Step 1: Keep your guests informed via an effective event site

Quickly and easily create pages with practical information about your event: programme, location, registration, photos, etc.

  • Create new pages
  • Publish photos and documents
  • Create route plans

RESPONSIVE DESIGN

Halito! custom designs the look & feel of your event website to integrate seamlessly with the corporate identity of your organisation. So you can rest assured that the event website will look good on any device (pc, laptop, tablet, smartphone) and in any current browser.

EDIT PAGES

Use our simple WYSIWYG editor to add content and edit the content of your pages. You can also add text and images, create links to other pages and websites or use headers to organise the page layout.
You will also be able to determine the page's position in the sitemap.

SHOW GUEST LIST

Show the guest list of the RSVPed guests. Guests must give their explicit permission to that effect in the registration form, in accordance with data protection laws.
You'll be able to choose which fields from the registration form appear in the guest list.

PUBLICATION AND ACCESS

You'll be able to decide which pages are visible and/or accessible to and by your audience, by protecting one or more, or all, pages with a single password or with a login and a password.

MEDIA GALLERY

Use the media gallery to manage all the files of your event website: documents, images, multimedia. Create a directory structure and keep a transparent overview.
Images are automatically resized up to 10 times smaller than the original format, but will maintain sufficient web quality.

STATIC CONTENT

Blocks of text that recur on multiple pages need only be entered into a block with statistical content once.

SAVE THE DATE

Send a Save the Date, listing the date and location of the event, so your invitees can save the date in their calendars. You'll be able to send them more details, as well as a formal invite, later on.

INDIVIDUAL DOMAIN NAME

You'll be able to communicate all events through 1 single domain name. This way your branding is showcased at its best and won’t interfere with the corporate website. Users will also have the option of using subdomains.

Step 2: Invite guests to your event

Create a guest list and import into Halito! Send your guests a personalised email invitation containing a direct link to the website.

  • Import your guest list: automatic verification on the basis of email address
  • Send a personalised e-vite via the built-in mail system
  • Real-time reporting on successful and unsuccessful transmissions, bounces, (un)opened emails…
  • Send a reminder to those who have not responded
  • Review data

CREATING A REGISTRATION FORM

You'll be able to decide which questions to ask your guests. Divide questions up into sections to keep your form clear and transparent. You'll be able to choose from over 10 different field types, such as text fields, numerical fields, dropdown menus, phone number, date of birth, country, etc. and you'll be able to determine which fields are obligatory, providing an optional maximum and minimum value for each field.

USE A TREE STRUCTURE

Try to avoid overly long forms with irrelevant questions.
Make questions depend on the answers given to previous questions.
This way your guests will only answer relevant questions, which will allow you to gather more useful data on your guests.

CONFIRMATION EMAILS

Set up (personalised) confirmation emails beforehand. Each email can be made dependent on an answer filled in by a specific guest on the registration form. This way guests who do attend the event receive an email with different content to that sent to no-shows.

SETTING UP A REGISTRATION FORM

Determine an expiry date up to which the form can be filled out, also determine the name and the email address of the sender of automated emails and, as the administrator, make yourself receive an email upon every new registration.

SETTING PRICE

Enter the ticket price for your event, determining the VAT percentage and indicating any exceptions. Components such as pay-in workshops, dinner, hotel accommodation, etc. may be set up separately. Price options included early bird deals. You'll also be able to give discounts to specific groups or individuals.

IMPORTING GUEST LIST

Import a guest list from CSV and open in Halito!. Halito! automatically identifies double and incorrect email addresses. Segment the guest list by creating groups.

SENDING AN EMAIL CAMPAIGN

Halito! custom designs the look & feel of your event website so all you need to do is provide your sender details, e.g. sender and reply address, an irresistible subject and the content necessary to get your invitees to open up the invite.
Analyse the results of the email campaign in a detailed report.

BOUNCE MANAGEMENT

Review which emails to which guests bounced. You'll be able to see the bounce type as well as why the email was not delivered. This review method allows you to improve the quality of the guest list.

DELAYED SENDING

You can either send your campaign immediately or schedule the launch for a later date. This feature allows you to adapt your campaign to different time zones.

SENDING A TEST CAMPAIGN

Don't leave anything to chance and first send the campaign to yourself or a test guest list. Check whether the email is personalised, check the sender details, subject line, text and hyperlinks. Satisfied with the final result? Then you're ready to launch your real campaign and send it to the selected mailing lists.

