Large scale, high volume events are high stakes and high pressure. With thoughtful planning and preparation you can alleviate stress and anticipate obstacles to ensure your event goes off without a hitch. In this session, we’ll discuss battle tested strategies borrowed from successful festivals, large scale university events, concerts, and more. We’ll cover topics including how to prepare for an onsale, staff and volunteer management, access control, devising an emergency backup plan, educating patrons and fans, and using data for real-time optimization and future planning. Attendees will learn: How to effortlessly pull off a large scale event Why it’s important to have a backup plan How to use real-time data to optimize and grow

1. SURVIVAL KIT
FOR A SUCCESSFUL HIGH VOLUME EVENT
STEVE FORE | AUGUST 2016

2. AGENDA
HOW TO EFFORTLESSLY PULL
OFF A LARGE SCALE EVENT
IMPORTANCE OF A BACKUP PLAN
HOW TO USE REAL-TIME DATA
TO OPTIMIZE AND GROW

3. WHY DID WE PICK THIS TOPIC?

4. 4
...To share a day in the
life at Vendini
Every day is a high volume event
Constantly monitoring peeks
– Load balancing to provide
consistent level of service
Little events won’t be
effected by big events

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…To give you the tools
to take on larger events
Small live music venue
that takes on a festival
Two shows per month to
two shows per day
Big name sure to sell out

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What constitutes a high
volume event?
Not a fixed number
– Means different things to different people
Tickets that immediately sell out
– Ex: Hamilton
Large volume of transactions
in a short time
– Limitedinventorybutwillgofast
Events with lots of volunteers
or unusual variables

7. MO’ PEOPLE, MO’ PROBLEMS
What’s significant about big venues/big events?

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Mo’ People, Mo’ Problems
Keep back of the house,
operations, and logistics
top of mind
Seek out established ticketing
partner with history of doing
high volume events well
Have real needs for
technology that
supports this

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Mo’ People,
Mo’ Problems
Utilize marketing to provide
critical information to the
masses
Carve out walk-up inventory
in very specific ways
Seek sponsors

10. 10
Mo’ People, Mo’ Problems
Many people buying for others
– Provide ways to get insight on +1s
and gifted attendees
• Forms in check out options
Apply ticket limits for security

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How we handle high
volume events
Handle thousands of
transactions
Use 3rd
party technical
tools when necessary

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Keep community members
in the loop
Establish safe and efficient
entry into event
How will it
impact the
community?

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Expect the unexpected
Bathrooms
Custodians/Cleaners
Signage
Back up equipment
Personnel
Volunteers

14. 14
Expect the unexpected
Internet/Wifi connection
Onsite support
When to open doors
Strategize onsales
Marketing

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What are your
fail-safes?
Crashing ticketing systems
Volunteer no shows and
trainings
Weather
Storage

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Takeaways: KISS
Fewer seating/pricing options
– Get people through the system
quickly
Concessions
– One price or fewer options
Order extra alcohol
– Running out of beer is bad for
everyone

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Make a realistic budget
Stay away from too much
customization
Prepare for all questions
Takeaways: KISS

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We’re here to help!

19. THANKS!