Simplifying Signature Event Operations, Increasing Automation, and Supporting Regional Growth
Type of Event: Chamber of Commerce Public Festivals & Signature Events
Attendance: 10,700+ Attendees
Venue: Palm Beach North Region (Jupiter / Palm Beach Gardens, FL)
Affiliations: Palm Beach North Chamber of Commerce; Jupiter Medical Center (Presenting Sponsor)
Introduction / Overview
The Palm Beach North Chamber of Commerce supports businesses, community engagement, and regional events throughout Palm Beach North. The Chamber organizes major public events that bring together local businesses, artists, sponsors, and attendees, including the ArtiGras Fine Arts Festival and Jupiter Harbor Fest.
To simplify event operations, the Chamber implemented EventHub as an integrated platform for vendor registration, compliance tracking, and consumer ticketing. Bringing these processes into one system helped reduce manual administrative work and gave the Chamber a more efficient way to manage its signature events.
The Challenge of Managing Events Across Different Platforms
Managing large signature events with a lean team comes with its own set of challenges. In the past, Chamber staff had to move between separate tools like ChamberMaster for general logistics and ZAPP for fine artist applications. Because these systems weren’t connected to each other, it was harder to keep information organized and maintain a clear view of event operations.
The Chamber also faced long waits for support when using third-party software. If staff needed to add a promo code, adjust ticket rules, or change event settings, they often had to submit a support request and wait for an external representative to make the update. Along with managing ticket sales, coordinating volunteers, and sorting vendor paperwork across spreadsheets, this added more manual work to an already busy event schedule.
Transitioning to an Integrated Platform for Event Management and Ticketing
The turning point came when Chamber leadership decided to bring more control over event management and digital ticketing in-house. The goal was to give staff direct access to tasks like creating promo codes, adjusting ticket settings, and managing vendor application portals without waiting for external support.
By moving its signature events to EventHub, the Chamber brought event management and ticketing into one integrated platform. Staff could manage vendor applications, venue mapping, consumer ticket sales, and tickets reserved for sponsors in one place. This created a more consistent workflow across different seasonal events.
Biggest Operational Wins on EventHub
By bringing more operations into one platform, the Chamber was able to simplify several areas of event management:
- Vendor Document Tracking: EventHub helped the Chamber collect and track required vendor documents, including Certificates of Insurance (COIs), without manually sorting through emails.
- Interactive Map Selection: For Jupiter Harbor Fest, food trucks and retail sponsors could use an interactive map to choose their booth locations during online registration.
- Sponsor Ticket Management: The platform made it easier to distribute and track complimentary tickets for major corporate sponsors, while giving sponsors direct access to manage their reserved tickets.
- Easy to Use Online and Onsite: EventHub simplified online setup for vendors and gave onsite gate staff a straightforward web-based interface. The system was so intuitive that a grandmother-and-granddaughter volunteer team could manage a primary entrance without prior training.
See how EventHub can simplify your events.
Results: Organized and Data-Driven Event Management
Centralizing operations in EventHub gave the Chamber better insight into its events and helped the team manage key processes more efficiently. With more information available in one place, staff could track activity in real time, reduce manual work, and make more informed decisions across their regional events.
Growing Ticket Revenue
EventHub’s live dashboard gave the Chamber real-time insight into ticket sales and revenue. Across advanced online sales and on-site box office transactions, the Chamber tracked 10,778 tickets and generated more than $100,000 in ticketing revenue.
Keeping Entry Lines Moving
Even when the team experienced some on-site Wi-Fi issues, EventHub’s web-based scanning tools helped keep entry moving. Once the connection was restored, volunteers were able to process larger groups of attendees and clear lines in under five minutes.
Growing the Chamber’s Contact Database
Digital ticket purchases also expanded the Chamber’s marketing database by capturing thousands of customer email addresses at checkout. The Chamber could then use those contacts for post-event surveys and future event promotions.
What the Chamber Valued Most About EventHub
The Chamber especially valued the flexibility to manage different event needs on one platform. Staff could make updates themselves, including adjusting ticket settings and other event details, without having to wait for external support. This made it easier for the team to respond quickly to changes and manage day-to-day event operations more independently.
“Having the one company makes it a lot more convenient, a lot more streamlined. The look of them was the same… everything was pretty much the same look and feel.”
— Brian Elkines, Event Organizer, Palm Beach North Chamber of Commerce
Chamber staff also valued EventHub’s reporting tools, which let them download CSV data and track which sponsor ticket allocations were scanned at the gates.
Future Plans for Palm Beach North Chamber
EventHub’s reports showed that cash accounted for less than 17% of total box office sales, giving the Chamber confidence to move toward a fully cashless and paperless setup next season. The change is expected to simplify on-site operations, reduce cash-handling needs, and help keep entry moving efficiently.
The Chamber also plans to use EventHub’s web-based mobile tools at future events. Attendees will be able to access vendor maps from their phones, filter vendors by category, and participate in a live “Patron’s Choice” Award by voting for their favorite fine artists.
Conclusion
EventHub has helped the Palm Beach North Chamber of Commerce simplify how it manages its signature public events. By bringing more event operations into one platform, the Chamber reduced manual work, gained more control over day-to-day updates, and created a more consistent experience across its events.
The Chamber’s experience shows how an integrated event management platform can help streamline operations, support ticketing growth, and make it easier to manage vendors, sponsors, and attendees at scale.
Explore what EventHub can do for your team.
FAQs: Chamber of Commerce Event Management Software
Why should a Chamber of Commerce consolidate its event management software?
Bringing ticketing, vendor registration, and gate check-ins into one platform can simplify event operations and reduce the need to manage separate systems. It also gives staff easier access to financial, vendor, and attendee information in one place.
How does automated document tracking improve vendor compliance for festivals?
Automated document tracking makes it easier to collect and monitor required vendor files, including Certificates of Insurance (COIs). Staff can review document status directly in a real-time dashboard instead of sorting through email attachments and offline paperwork.
Is EventHub easy for chamber volunteers to use on-site?
Yes! EventHub’s web-based gate tools are designed to be simple and intuitive for on-site teams. In the Chamber’s experience, volunteers managed ticket scanning with little to no prior training while keeping entry lines moving efficiently.
What are the perks of taking a chamber festival cashless?
Going cashless can simplify box office operations, reduce the need to handle physical cash, and help speed up entry. For the Palm Beach North Chamber, EventHub’s reports showed that cash accounted for less than 17% of total box office sales, supporting its decision to move toward a cashless setup for future events.
Featured Customer
Brian Elkins, Event Organizer