TEXT MESSAGE CAMPAIGN

Send an SMS text message of max. 160 characters. This feature is often used as a reminder right before the event or to notify guests of last-minute changes. Analyse the results of the text message campaign in a detailed report.

DEPARTMENTS

Our decentralised guest management system allows several departments to add, invite and follow up on guests in a structured manner. As the administrator, you will have a clear overview of the process and be able to make changes where necessary.

Step 3: Following up on registrations and calibrate

Guests register via a direct link in the invitation and land on the event site. After having registered, they immediately receive a confirmation email. You will have a real time overview of all registrations and changes.

  • Guests register
  • Automatic confirmation email
  • Send reminder emails

E-TICKET

Send out e-tickets, including a bar code, when guests are due to attend the event. Provide all the necessary information of the event on the e-ticket.

REPORTS

You'll be able to review detailed reports on your guests and export both individual and collective graphs, etc. of the data. Choose the way you want your data represented.

EXPORTING

All guest data can easily be exported to Excel or CSV.

SETTING ATTENDANCE LIMITS

Set an approximate limit for the number of registrations. This will allow you to avoid overbooking events. Do the same for the components of your event, e.g. workshops.

MANAGING WAITING LIST

Once the event (or a component thereof) has reached maximum attendance capacity, guests can opt to be put on the waiting list and are notified automatically once there is a free spot.

PROTECTING ACCESS

Protect the registration form from non-invitees in one of the following ways:
• protected registration form
• single password for all invitees
• unique password per invitee

PERSONAL CODES

Each invitee is issued a unique personal code that must be filled in before the form can be submitted.

GROUP CODES

Each invitee is placed in a specific group and each group is issued with a unique code. This registration method is mainly used for events where multiple partners, sponsors, etc. are involved who each have a separate number of tickets.

PAYING EVENTS

Let participants pay in advance when they register. Halito! will integrate the online payment provider tool chosen by you. The additional costs that are charged by the provider can be settled directly between the client and the provider. Halito! in this case will only act as the technical integrator. The guest will immediately receive a (pro forma) invoice.

LOGGING SHOWS/NO-SHOWS

At the entrance to the event, log the persons who do attend. Request their first name and/or surname or scan the bar code on the confirmation email with a hand scanner. You will then be easily able to see who attended and who was a 'no-show'.

Step 4: Thank your guests when the event is over

Upload pictures, video clips and presentations by guest speakers to the web and send your guests a thank you email. Request feedback via a survey and evaluate the success of your event.

  • Send out thank you email
  • Implement your no-show policy
  • Hold a survey

UPLOAD PHOTO ALBUM

Upload all the photos from the event to the media gallery and create a photo album page. Images are automatically shown in small tile format. Visitors can click to enlarge.

THANK GUESTS

Send out an email campaign to thank your guests for attending the event. You'll be able to include links to photos, video clips and/or presentation on the event site and a link to a survey.

FOLLOWING UP NO-SHOWS

Communicate separately to no-shows and, if necessary, charge a no-show fee.

HOLDING A SURVEY

Evaluate the success of the event through a survey. Choose from 9 different question types and review the report in real time. Open questions yield more insight and feedback.

ANONYMOUS OR PERSONAL

Depending on the objective of your survey, your guests either will take part anonymously or using their real names, with Halito! collecting their personal details.

Extra: Find out about the advanced options

In addition to the 4-step plan (inform – invite – register – thank) Halito! offers a whole range of additional features, such as:

  • multi account
  • social media integration
  • user management
  • API integration
  • security audit

MULTI ACCOUNT

Manage multiple event sites within Halito! and use forms and/or content from previous events to launch a whole new event website in a matter of minutes.

SOCIAL MEDIA INTEGRATION

Integrate social media any way possible: links to your own social media channels, integrating widgets, get some buzz going by sharing a fixed message following registration, link social media profiles of guests to guest list, etc.

USER MANAGEMENT

Add other managers and determine their access to specific components. All activities are monitored by Halito! and may be reviewed by the administrator.

API

Using Salesforce, Microsoft Dynamics CRM, Efficy, Kluwer Software, etc.? Halito! ensures the seamless integration of both platforms. Data will no longer have to be duplicated and both platforms will be input with the most current data.

SECURITY AUDIT

Halito! meets strict standards in terms of privacy and security. Security passwords, OWASP Top 10, traceability, scrum, ... Contact us for a complete list of our policies and standards.