenger hunt at the NAB Event. This gamified experience captivated attendees, utilizing strategically placed Waypoints with QR codes in partner booths and live events. The scavenger hunt resulted in 220 lead submissions and a 33.5% increase in total leads captured, showcasing the power of interactive technology in enhancing attendee interaction and achieving business objectives. These activations create compelling reasons for attendees to explore, interact, and stay engaged, ultimately enhancing their event experience and providing valuable data back to organizers and sponsors. Read the full case study.
3. Comprehensive Lead Capture for Exhibitors
Captello’s Premium Lead Capture app is an integral part of this total event platform. It provides exhibitors with a consistent and powerful lead capture experience on any smart device, eliminating per-user fees and allowing for customizable forms. This empowers exhibitors to collect high-quality leads efficiently, directly impacting their ROI and satisfaction. Organizers can also leverage this to create value-added opportunities for sponsors by enabling exhibitors to offer prizes and giveaways, and generate additional revenue streams through flexible reseller or referral business models.
4. Event Analytics and Reporting Tools
Understanding event performance is paramount for continuous improvement and demonstrating value. Captello provides robust event analytics and reporting tools, giving organizers a clear overview of key metrics. This includes exhibitor and individual user statistics, lead capture activity by method, and comprehensive lead data for the entire show. For engagement initiatives, analytics dashboards offer a live leaderboard and winner statistics, total engagement and participation details, and the ability to provide lead data to participating sponsors. This data-driven approach allows organizers to make informed decisions for future events, optimize strategies, and demonstrate tangible value to stakeholders.
5. Seamless Integrations
Captello’s platform boasts over 6,000 integrations, APIs, and webhooks. This means seamless connectivity with popular CRM and marketing automation platforms such as Salesforce, HubSpot, Marketo, Eloqua, and Microsoft Dynamics, among many others. This ensures that all collected data flows effortlessly into your existing systems, eliminating manual data entry and enabling rapid follow-up. This extensive integration capability provides unparalleled flexibility and ensures that your event data is always where you need it.
By leveraging Captello’s comprehensive suite of solutions, event organizers can elevate their events from simply managed to truly impactful. From the initial registration to post-event analysis, every aspect is integrated, streamlined, and optimized for success. This unified approach provides confidence, intelligence, and a truly exceptional experience for all involved.
Explore the full range of Captello’s solutions for event organizers or delve into our event engagement solutions for organizers.
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