CONFERENCE MANAGEMENT SOFTWARE

To correctly manage a congress, it is necessary to have a good computer platform to help you do this. With bikubo we offer you some tools that will help you enormously with the most daily tasks of managing your congress.

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Tools we offer for the management of a congress

With bikubo you can generate fully customizable accreditations with your design, to which to add a QR code. We put at your disposal the following tools, which together, greatly facilitate management, reducing the time spent, operating costs and problems that may arise:

Event registrations

  • Create a paid or free registration form, with our platform in a simple way. Make ticket sales forms with bikubo, they have a series of functionalities that you may find interesting.
  • You can add the fields you need.
  • You can establish conditions so that some fields or others are displayed, depending on the value entered in another field.
  • Our forms allow you to establish the sale of the same event for several dates. For example, if your conference has a duration of three days, in which attendees can register according to the day, you can configure the registration for the different days, in a single form, and there is also an advanced configuration that allows you to modify the capacity or the price according to the date you indicate. The buyer of the accreditation will only be valid for the access for the selected date.
  • Registration to the event can be direct, or go to a waiting list that after validation by the organizer (individual for each attendee or massive for several attendees), becomes definitive, sending the communication emails from each corresponding state.
  • Forms can be inserted into the client's web page cleanly, without bikubo logos or information appearing.
  • If the venue where you are going to hold your event has numbered seats, you can ask us to make a map with the seats (seating), so that the attendees can select the seats to purchase. There is more description about our seat maps in this link: numbered seating diagram
  • The commissions established for each sale are 1.5% plus 0.35 euros.
  • For the Mexican peso currency, the commission is 5% plus 10 Mexican pesos.
  • For the American dollar currency, the commission is 5% plus 0.15 American dollar.

Integration in your online sales platform, of our system for sending tickets and their subsequent validation.

If you already have your own online ticket sales system, and what you need is automation to send our tickets directly to the buyer, we have an api that can be integrated into your platform Woocommerce or Shopify.

After each operation on your platform, you can communicate with ours and certain actions are carried out.

Waiting list management

As indicated above, the registration of an attendee to the event can be direct, or pass to a waiting list that after validation by the organizer, becomes definitive, sending the emails of communication of each corresponding state.

You can also register waiting lists directly on the platform, which can even be reusable for subsequent events.

The acceptances or refusals of the people registered in the waiting lists can be perform individually or massively.

Attendee management system, shared with the end customer.

You can share each event with one or several users, so that they can carry out certain procedures simultaneously with you.

  • You can give them permission to view the list of attendees, and to do certain procedures on them: modification of data, forwarding of the accreditation, modification of access permits to the control points, accreditation cancellations, access statistics per user and other options.
  • You can enable them to register distributors, and then send accreditations among the distributors that depend on them.
  • Accredited users will be able to send massively through Excel files, accreditations to attendees
  • You can share sales statistics and validations with these users.
  • It is also possible that the payments that have been made are indicated to the system each distributor to his boss, or to the administrator. This accounting facilitates the control of the collections of the sales by distributors.

Individual or massive shipments of electronic accreditations to attendees

The administrator has in his intranet modules for individual sending by email, Whatsapp or SMS to event attendees. You can also send in bulk by uploading an excel file by email or SMS to the attendees. This way you can easily and quickly send tickets to your attendees.

The users that you enable to it, can also send in bulk with the upload of a Excel file by email or SMS to attendees.

Control of sales made

It is important for an event organizer to control the number of sales that are performed for each ticket category. For this we offer different functionalities:

  • There is a panel of sales statistics by dates and by distributors, for each category of accreditation. You can view the statistics, or download them in Excel files.
  • For online sales forms, you can set the maximum number to sell of each category.
  • You can assign distributors the maximum number of accreditations to distribute from each category.
  • There is a parameter in the intranet of each category that allows you to indicate the maximum number of accreditations to be distributed for each category, which includes both online sales and sales per distributor, so that when that number is reached, no more sales are allowed.

Establishment of access control points

All the tickets and cards that you generate with bikubo can have a QR or code enabled of bars, which serves as an individualized access control element.

Our access control system allows a highly parameterizable configuration, which allows adapt to many of the needs of our customers. Below is a description of a series of functionalities that we offer:

