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TEDxSydney is an independently organised event licensed from TED run by a team of volunteers and directors. It’s the leading platform for the propagation of Australian ideas, creativity and innovation to the rest of the world. They aim to create and foster a sense of community amongst the people and organisations who have gathered around the event; and to provide a focus for conversation and debate.
The previous TEDxSydney registration platform was a home-grown solution that had evolved over six years. Though it originally worked well, during the past two years, the organization had outgrown it and needed to find a partner that was state-of-the-art, that would be easy for the TEDxSydney organising team to use and would help delight its audience during the registration process, says Head of Operations Susan McMahon.
Because of its comprehensive and customisable features, TEDxSydney chose Aventri because it met the unique requirements of its events. TEDxSydney worked closely with the Aventri professional services team to configure the system to meet their specific requirements. For example, its event registration is complex, as registration is by invitation only and Aventri could cater to its many different attendee categories it needed to manage.
Overall, McMahon says it was a pleasure working with the Aventri professional services team, who not only spent time building a tailored solution for TEDxSydney, but also taught their team of volunteers how to configure events themselves and how to find attendee information quickly.
“Aventri as an organisation also had the right cultural fit for our team and community,” McMahon says. “They were excited to work with us and had a highly engaged local Australian presence.”
After implementing Aventri, TEDxSydney found that its ticketing process both prior to and during the event went much smoother than in previous years, resulting in positive feedback from the attendees.
TEDxSydney relies on volunteers for much of the registration and audience management, and, so far, their team has been thrilled discovering the Aventri platform and its many easy to use features. Staff are also using the Aventri marketing module to create and email invitations to potential attendees using mailing lists.
Overall, TEDxSydney has a more streamlined event planning process, especially since Aventri also integrates with its Saleforce database of members. “The ability for Aventri to integrate with Salesforce was also an important factor for us,” McMahon explains. “It’s why we moved towards a whole new suite of technology solutions to support the growth of the organisation over the next 3-5 years.”
“We have only scratched the surface of what Aventri can do, and it has already helped our organisation and our community.”
TEDxSydney used Aventri at its 2016 event at the Sydney Opera House. The one day, multi-venue event, now in its seventh year, catered to a multi-disciplinary audience of 4,000 with wide-ranging interests and backgrounds. The full day consisted of programming blending talks from a range of speakers, unique live performances and a special film program. The audience covered both the TEDxSydney event and a simultaneous TEDxYouth@Sydney event, as well.
Prior to the event, TEDxSydney used Aventri to setup different attendee categories to send invitationonly emails. “TEDxSydney is an oversubscribed event each year and registrations were carefully monitored across all categories, to ensure a balance of attendees,” says McMahon. “We used discount codes in conjunction with the categories to track special invitations.”
Furthermore, with the platform’s integration to the organization’s payment gateway, it was able to accept credit card payments online, all of which were simultaneously tracked using Aventri so that staff always knew how each category was selling and whether additional invitations needed to be sent.
While many name badges were printed prior to TEDxSydney 2016, there were also a significant number of badges that needed to be printed either the day before or on the day of the event. Onsite staff used Aventri to confirm payment of attendees who did not have a pre-printed name badge. McMahon says: “Having one system with all the registrations was a huge timesaver for the team, and the ability to print/re-print name badges on the day directly from Aventri helped make the registration process smooth for audience members.”
Overall, both TEDxSydney attendees and staff have been very happy with the more efficient registration and onsite capabilities Aventri has to offer. “We are very happy we chose to implement Aventri to improve our attendee experience, as well as support our growth,” McMahon says. “We are looking forward to unlocking even more of the functionalities over the upcoming years with the support of the Aventri team.”
“Aventri is a robust tool that is both flexible and comprehensive.”
Hosts 2 major events annually, with a number of smaller events throughout the year.
Organizing team consists of over 100 volunteers
2016 had a livestream audience of more than 70,000
Attendee Registration Categories
Customized Email Invitations
Onsite Badge Printing