Case Study: How Team Event uses zkipster to power bespoke events for iconic brands and private clients

Team Event is a leading Australian event production agency that's been creating magical experiences for almost 25 years. 

Renowned for its creative approach to events, Team Event provides full event management services for its clients, including event production, design and creative direction. Team Event believes an event is not just about the moment and the ‘wow factor’, but about the experience that guests will remember long after the actual moment has passed. And lucky for them, the creative process and the solution thrills them equally.

Team Event has used zkipster since 2018. In that time more than 11,000 guests from over 90 guest lists have been managed using the event software, and more than 7,000 guests checked in. The agency started to ramp up its zkipster usage in 2022, post-pandemic, and now around 20 ‘Team Events’ are powered by zkipster annually.

The Team Event challenge

As an in-demand event production agency with a broad remit and discerning clients, Team Event needed a powerful, multi-functional event management platform for their 2022 event, the Audi Dealer of the Year Awards Ceremony, to:

• Boost efficiency by replacing manual tasks with digital processes
• Make collaboration even easier for the close-knit and already highly effective Team
• Streamline every stage of event planning, from registration to check-in to evaluation
• Provide a unified source of accurate, real-time guest and event data
• Help demonstrate event success and ROI to clients

The zkipster solution

Before a Team Event

Event registration, invitations and forms

The Audi Dealer of the Year event gathers staff from Audi dealerships across the country to celebrate award-winning dealerships. Team Event uses zkipster Invitations to send out all communications and event driven marketing (EDM) for the event, and Forms to gather essential guest information. This means that attendees can register and submit all their details without Team Event needing to manage the process manually. 

For the Audi DOTY event, every piece of information that we gathered came through zkipster, making the whole process seamless.

Jessica Sarin | Event Manager | Team Event

An email invitation is designed through zkipster, with the option to personalize the subject line if needed. The invite is sent to a list of guest email addresses provided by the client. Within each email is a link to an accompanying response form, with zkipster’s handy dropdowns in place to gather important guest information like dietary requirements. Event Manager Jessica Sarin says “it’s a great feature - it’s easy to set out emails that are clear, neat and tidy and easy for guests to decipher.”

Table sharing

The team also uses the Share a Table feature as part of the event registration process. Tables are allocated to key account holders and then shared with them via unique URLs. With these links hosts can seat guests at their assigned tables and add them to their guest lists themselves.

During a Team Event

zkipster app

On event days, Team Event uses the zkipster app to oversee guest check-in, seating and capacity management. The team loves how compatible the app is with their personal iPhones, as well as the shared iPads they use for check-in. As Jessica notes, “it’s easy for any of our team members to step in and manage the check-in process on their phone or iPad .”

Check-in

The zkipster app is used for general check-in at most ‘Team Events’. Clients’ guest lists are uploaded to the platform so that everyone can access them and check guests in using the zkipster app.

We recommend zkipster for our clients’ events, because it is such an easy app to use.

Jessica Sarin | Event Manager | Team Event

Seating

The team finds the Seating tool in zkipster super helpful, especially in the app. They can view an event’s floor plan and play around with the seating arrangements, safe in the knowledge that any changes are happening in real time. 

Anyone without access to a printed seating chart can simply check the app to see where guests are seated. Guests’ tables and dietary requirements are clearly visible, in case of questions from attendees and staff.

Capacity management

Being able to monitor event check-in, track guest attendance and manage capacity in real time is crucial. For example, the zkipster app is “really useful” when carrying out a head count at an event. As Jessica says, “you just pick up your phone and it’s there. You know when you have a quorum and can start proceedings.”

‘Team Events’ sometimes have multiple entry points: colleagues might be in different places and unable to get to each other. However they can instantly find out how many guests have come in, because the mobile app is constantly updating.

Team collaboration

zkipster is “awesome” for collaboration, empowering team members to both plan ahead and react quickly. They can quickly log into the zkipster app and access the same guest lists and event details.

Last year a colleague was meant to work an event but at the last minute something came up and she had to travel interstate. At 7.30am on Sunday morning she called me and said, ‘I need you to drive to Hunter Valley and work this event!’ With the zkipster app already downloaded on my phone, I was able to get the guest list and start checking in guests straight away.

Amy Gray | Office Manager | Team Event

After a Team Event

Reporting

Having the ability to oversee event registration and check-in and track guest attendance via zkipster means Team Event can give clients an accurate record of no-shows. With zkipster they can also provide clients with detailed post-event reports that help demonstrate ROI.

The team exports clear records of individual guest attendance via Excel. They also create detailed event reports with elegant graphics showing different metrics, such as the percentage of overall event attendance and arrival times. 

zkipster automatically generates these reports, graphs and charts, with previews showing the different templates that can be selected. The results are impressive, cohesive, and great for presenting to data-focused clients.

You can teach yourself how to use the reporting tool in zkipster. It’s a really great feature, with all the guidelines to show you how to navigate the software.

Jessica Sarin | Event Manager | Team Event

Most businesses are keen to see their event data and understand who their most engaged clients are. Being able to provide clear and detailed reporting after delivering a perfect event helps Team Event maintain positive, long-lasting working relationships with its clients.