  • You can add for each event, as many control points as you need, and select for each ticket or card category, if you have access to each added checkpoint. Examples of checkpoints they can be: Gate A, VIP area, bus, bar consumption,... So, you can establish for a VIP Category, that the tickets associated with it, can be validated for access in the VIP area, bus and a drink at the bar.
  • For each control point there are different parameters that we allow to configure: the maximum number of validations allowed, establish a validation period, some validation dates allowed, as well as time slots or days of the week, and you can also set dates that are not allowed for validation.
  • The option to allow or deny validation at a point is also enabled control, whether or not certain access validation conditions are met at other control points. For example, don't allow the validation of a drink at the bar if access to door A has not been validated before. Another example it may be, not allowing access validation at door B, if it has been validated before at door A.
  • Another configuration of the access validations is to consider the sum of the validations by groups, in such a way that a maximum number of groups can be allowed. For example, if there are 5 access doors to an event, User access can be enabled for the 5 doors, and only a single validation can be configured for all of them.
  • It is possible to configure validation of checkpoints, such as input and output. This will allow you to control the capacity at all times. If you select the input validation option, and there is someone already inside with the QR, the system will show an error indicating this detail, and if you select the exit validation option, and there is someone outside with the QR, the system will also show an error indicating this detail.
  • You can view the number of validations carried out at any time, for each check Point. You can also share a link in case you need more people to be aware of this data.

Access control validation systems

We adapt to the different situations that may arise, especially in terms of the number of attendees that may be for an event and the internet coverage conditions for access validation. Thus, You have different control systems to validate the access of the attendees with bikubo.

  • In the first place, a first app is uploaded to the Android and iOS repositories, which allows use the camera of mobile devices to read the QR code. It is a very simple and fast solution. In the administrator's intranet there is a username and password, and with the user's login, you can start scanning the attendees.
  • Secondly we have another app uploaded to the Android and iOS repositories, that allows you to connect barcode or QR readers via bluetooth, and a very fast reading is achieved that It is very useful for events that have a high influx of attendees, and helps prevent the formation of queues. large. With this system you have a professional reading device at a very affordable price.
  • Thirdly you can open a web link in a browser on a computer (it is obtained on the administrator's intranet), and that after pairing barcode or QR readers via bluetooth or by cable, a very fast reading is achieved. It is also very useful for events that have a high influx of attendees.
  • If you have access turnstiles in your premises, or you want us to install them, we can also We can configure your access so that they can check the access against our databases.
  • An important aspect is that you can control the access of attendees to your event, with or without internet connection. To work without internet connection, tickets are previously downloaded to the internal database of the controller device, by pressing a simple button at any time when you have connection, and the rest of the time, you can work without an internet connection.

Intranet for those attending your event

Our platform allows you to register attendees to your event, simultaneously with a intranet, with which you can personalize its content. The characteristics of this intranet are:

  • Configuration of the sections through the administrator's intranet. upgradeable at all times.
  • Management of files for download by users
  • A reservation management system is available for checkpoints.
  • List of accesses to control points by dates.
  • Access list for each user.
  • Customization of the intranet layout.

Networking system

In many corporate events, it is necessary to facilitate interaction between attendees, or between attendees and stands. bikubo offers a series of technological tools for this:

  • With bikubo an attendee can scan the QR code of another attendee and thus collect for your intranet, the data of the scanned person.
  • Booths can scan attendees and are shown a form to the collection of information.
  • QR codes can be made available at the stands so that they can be scanned by attendees and collect information from them, associating that information to each attendee.
  • In the registration forms it is possible to establish visiting agendas for the stands, in which the available spaces are shown.

Attendance certificates

After the celebration of the congress, it may be necessary to send a personalized certificate to each assistant, indicating the presentations they have attended or other information.

With bikubo you can send the certificates in bulk, using your own template and configuring the mail or SMS to send.

Collection of information at the access to the event

On occasions, it may be necessary for the organizer of a congress to collect information when access certain control points, such as when gifts are delivered.

With bikubo you can establish forms or questionnaires that will be shown in the validation app, after the scan. Later you download that data for the treatment you need.

Congress website development

If you need a website for your event, contact us. We will attend to your needs, and we will offer you a customized budget.

Chat system

There are occasions in which the participants of your congress need a platform that allows communicate efficiently with each other.

Bikubo has a module for this that configures access to a professional chat, which has the following features:

  • Web system and chat app, compatible with each other.
  • Registration of different communication channels, as many as you need, that It will allow you to create them by themes, user categories,...
  • Administration through the bikubo intranet, and through the chat platform.
  • Possibility of communicating in rooms, or among the participants.

Communication tools with attendees

Event organizers may be required to send communications to attendees, to convey information. You can send mass SMS or emails with bikubo, depending on your interests.

Sending SMS can be done in different ways, such as: to certain categories of accreditations, to all attendees, to a list of attendees contained in an Excel file.

Sending emails can be done by certain categories of accreditations, and attach an informative PDF file with the email.

Technical assistance

It is quite common that our technical assistance services are required, so that Bikubo staff provide on-site assistance during the days of the congress.

The most frequent technical assistance that we carry out is to provide equipment for the search and printing of accreditations, and to provide equipment for access validation, with its configuration and monitoring of correct operation.

Do you want to test the system?

Sign up and you have 20 electronic tickets and 10 electronic accreditations to try the system for free. If you have any questions, contact us and you will discover the advantages of our access controls.

Sign up and try your first 20 safety electronic tickets