Product Introduction

1. Café Events is a centralized platform designed to automate and streamline the management of internal corporate events such as team outings, workshops, and company-wide retreats. It integrates RSVP coordination, waitlist management, automated reminders, and post-event surveys into a single tool. The platform eliminates manual workflows by syncing with collaboration tools like Slack, Microsoft Teams, and Google Calendar.
2. The core value of Café Events lies in reducing administrative overhead by 10+ hours weekly through automation of repetitive tasks. It ensures consistent attendee engagement via scheduled communications and provides actionable insights through real-time analytics. This allows organizations to focus on strategic event planning rather than logistical coordination.

Main Features

1. Event Pages: Users create branded, customizable event pages that consolidate event details, schedules, and logistics in one location. These pages support multimedia integration, such as videos and documents, to enhance attendee preparation. Templates ensure consistency across recurring events while allowing customization for specific needs.
2. Custom Audience Filtering: The platform enables dynamic attendee segmentation based on criteria like team affiliation, office location, or employee resource groups (ERGs). Filters automatically update participant lists as organizational data changes, ensuring accurate targeting. This feature optimizes attendance by aligning events with relevant employee interests.
3. RSVP Workflows: Automated RSVP forms collect critical attendee information, including dietary restrictions, accessibility needs, or travel preferences. Conditional logic tailors follow-up questions based on initial responses. Data is instantly synced to event dashboards for real-time tracking.
4. Automated Waitlist Management: When events reach capacity, the system dynamically manages waitlists, prioritizing attendees based on customizable rules like seniority or registration time. Automatic notifications update waitlisted users about availability changes, reducing manual follow-ups.
5. Check-in System: A QR code-based check-in interface captures real-time attendance data during events. The system supports offline mode for locations with limited connectivity and syncs data to analytics dashboards post-event. This feature eliminates manual headcounts and improves accuracy.
6. Scheduled Surveys: Pre-configured or custom surveys are automatically distributed post-event via email or integrated collaboration tools. The platform supports Likert scales, open-ended responses, and net promoter score (NPS) templates. Results are aggregated into visual reports for quick analysis.
7. Robust Analytics: Users access dashboards showing RSVP rates, attendance trends, survey responses, and demographic breakdowns. Data is exportable as CSV or accessible via REST API for integration with external BI tools. Custom date ranges and filters enable granular performance tracking.
8. Smart Reminders: Automated reminders are sent via email, Slack, or Teams at configurable intervals before and after events. The system triggers reminders for incomplete RSVPs, survey submissions, or check-in deadlines, improving participation rates.

Problems Solved

1. Manual Coordination Inefficiency: Café Events addresses the time-consuming process of managing RSVPs, reminders, and feedback across disjointed tools like email, calendars, and survey platforms. It centralizes these workflows, reducing errors and duplicate efforts.
2. Target User Group: The platform serves HR teams, event coordinators, and administrative staff in mid-to-large organizations managing frequent internal events. It is particularly valuable for distributed teams requiring multi-location coordination.
3. Typical Use Cases: Common scenarios include organizing hybrid team-building activities with real-time attendance tracking, managing limited-capacity workshops with automated waitlists, and collecting post-training session feedback via integrated surveys.

Unique Advantages

1. Multi-Platform Integration: Unlike competitors focusing on single-channel communication, Café Events natively integrates with Slack, Teams, Google Calendar, Outlook, and API-connected tools. This ensures reminders and updates appear directly in users’ existing workflows.
2. Real-Time Feedback Automation: The platform uniquely combines waitlist management with automated post-event surveys, enabling continuous improvement cycles. Survey triggers are tied to specific attendee actions, like post-check-in or session completion.
3. Transparent Scalability: Pricing tiers are based on user count rather than feature restrictions, allowing unlimited events and surveys across all plans. Live chat support and API access are included even in the entry-level tier, unlike competitors that reserve these for premium plans.

Frequently Asked Questions (FAQ)

1. What kind of events can I host using Café Events? The platform supports internal events ranging from 10-person team lunches to 1,000+ attendee conferences, including hybrid and multi-session formats. Custom templates are available for recurring event types like all-hands meetings or onboarding sessions.
2. How does pricing scale after the free trial? Plans start at $99/month for up to 200 users, with tiered pricing up to $499/month for 1,000+ users. Annual billing reduces costs by 20%, and all tiers include unlimited events, surveys, and priority support.
3. Does Café Events integrate with Microsoft 365 and Google Workspace? Yes, it syncs with Google Calendar, Outlook, and Microsoft Teams for event scheduling and reminders. Attendee lists can auto-populate using Azure Active Directory or Google Workspace group data.
4. Are there limits on event frequency or survey questions? Users can create unlimited events and surveys regardless of their plan. Surveys support up to 50 custom questions per event, with logic branching based on attendee responses.
5. How does the automated waitlist handle priority? Administrators can set rules prioritizing waitlisted attendees by criteria like registration time, department relevance, or seniority. The system auto-notifies users via their preferred communication channel when slots open.