Entelect Event Manager

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Entelect Event Manager is a sophisticated, highly configurable online entry and event management system. Hundreds of sports events use this solution, including the biggest and most in-demand mountain biking events in South Africa. The system is also used by charities, conference organisers, tour operators and general event booking clients who require participant booking and payment. The real benefit of Entelect Event Manager is the level of customisation and features on offer to both participants and business users, allowing for a functionally rich experience.

Event administration

An easy to use, role-based, back-office operations interface provides administrators with flexibility and control of online entry processes. Event Manager is a powerful tool for communications, queries, registration, booking, substitutions, bulk and team bookings, payments, database management, online store management, viewing specialised reports and content management.

SMS and email notifications

Communications can be sent to participants, according to categories or groups, through a user-friendly interface. User created newsletters and automated emails can be customised according to the event's specific branding objectives.

Online store and shopping basket

Products can be managed through the user's back-office, while participants can specify requirements and make variable fee payments for products. There is also an option for participants to make donations. A variety of purchase summary reports are available.

Participant managed profile pages

Participants can register and manage their own profile and donations through secure, specialised content managed areas, this is particularly useful for charity events. 

Staggered or per category pricing

Participants can be categorised by age and gender and rules can be assigned for entry fees based on certain conditions. Examples include early bird fees, late entrance fees, and variable pricing depending on team size and event category. Waiting lists for high-demand events can be set up and managed.

Multiple payment facilities

The system has credit card, EFT, cash and complimentary payment options, plus automated EFT collection and bank statement reconciliation. Credit card payment queries are automatically handled by our MyActive merchant facilities. We can enable connectivity to our clients' merchant accounts if required. Event branded payment receipts are automatically issued to participants on payment.

Team entries

Participant team sizes can be pre-set or variable. Team status management also allows for status customisation in the back-office; for example moving a team from waiting list to accepted, accepted to paid, cancelled or withdrawn. Participant managed substitutions and payment thereof is also possible. 

Block and bulk entries

In order to facilitate group bookings, an administrator can make block bookings for multiple participants, and a participant can pay for multiple participants in a single payment. 

Multiple events administration

The system allows for events to be configured as a series, allowing for automatic identification of participants who have previously entered a series of events. This removes the need for participants to retype information. Event organisers who own multiple events can also move participants between different events. 

Website and content management

Content management for newsletters, automated responses and all online entry touch points is possible through Entelect Event Manager’s back-office interface. In addition, Entelect Event Manager can be branded to match existing websites, ensuring a consistent brand experience. We recommend managing the event's public facing online component through Entelect Web Manager which can be configured to synchronise subscriber, member and participant databases, allowing for the creation of an integrated events portal.  

Staged Races
A good example of an application of Event Manager is Sani2c, which is South Africa's highest rated, and most in demand, 3-day mountain bike race. For Sani2c we use a variety of complex team-based features, which require waiting lists and a staged entry approach due to the high demand. This event has specific loyalty-based features, where previous year's participants have first option to enter.  To emphasise the popularity of the event, in 2011 we had over 5000 entrants trying to enter simultaneously.

Bike Tours
The Tour de Wilderness is an example of a charity event that required a significant number of features. The client required a custom solution to handle the nuances of this event which proved to be quite complicated. We were approached to deliver a solution and Entelect Event Manager was enhanced to allow participants to manage their own profiles, receive sponsorships, and a host of other features including payment swaps and substitutions.

Large event organisers who run multiple events

Two of our bigger clients include Advendurance and Stillwater Sports. They each run a number of large national event series, which include mountain biking, staged races, Xterra, trail running and road running events. They use Entelect Event Manager primarily because of the level of autonomy it gives them to customise and manage their own series of events, each allowing for a unique branded experience.

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