The History
of partnership
HVD x Serapion
At the start of 2023, HVD approached us with a unique challenge. As a humanitarian company, they needed a reliable event management solution that would streamline the process of organising and managing various events, from online meetings to large-scale events in city halls.
However, their budget constraints were significant, and existing market solutions were either too costly or lacked the specific functionalities they required. We have, in close collaboration with HVD, found an open source solution which had some of the functionalities which were needed but further adaptation was required. This way client stayed in the budget while getting the modernisation they required.
Our partnership with HVD exemplifies our commitment to enhancing and optimising established processes. We helped an already mature organisation refine its system, implement new functionalities, and develop a streamlined platform for event ticketing and reservations.
The Vision
HVD
The Humanistische Vereinigung promotes humanism, secular ethics, and self-determination. They offer community services like youth ceremonies, daycare centers, and advocacy for human rights. Their work also extends to supporting non-religious individuals in matters of life celebrations and providing social and psychological assistance.
Jugendfeier offers a secular coming-of-age celebration for young people transitioning from childhood to adolescence. The program includes a series of preparatory workshops on topics such as social media, anti-bullying, and civic courage, followed by a final celebration. The online and in-person options provide an inclusive, festive event where participants showcase their experiences and projects, making it a memorable day for families and friends.
The Challenge
HVD x Serapion
As a humanitarian organisation, HVD needed a cost-effective solution that aligned with their unique requirements and operational goals. Our objective was to create a modern, efficient system that would enable HVD to enhance their event management capabilities while minimising costs.
To meet HVD's needs, we decided to build on an existing, open-source platform called alf.io. This approach allowed us to leverage a robust event management system while keeping costs within budget. We identified the specific areas where HVD needed customization and enhancement and focused our efforts on modifying these elements to meet their requirements.
Several key challenges had to be addressed to achieve this:
- Outdated Ticketing System: HVD's existing ticketing process was outdated and did not adhere to modern technology standards. They needed a solution that could accommodate complex pricing structures, offer discount codes, and manage multiple ticket categories seamlessly to cater to their diverse event lineup.
- Manual Workflow Automation: Much of HVD’s event management workflow was handled manually, resulting in inefficiencies and increased administrative burden. They required a solution that could automate key processes, from participant registration to ticket sales and communication, to save time and reduce human error.
- Event Video Storage and Distribution: HVD needed a secure method for storing event videos that allowed for controlled access. They required a system where videos could be uploaded, stored, and made available for download only once, using a unique link provided to each purchaser.
- Enhanced Event Participation Management: The organisation faced challenges in managing event participation effectively. They needed a platform that could handle participant registration, manage user data, and facilitate user engagement with ease, ensuring a smooth experience for both administrators and attendees.
These gaps in their current system were hindering HVD's ability to operate efficiently and deliver an optimal experience to their participants and donors. To address these challenges, we set out to develop a solution that not only met their immediate needs but also provided a scalable foundation for future growth and improvements.
The Solution
Tailoring a cost-effective solution started with usage of alf.io which was analysed and improved with key features.
- Enhanced ticketing system
- User interface improvements
- Venue floor import and editor
- Seat assignments
- Event participation/management
- Advanced reporting
- Analytics
- File storage system
- Keycloak integration for easy user management
The Solution
Tailoring a cost-effective solution started with usage of alf.io which was analysed and improved with key features.
- Enhanced ticketing system
- User interface improvements
- Venue floor import and editor
- Seat assignments
- Event participation/management
- Advanced reporting
- Analytics
- File storage system
- Keycloak integration for easy user management
Key features and improvements were delivered
- Enhanced Ticketing System: We modified alf.io's ticketing functionality to support complex pricing structures, discount codes, and multiple ticket categories, which were essential for HVD's diverse event lineup.
- User Interface Improvements: We improved the user interface to match HVD's branding and ensure a smooth, intuitive experience for both event organisers and attendees.
- Venue Import and Editor: We added a venue import and editor module to the alf.io system, allowing HVD to define and manage event locations. This included the ability to edit the layout and seating arrangements within each venue, providing flexibility in event planning.
- Seat Assignment Functionality: We implemented a comprehensive seat assignment feature, allowing for manual assignment by administrators, automatic assignment, and public seat assignment where users can select available seats in the venue. This customisation ensured a more organised and user-friendly experience for both event managers and attendees.
- Event Participation and Management: We tailored the system to meet HVD's specific organisational needs, such as adding participants who could attend events, sending invitations, managing users within the system, and issuing invoices and confirmations, all customised to the client’s requirements.
- Advanced Reporting and Analytics: We implemented a statistics module at the system level, enabling the administrator to view all relevant data about each event and download detailed reports as needed. This feature provided HVD with valuable insights and facilitated informed decision-making.
- File Storage System: We developed a separate application for file storage, which integrates seamlessly with our event management system. This system supports video uploads of events, allowing users to download videos through a unique, generated URL they receive upon purchasing the video via our platform.
- Keycloak Integration for User Management: We integrated the Keycloak system to handle user registration and role management within the new system. This centralised authentication service will also be used for other applications requiring user login and registration, providing a unified and secure solution across all platforms.
The Value
HVD x Serapion
Streamlined Operations and Enhanced Engagement
By building on the existing framework of alf.io and tailoring it to HVD’s needs, we created a powerful, cost-effective solution that delivered substantial benefits compared to their previous situation:
- Cost Savings: Leveraging an open-source solution allowed HVD to significantly reduce development costs, enabling them to allocate their budget more efficiently.
- Improved Event Management: The customized platform streamlined their event management process, reducing manual work and allowing the HVD team to focus on more strategic tasks.
- Enhanced Customer Experience: With the improved registration flow, ticketing options, and user interface, HVD saw an increase in attendee satisfaction and engagement.
- Scalable Solution: The modifications ensured that the platform could grow with HVD, accommodating their expanding event needs without requiring a complete overhaul.
Redeveloping their existing platform
Building on the success of our initial collaboration, in 2024, we were entrusted with a new phase of development.
After enhancing the alf.io system to meet HVD’s requirements, we were tasked with redeveloping their existing platform from scratch to address the limitations of their previous system.
This involved creating a comprehensive client-side application for the administration of all necessary user data, bookings, invoices, and supporting generic classes such as events, schools, and various programs and etc.
Additionally, we developed a public web application for participant registration and reservation of event participants, waiting lists, admin section that allows users to edit their profiles.
This new project further solidified our role as a key partner in HVD’s digital transformation, enhancing their operations and user engagement capabilities.
Skills that
stand out
HVD x Serapion
Our collaboration with HVD demonstrated our ability to deliver a tailored, cost-effective solution under tight constraints.
We provided not just technical expertise, but also strategic guidance, enabling HVD to navigate their challenges efficiently. This project stands as a testament to our commitment to understanding our clients' unique needs and delivering impactful solutions that drive growth.
Here's how we see our skillset made the difference:
- Technical Expertise: Advanced engineering & business skills were essential for creating & identifying key points where clients business revolves around. It helped us identify four different areas we need to engage in: upgrade open source app, build public and management modules, registration and participation module & finally admin web.
- Consultation and Guidance: Providing strategic advice and technical direction helped HVD navigate challenges and make informed decisions.
- Refactoring and Adjustments: Extensive refactoring capabilities ensured the software met evolving requirements.
- Project Management: Efficient coordination and management of development processes ensured timely delivery and quality.
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