Our Process
Plan/Build
A White Label Solution
There is no Dataflow Events branding in any of our websites - we always work to your branding guidelines. If you select to have your own domain, then there is no association to Dataflow in the URL.
Dedicated Project Manager
Right from the start we will assign to you a Project Manager who will lead you through the process to the end. Once the site is prepared we will train you on the use of the administrative tools, reports, CMS and emails. You are then empowered to manage the project to completion.
No Design Constraints
If you choose our full Custom Pro service, our design team can create a website to fit your exact brand guidelines, whether it is a different font, layout or a complex design. Even within our Professional service we will be able to accommodate most brand requirements.
Content Management
An easy-to-use tool to sort and organise your website/ registration content. Create and edit content, sort, organise and publish on one easy to use platform.
Empower Markets
Create or approve Market managers and allocate assets such as tickets/event places, travel, accommodation and sessions to these Markets. Market managers are able to create their own contact list, invite guests, allocate assets to these guests and monitor their responses. They can also send reminders, joining instructions and view reports.
Invite
Data Load
Our data load process makes uploading delegates a stress-free activity. Our excel templates with drop-down selections ensures that the data is prepared in the correct format. Our data validation performs some simple error checks and also flags possible duplicates to allow you to correct or delete.
Asset Allocations
This powerful and hugely time saving tool turns the process of allocating items to delegates on its head. Normally an administrator would allocate a flight or a hotel one at a time to different delegates.
With the Asset Allocation facility, you can build a bundle to include flights, transfers, accommodation, session and even tickets. This bundle can then be applied via a ‘click to select’ process to selected groups of delegates, always referring to available capacities for all assets.
Email and SMS
Send personalised, fully branded emails with login details, all created to match the design of your brand guidelines and website. SMS messages can also be sent – often a powerful facility during the event itself.
File Manager
Here we store all the images and assets required for the site itself, as well as photographs that might have been uploaded in the registration process. You can also load delegate data directly into the File Manager in case you prefer not to send these details via email.
Register
Multi-Lingual Capabilities
As an extension of our CMS, our arrangements facilitate the translation of every item of copy within the site. Our current record is 32 languages, but this could be over 200. We can empower regional staff or professional translators to action this task. All translated copy is stored directly in the system.
Doc Box and Visa Letters
Our Doc Box is an easy and secure way of distributing personal or generic documents to your delegates. Administrators can select individuals, markets or all delegates to distribute items such as visa letters, airline tickets and other event related documents. There is also a specific visa letter facility that will create the required personalised documents to support their application.
Payments
Delegates can pay for their event attendance, accommodation, sessions and dinners on line. Working with PayPal, we set up your own PayPal account, so you have direct access to the funds. We issue receipts and invoices as required.
Auto Flight Load
Our Flight Integration tool pulls flight details to automatically populate the required fields. A quick and popular tool that saves delegates time and ensures accurate and complete data. Administrators can also use this facility in the backend for the delegates who have their flights organised for them.
Room Share Selection
Let guests choose their 'roomies' via their registration or have administrators allocate these in the backend. Selected ‘roomies’ have the option to accept or reject the request to share! Share requestors will only be able to choose other delegates who have the same accommodation dates.
Nominations
There are a number of different ways that you might wish to nominate friends or colleagues to attend an event: Selection from a pre-determined list, new nominations, perhaps to fill an allocation of places available. Additional questions to accommodate might be: Do these nominations need to be approved by an administrator? Is there a restriction on how many additional nominations can be made? Can new nominations be sent an invitation automatically? We are familiar with all options.
Manage Delegates
Personalised Itineraries
We can prepare personalised itineraries for each delegate. These can be exported in Word or PDF formats and then distributed to delegates as required.
Meeting Room Bookings
Authorised delegates can request meeting rooms via the calendar, which clearly shows room sizes, times and availability. These requests are then reviewed and approved by an administrator.
Reporting
All of our reports are available online at all times. There are a wide variety of options available, including a suite of change reports. All reports can be previewed and then exported in different formats including Excel and are paginated to match the original output.
Document Creation
This facility is ideal for the creation of documents such as Welcome and Departure letters. These are dynamic personalised letters incorporating individual details. These documents can be attached for pre-event distribution, or printed on site. They can also be printed individually or in one print run for multiple delegates.
Accreditation
We have a tailor-made platform build specifically for the process of gathering details and documents from media who want to attend high profile events. These details then undergo a 2 phase approval process by appointed administrators who can select whom they wish to attend. A suite of specialist tools, emails and reports are available to support the process.
Manage Tickets
Administrator, Host and Guest
The Administrator sets up all the arrangements and allocates or approves tickets/ packages to Hosts. Hosts request tickets/packages and can allocate these to guests. The guests accept or decline the offer and attend the event.
Hosts
Hosts can request tickets or packages, together with a supporting business case, or assets can be allocated to the Hosts by the Administrator. Hosts are able to create their own contact list, send invitations, allocate tickets or packages to Guests, monitor their responses and view their communications history. Hosts can also send reminders, joining instructions and assign a preferred language.
Tickets
Create tickets including groups and categories, together with capacity management. Allocate tickets to Markets together with other assets such as travel, accommodation and sessions.
Packages
Create packages of multiple tickets to also include accommodation, travel and sessions, if required. Packages can be allocated to Markets, together with other assets such as travel, accommodation and sessions.
Approvals
Administrators or Compliance officers can approve or decline, the appointment of Hosts as well as requests for tickets. They can also adjust approved ticket numbers as required.
Upload seat numbers to tickets and allocate to Guests
Upload multiple seat numbers and allocate these to tickets. Allocation to Guests is currently performed via an administrative tool. The next development phase will be to establish this as a ‘Drag n Drop’ process. This task may be allocated to Administrators or Hosts.
Ticket Collection
Ticket collection at agreed distribution points with a digital signature as proof of collection.
Staff ballot
Enter employees or guests into a ballot for a prize draw using an officially registered ballot draw facility.
Deliver
On-Site Support
We can provide various levels of on-site assistance, from registration and data management, as well as technical staff to set up and manage badge printing and delegate scanning.
Badges
We offer a full range of badges in both paper and credit card sized PVC. These can be printed in advance and delivered to you together with the equipment to print a certain number on-site.
Alternatively, if you are looking for a print-on-demand solution, either via ‘Search & Print’ or 'Scan & Print’ then our quick data retrieval process ensures that badges are delivered quickly and easily.
Scanning
Wireless barcode scanners can be used during the check-in and badge printing process. These can also be used by exhibitors to scan delegate barcodes to see who has visited them during the event. A specialist App is also an option.
Photo Gallery
This is an ideal platform for you to give private access to a portfolio of images. These may be from past events or uploaded during the event. These images are automatically optimised for web use. They can also be downloaded by delegates as required.
Check In Tool
This increasingly powerful and flexible tool can be used to ‘Check-in’ attendees for events, sessions, gala dinners and as ticket holders. It can be further enhanced to facilitate delegates to sign ‘Waiver letters’ and NDA’s. The tool works in sync with the database, so there is no need to download or re-upload the attendees. It is structured to work well on both tablets and laptops. Multiple devices can be operated at the same time and these will sync with each other.