Åhus Beach Challenge

Åhus Beach organizes three large scale events annually: Åhus Beach Handball Festival, Åhus Beach Football, and Åhus Beach Live. One of the key challenges that the producers faced was finding an effective system to manage accreditation during event planning and execution.

Each year Åhus Beach needs to select the vendors that will be servicing the event, then ensure all of the individuals and equipment is logged and credentialled properly.

➜ The planning team wanted a more expedient way to collect and organize information, while also channelling information back to those who receive credentials in a secure and efficient manner.

➜ The security team needed a way to check credentials in real time to promote quick response times and optimize communication between the teams.

➜ The management team desired a way to get reliable progress updates and insights to help them provide more focused leadership for their team.

They also need to collect and manage their volunteers. Seeing that each event requires a decent amount of volunteers, organizers felt they would benefit from having a user friendly system that makes the application and communication process easier for everyone involved.

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Lastly, the Åhus Beach team was looking to build more infrastructure around their sponsors to ensure that they are provided with everything agreed upon in the contract. Of course the ideal solution would be to resolve all these needs within a single management system.

Åhus Beach Solution

Now with Jetty, the Åhus Beach team has a reliable system to optimize the planning and execution of their events. The Jetty platform provides a home for every piece of information down to the last detail.

Using Jetty’s Locations feature, the team can now clarify all vendors and performers attending in addition to their individual needs (electric, tables, etc). They also use this feature for their own tents and stages to make sure the location and equipment are setup correctly.

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The security team can verify in real time which vendors have credentials and all relevant details about their access levels. Management can add or remove any last minute vendors without having to send updates each time, reducing stressful communication for decision makers throughout the event.

Jetty also manages their volunteer recruitment for each event. Using Jetty Builder, potential volunteers can quickly fill out a form on the Åhus Beach website. This information is loaded into Jetty instantly, and a notification is sent to the recruitment team that an application has been submitted. The selected volunteers can be scheduled and updated on their individual or collective tasks in real time, while those not selected can be notified in a single effort.

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Jetty’s task management provides instant insights about task completion and ensures that the proper number of people have been assigned. Tasks are being used to plan in advance and also during the event. In addition, Jetty ensure sponsors receive everything that is contractually required.

Åhus Beach Outcome

Overall, the Åhus Beach team continues to enjoy how well-constructed and user friendly Jetty’s platform is. The investment made into finding one robust event management system was worthwhile in terms of both planning and execution.

When employing Jetty at their recent events, the Åhus Beach team were very pleased with the performance of the platform and level of customer service.

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The internal teams involved in the event worked together more effectively, including the volunteers recruited using Jetty. Additionally the event participants (vendors, sponsors, performers) received a superior experience in terms of communication and care.

When there are questions about certain functions, there is a devoted Jetty staff member there to find a satisfactory solution. In reflection, Insert quote here.