Eventyay Virtual Event Solution

Overview

Collaborating on large-scale events is an increasing challenge and costly with standard tools. A limit of many tools is also that they cannot be deployed in-house. As many industry-apps are not open source they cannot be adjusted to our use case.

Areeb Jamal

/ Head of Development Eventyay

Together with FOSSASIA we organize OpenTechSummits in Asia and Europe since 2009. Up to 200 speakers and 4000 participants are joining these events. Virtual attendees participate from around the world.

Tags	Event Solution, Software Development
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Requirements

Our solution

The requirement to run virtual events online became a priority in the pandemic. The question was how to provide virtual event features and online video rooms within a short timeframe.

While the underlying technology for online video events is open source many end user services are not open. Implementing a solution from scratch requires the development of handling of attendees and speakers. A dedicated architecture and implementation would be needed with sufficient resources. In order to speed up the integration of video features the development team therefore decided to rather integrate existing video solutions like BigBlueButton and Jitsi into the system and to make heavy use of APIs. Additionally eventyay provides options to connect to other services like Zoom and MS Teams.

The requirement to sell tickets or a sponsorship is basic to every event organizer. Standard payment solutions and currencies should be integrated.

Eventyay focused on two payment services that are used Internationally. Paypal was chosen for the number of users and Stripe for its support of credit cards. In the admin user interface administrators have the option to enter the keys of the services and after that it works smoothly for organizers who want to add paid tickets to their events.

Another important argument for creating a dedicated event application was that it should facilitate the call for speakers and participation as well as enabling organizers to create a schedule.

In the project we implemented the call for speakers with different forms for speaker info and session information. Organizers can view the forms and change the status of forms. There are email templates that organizers can use to send emails directly to speakers to update them about the status. For the schedule we created a drag and drop scheduler. Organizers have the option to publish the schedule when ready. For attendees there are features such as creating personal schedules or showing the schedule in their own timezone.

Results:

Eventyay is being developed as a solution to cover the complete organisation process of an event from selling tickets to registering speakers, creating schedules and accessing video rooms in virtual events. License and platform costs are avoided.

Eventyay as a full-featured open source event solution

To make the onboarding for speakers and attendees of events easier the team created a number of "How to" videos.

Testimonials

How our services bring about success

David

Project Manager

I discovered OPNTEC services through my research about open source solutions on the Internet. We were looking for a project partner in the area of Artificial Intelligence. We are working together with OPNTEC for many years now.

Rico Barth

CEO

Zur Vermarktung unserer KIX IT-Service Management Software haben wir die virtuelle Veranstaltungslösung eventyay intensiv im Einsatz. Das Entwicklungsteam von OPNTEC hat die eventyay-API sehr schnell an unsere Anforderungen angepasst. Die Zusammenarbeit läuft absolut reibungslos und auch die Dokumentation der Projekte ist eine Freude für jeden Entwickler. Durch die Offenheit des Codes können wir eventyay sehr flexibel und ressourcensparend mit unserer Webseite und anderen Plattformen integrieren.