Eckernförder Oktoberfest
A platform for ticket sales, table reservations with a tent plan, QR code admission and an ERP for income and expenses, plus website and campaign. For a festival with several thousand visitors over two days on the Baltic coast.
- Industry
- Events
- Service
- Event system, ERP
- Marketing
- Website, campaign
- Visitors
- several thousand
Starting point
The Eckernförder Oktoberfest is one of the largest events on the Baltic coast of Schleswig-Holstein: festival tent, live music, catering. Until then it was organised with cash, phone and paper.
Tickets were sold at the box office, table reservations ran via phone calls and handwritten lists. How many tickets had been sold and which tables were free could not be seen at a glance.
The task
- No online ticket sales
- Tickets were only available at the box office or in advance sales. When advance sales were sold out, visitors travelled for nothing.
- Reservations by phone
- Double bookings and lost notes. Groups stood in front of occupied tables.
- No up-to-date overview
- During the festival nobody knew how many tickets had been sold and which tables were free.
The solution
Instead of gluing several systems together, we built one platform that covers the process from the first ticket to the evaluation:
- Ticket sales
- Visitors buy online and pay in the shop. Every ticket carries a unique QR code, quotas per festival day are updated continuously.
- Table reservation
- Tables are chosen in the tent plan with the group size in mind and reserved for a short time until payment arrives.
- Admission
- At the entrance, staff check the QR codes in the browser. Every admission is logged with its time.
- Shuttle and communication
- Shuttle buses are booked as well. Confirmations go to visitors by email and SMS.
- ERP
- Income, expenses, budget and invoices come together in a separate area.
Pictures from the system
From a demo version. All buyers, email addresses and amounts are fictitious.
Result
- Tickets online with payment and QR code instead of only at the box office
- Table reservation with tent plan and reservation deadline instead of a phone list
- Admission with a check of every QR code and a log per admission
- Payments are assigned unambiguously, even with many simultaneous purchases
- Income and expenses in an ERP instead of lists
Technology
- Laravel with separate areas for tickets, reservations, admission and ERP
- Online payment with automatic matching
- Tent plan editor in the browser
- Admission check via browser on the smartphone
What we learned
When many people buy tickets at the same time, payment confirmations do not always arrive in the expected order. Every payment therefore carries its own identifier so that it can be assigned reliably.
More work
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Let's talk about your project.
In an initial call we clarify whether and how we can help.
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