An event website per client: working with changing brand identities

An event website per client is a custom-built event site in the brand identity of an event agency's end client, where the registration process and underlying technology remain the same while the design varies from project to project.

As a project manager at an event agency, you deliver multiple events each year, each for a different client with their own brand identity, requirements and procurement department. What you need is a technical partner that can handle this variation without turning every project into an exception. Activo has been working this way for corporate events and conferences since 1997.

Fixed technology, changing design

The challenge with changing clients is not the design, but the repetition. Having to figure out registration, confirmations and access control from scratch every time takes time you simply don't have when working to a tight deadline.

Working with a fixed registration process changes that. The design of the event website is different for each client, but the event registration system behind it remains the same. This means you know in advance what is possible, how long it will take and what you can promise your client.

The requirements that differ per client

What does vary from project to project are the requirements and conditions. You identify these at the start, not halfway through the build.

• The end client's brand identity and the theme of the event
• Which details the client wants to collect during registration
• Whether registration is paid or intended for a closed target group
• The privacy and security requirements the client sets for participant data

That last point increasingly comes up with corporate clients through their procurement or IT department. Activo's platform is designed with GDPR requirements in mind and meets the standards expected by organizations such as ASML, KPN and Rijkswaterstaat.

Respond quickly when the project plan changes

At event agencies, the scope of a project can change along the way. A new target group is added, the date moves, or the client decides they want an additional session after all. A partner who can respond quickly in those situations is worth more than an extensive proposal upfront. The same applies on the event day itself; you can read more about this in the article on outsourcing QR access control as an event agency.

Activo works quickly and flexibly at competitive rates, allowing you to submit competitive proposals to your clients without compromising on reliability.

Multiple events running at the same time

As an agency, you rarely have just one event running at a time. Registrations for different events can be managed side by side, each with its own event website and participant database. With Activo NEXT, you can manage a large part of the process yourself, while Activo remains available for advice and support.

On the event day itself, an Activo project manager is present on-site to oversee reception and access control. For you, that means one less thing you need to staff yourself.

Frequently asked questions for event agencies about event websites