Event Platform for a Community Organisation
Event registration, ticketing, volunteer management and communications platform. Replaced Eventbrite, spreadsheets and manual coordination for a busy community events calendar.
Community organisation running events, programs and volunteer activities
A large community organisation in Perth running over 50 events per year — from small workshops with 20 attendees to annual festivals with 2,000+. They also managed ongoing programs, volunteer coordination and community communications.
Events were managed through a patchwork of Eventbrite for ticketing, Mailchimp for communications, Google Sheets for volunteer rosters and email for everything else. Each event required setting up registrations, email sequences and volunteer coordination from scratch.
What needed to change
Event setup was repetitive and error-prone. Each of the 50+ annual events required manual setup across Eventbrite, Mailchimp, spreadsheets and the website. Registration types, pricing, email sequences and volunteer requirements were configured from scratch every time.
Volunteer coordination was a nightmare. Volunteers signed up by email or phone. Rosters were maintained in spreadsheets. Reminders went out by email. Tracking who showed up required paper sign-in sheets. The volunteer coordinator spent 15+ hours per week on admin.
No unified view of community engagement. Event attendance, volunteer participation, program enrolment and donations were tracked in separate systems. The organisation had no way to see the complete picture of how the community was engaging.
What we built
An integrated event management platform — event setup templates, registration, ticketing, volunteer management, communications and engagement tracking in one system.
Event Management
Template-based event setup — reusable configurations for recurring event types. Registration forms, ticket types, pricing and capacity all managed in one place.
Volunteer System
Volunteer sign-ups linked to events. Shift management with role-based rosters. Automated reminders and check-in via QR code. Volunteer hours tracked automatically.
Communications
Event announcements, registration confirmations, reminders, post-event follow-ups and volunteer notifications — all triggered automatically from the event timeline.
Engagement Dashboard
Community member profiles showing event attendance, volunteer hours, program participation and donation history. Segmentation for targeted outreach.
How it works
Admin creates an event from a template
Selects the event type template (workshop, market, festival, etc.). Pre-filled settings for registration, ticketing, volunteer needs and email sequences. Customises as needed.
Community members register
Registration page with ticket selection, dietary requirements, accessibility needs and optional volunteer sign-up. Payment processed through Stripe.
Volunteers select shifts
Available volunteer shifts displayed by role and time. Volunteers self-select from available slots. Automated confirmations and calendar invites sent.
Event day check-in
Attendee and volunteer check-in via QR code scan. Real-time attendance tracking. Volunteer hours logged automatically from check-in/check-out.
Post-event follow-up
Automated thank-you emails, feedback surveys and impact reporting. Volunteer hours updated on profiles. Engagement data feeds the community dashboard.
Measurable outcomes
We used to spend the entire Monday after an event doing admin — marking attendance, logging volunteer hours, sending thank-yous. Now it is all done automatically. Our team can focus on making events better instead of processing them.
How we delivered it
Needs Assessment
1 weekReviewed the last 12 months of events — types, sizes, registration processes and volunteer requirements. Interviewed the events team and volunteer coordinator. Identified the most time-consuming repetitive tasks.
Platform Build
4 weeksBuilt the event management platform with templates, registration, ticketing, volunteer management and communications. Designed the engagement dashboard and reporting.
Integration & Automation
2 weeksConnected Stripe for payments, built the QR check-in system, configured automated email sequences and set up the community engagement tracking.
Migration & Launch
1 weekMigrated existing contact database and event history from previous systems. Launched with the next scheduled community event as the pilot. Refined workflows post-event.
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Prefer a quick chat? Call 0425 531 127 – we're Perth-based and we answer the phone.