The perfect Event Journey powered by evenito: From invitation to after-sales with Oliver Heer Ocean Racing

Summary: Key Takeaways for Your Event Journey

• Phygital Touchpoints: A physical card with a QR code resulted in a conversion rate of 40% for registration.
• Automated Personalization: Through dynamic placeholders, we saved over 10 hours of manual email work while maintaining full personalized communication.
• Centralized Guest Management: No more faulty Excel lists – all data and badges were managed in real-time via a single platform (evenito).
• Wallet Integration: Digital tickets in Apple/Google Wallet reduced entry chaos and lowered the no-show rate.

Four weeks ago, a real highlight was on our calendar: Together with our partner Oliver Heer Ocean Racing, we had the opportunity to put together an event that will leave a lasting impression. We were not only guests on site, but also managed the entire organization in the background with our software.

In this case study, we take you behind the scenes. We'll give you practical insights into what a seamless event journey from the first invitation to entry truly looks like – and how to avoid the notorious planning stress.

How do you design the optimal initial touchpoint for event guests?

We all know the feeling: An impersonal email quickly gets lost in a crowded inbox. That's why we wanted to make a strong statement right from the start and sent out a high-quality physical invitation card.

This card was created in close collaboration with a traditional Zurich printing house. It immediately sparked anticipation for an absolutely exclusive experience. The smart, digital part followed immediately:

A quick scan of the printed QR code led guests to our branded event website. There, a pre-filled registration form awaited them. For guests, this meant zero effort and a completely intuitive registration. For us, as the event team, it immediately provided a perfect data overview, thanks to our centralized guest management and evenito's integrated document generator.

How to achieve a seamless transition to digital event communication?

After successful registration, we bridged the gap to the digital event world with a personal follow-up. An automated, yet highly personalized email gently reminded guests of the upcoming event.

This message didn't come from an anonymous info address (noreply@...), but directly from a personal contact on our team. This felt approachable, authentic, and appreciative.

For us, this human touch resulted in a maximum conversion rate. The best part: We didn't have to painstakingly type a single email manually. Evenito's dynamic placeholders handled all the heavy lifting in the background.

How to avoid last-minute stress during event preparation?

While anticipation grew among guests, our preparations were in full swing. Anyone planning events is all too familiar with the notorious last-minute stress caused by faulty, repeatedly copied Excel lists.

With evenito, we could completely eliminate this pain point. The structured database ensured that all guest data was finalized in real-time.

As a result, the pre-printing of personal badges went completely smoothly. The result: No name chaos at the entrance, but simply perfect, stress-free organization.

Why are digital wallet tickets crucial for a great event experience?

Just before the event, we got guests completely ready. The digital ticket landed directly in the inbox and concisely summarized all important details (date, location, exact travel information).

The real highlight, however, was the direct integration into Apple or Google Wallet. With just one click, the ticket was securely stored on the guests' smartphones.

There was no long search through emails at the entrance – everything was immediately accessible. Guests felt perfectly taken care of, which at the same time greatly helped us with the prevention of no-shows helped.

How does a fast event check-in without queues work?

The big evening at AURA in Zurich was approaching. Our top priority at the entrance: Absolutely no queues.

Thanks to the evenito Check-in App scanning the QR codes on the tickets took on average just under 20 seconds per guest. Attendees 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. On the iPad, we knew exactly who had already arrived, what the occupancy rate was (98% attendance rate) and were able to proactively and even more personally welcome VIP guests.

Why flawless event software improves the live experience

As the doors to the hall at AURA opened, guests were immersed in an immersive world. Monumental videos of Oliver's extreme offshore races played on gigantic screens – a perfect combination of raw nature and a state-of-the-art venue.

However, the best part for us as the event team was the complete lack of stress behind the scenes.

Because all the digital groundwork with evenito ran 100% flawlessly, we didn't have to think about guest lists or organizational details for a second. We were free to be there for our guests and share those magical moments during the flying dinner and networking.

How do you extend event branding into everyday life?

A common mistake at corporate events is cheap promotional giveaways. Instead, we opted for a high-quality goodie bag at departure to create a lasting tactile memory.

Inside, guests found exclusive items from partners and sponsors of the Oliver Heer Ocean Racing Team – such as the specially created "Sel de evenito". Such valuable gestures extend the branding far beyond the event evening into the target audience's everyday lives.

How do you design the perfect event after-sales marketing?

A successful event has an impact far beyond the actual evening. To leverage this momentum, we fully automated the after-sales marketing with evenito.

Our setup: A time-triggered, personalized thank-you email that linked directly to a password-protected online gallery. Since our image database was seamlessly linked to the post-event mailings, the entire distribution process ran in the background.

The result? Guests immediately shared their favorite photos on LinkedIn, while we achieved an above-average click-through rate of 60% and gathered valuable feedback – with absolutely zero administrative effort.

Conclusion: Real experiences require perfect processes

This event with Oliver Heer Ocean Racing impressively demonstrated to us: Magical moments arise when administrative processes simply work in the background.

Do you also want to take your own events to the next level?
‍Offer your event team the platform with which it can manage its event calendar more efficiently and flawlessly.

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