How to Prepare for a Ticketing Software Demo

A ticketing software demo is your chance to see the platform in action and assess if it meets your organization’s needs. To make the most of this opportunity, preparation is key. By identifying your priorities, asking the right questions, and ensuring you have the right people involved, you can gather the insights you need to make an informed decision. Here’s how to prepare for a successful ticketing software demo.

1. Clarify Your Objectives

Before scheduling a demo, clearly define what you hope to achieve. Think about:

• Pain Points: What specific challenges are you facing with your current ticketing solution (e.g., limited functionality, high fees, poor user experience)?
• Must-Have Features: What are the non-negotiable features you need in a new platform (e.g., dynamic pricing, mobile ticketing, robust analytics)?
• Success Metrics: How will you measure the success of the new software (e.g., increased ticket sales, better audience insights, improved operational efficiency)?

This clarity ensures that the demo focuses on the areas that matter most to your organization.

2. Create a Checklist of Questions

Prepare a list of questions tailored to your organization’s needs. These should cover:

Functionality

• How does the platform handle [specific scenario, e.g., season ticket sales or multi-day events]?
• Does the software support [required integration, e.g., CRM or accounting tools]?
• Can the system accommodate both general admission and assigned seating events?

User Experience

• How intuitive is the ticket-purchasing process for customers?
• Does the platform support mobile-first buying experiences?
• Are there features for personalization, such as targeted upselling or recommendations?

Operational Aspects

• How much control do we have over pricing, branding, and ticket design?
• What reporting and analytics tools are included?
• How does access control work for entry management?

Implementation and Support

• What is the typical timeline for implementation?
• Is there a dedicated team to assist with onboarding?
• What training and resources are available for staff?

Scalability

• Can the software handle high-demand situations, like on-sale surges?
• What are the options for adding venues or expanding operations in the future?

3. Provide the Vendor With Context

To ensure the demo is customized to your needs, share background information with the vendor ahead of time. Include details like:

• Your organization type (e.g., theater, sports team, museum).
• The volume and variety of events you host.
• Your audience demographics and purchasing habits.
• Any specific challenges or goals you’re looking to address.

This allows the vendor to tailor the demo to your use case, showcasing features that align with your priorities.

4. Assemble the Right Team

Involve team members who will interact with the software regularly. This might include:

• Box Office Managers: Focus on usability and day-to-day operations.
• Marketing Professionals: Assess integrations with marketing tools and analytics capabilities.
• Finance Teams: Evaluate reporting and payment processing options.
• IT Staff: Examine system security, scalability, and integration potential.

Having diverse perspectives ensures all aspects of the platform are thoroughly evaluated.

5. Test Key Scenarios During the Demo

Ask the vendor to walk through real-life scenarios that reflect your organization’s operations. These might include:

• Setting up an event from scratch.
• Simulating a customer’s ticket purchase, including promo codes or group tickets.
• Running reports on ticket sales and audience demographics.
• Handling common customer service issues, such as refunds or ticket transfers.

Seeing these scenarios in action will help you gauge how well the platform aligns with your needs.

6. Focus on Both Admin and End-User Experiences

Evaluate the software from two critical perspectives:

• Admin Experience: Is the backend intuitive and easy to navigate? How much time does it take to set up an event or adjust pricing?
• End-User Experience: Is the ticket-buying process smooth and user-friendly? Test it on multiple devices to assess mobile responsiveness.

This dual evaluation ensures the platform delivers value for both your team and your customers.

7. Take Detailed Notes and Record the Demo

During the demo, take detailed notes on key features, benefits, and any red flags. If possible, ask the vendor for permission to record the session. This allows you to:

• Share the demo with stakeholders who couldn’t attend.
• Revisit specific sections to clarify details or compare platforms.

8. Schedule a Trial Period (If Available)

Some vendors offer trial access to their software. Use this opportunity to:

• Test real-world scenarios with your team.
• Gather feedback from staff and customers.
• Identify any hidden challenges or limitations.

Be sure to outline specific tasks for your team to complete during the trial, such as setting up a mock event or running a test campaign.

9. Review and Debrief

After the demo, schedule a debrief with your team to discuss impressions. Use these questions to guide the discussion:

• What stood out as the platform’s biggest strengths?
• Did it address your primary challenges effectively?
• Are there any concerns or missing features?
• How does it compare to other options you’ve evaluated?

Consolidate feedback to create a pros and cons list for each platform, making it easier to make an informed decision.

Preparation is key!

A ticketing software demo is a critical step in your selection process. By preparing thoroughly, asking insightful questions, and involving the right stakeholders, you’ll be equipped to evaluate the platform’s suitability for your organization. Remember, this is your chance to see if the software is a match – not just for today’s needs, but for your future growth and success.