Four weeks ago, we had a real highlight on our calendar. Together with our partner Oliver Heer Ocean Racing, we were able to put together an event that will be remembered for a long time. We were not only guests on site, but also handled the entire background organization with evenito. In this article, we'll give you an exclusive look behind the scenes. We'll show you the real, unvarnished process and reveal what a seamless event journey truly looks like, from the first invitation to the final thank-you email. Buckle up, it's going to be a wild ride.
The first touchpoint is crucial
We all know it: an impersonal email quickly gets lost in a crowded inbox. That's why we wanted to make a statement right from the start and sent out a high-quality physical card. This was created in close collaboration with a traditional Zurich printing house and immediately sparked anticipation for an absolutely exclusive experience. The smart part happened immediately afterwards. A quick scan of the printed QR code led guests to our appropriately branded event website. There, a pre-filled registration form was already waiting for them. For the guest, this meant zero effort and a completely intuitive, seamless registration. For us as the event team, it provided a perfect, centralized overview, made possible by our guest management system and the integrated document generator in evenito.
The bridge to the digital world
After registration, we built a bridge to the digital event world with a personal follow-up. An automated, yet highly personalized email gently reminded guests about the event. This message didn't come from an anonymous info address, but directly from a personal contact within our team. This felt approachable, authentic, and appreciative. For us, this human touch resulted in a maximum conversion rate, without the tedious manual effort of typing each email. The dynamic placeholders in evenito took care of all the hard work for us.
Behind the scenes, preparations were in full swing
While anticipation grew among the guests, preparations behind the scenes were in full swing. Anyone who plans events knows the notorious last-minute stress caused by faulty Excel lists all too well. With evenito, we were able to completely eliminate this pain point. The structured database ensured that all guest data was cleanly finalized and the pre-printing of personal badges ran completely smoothly. No name chaos at the entrance, just perfect organization.
Your ticket always at hand
Shortly before the event, we made sure guests were fully prepared. The digital ticket landed directly in their inbox, compactly summarizing all important details such as the date and exact travel information. The real highlight, however, was the direct integration into Apple or Google Wallet. With a single click, the ticket was securely stored on their smartphone. No long searches through emails at the entrance; everything was immediately accessible. Guests felt perfectly taken care of, which at the same time greatly helped us prevent no-shows.
Welcome to the event
Then came the big evening at AURA in Zurich. We absolutely wanted to avoid any queues at the entrance. Thanks to the evenito check-in app, scanning the QR code took only a brief moment. Guests immediately received their pre-prepared badge on a stylish lanyard and felt warmly welcomed from the very first moment. Meanwhile, our team enjoyed the pure luxury of real-time live statistics. We knew exactly who had already arrived and could greet special VIP guests separately and even more personally.
The Event Experience – The actual highlight
As the doors to the hall at AURA opened, guests immediately immersed themselves in a completely different world. Monumental videos of Oliver's extreme offshore races played on gigantic screens; the spray felt as if it was splashing directly into the room, and the dull rumble of the waves was palpable throughout the body. It was the perfect combination of raw, untamed nature and a state-of-the-art, stylish venue. Everything was perfect down to the smallest detail; even the branded napkins reflected the evening's design. During the subsequent flying dinner, a true regatta feeling emerged, while guests networked intensely and philosophized about the fascination of sailing. The best part for us as the event team, however, was the feeling behind the scenes. Because all the digital preparatory work with evenito ran absolutely flawlessly, we didn't have to think about guest lists or organizational details for a second. We had our minds completely free, could fully immerse ourselves in this immersive world, and concentrate entirely on what truly makes a difference in the end. We had the time to be there for our guests and experience these magical moments together.
A lasting memory for everyday life
For the journey home, there was a very special memento. Instead of cheap promotional merchandise, we presented a high-quality goodie bag upon departure. Inside, guests found exclusive giveaways from our partners, such as the Sel de evenito created specifically for this occasion. Such tangible and valuable tokens extend the event branding far into everyday life and create a genuine, lasting connection.
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The Digital Follow-Up – The Experience Resonates
A great event doesn't end when the lights go out and guests head home. The real impact often unfolds a few days later, once daily life resumes. Precisely at that moment, we sent a personalized thank-you email directly from evenito. The message included a direct link to a password-protected online gallery with all the photos from the evening. The result was a wonderful wave of nostalgia right in their inbox. As they scrolled through the professional shots, guests could relive the emotional highlights and instantly share their favorite pictures with their own network. For us as organizers, this after-sales marketing was a huge success. The click-through rates were exceptionally high due to the emotional trigger, and we were able to gather valuable feedback for future projects in a very approachable way. Because the post-event mailings ran fully automatically and were directly linked to our organized image database, we didn't have to lift a finger and could relax and reflect on the event's success.
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This event with Oliver Heer Ocean Racing once again proved to us what's possible when background processes simply work. Do you want to elevate your own events to the next level and create truly memorable experiences? Let's talk and see in a short demo how our platform can support you.
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