Situation

The Riviera Tennis Club is one of the oldest and largest tennis clubs in the Western United States. The Club hosts over 60 tennis clinics and special events per month and they required an event registration system that could streamline their sign ups for their members and guests.

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Mary Pat Faley, the Director of Tennis at Riviera, had previously used another sign-up app, but it suffered from several key feature limitations and the Club members were put off by the advertising they had to endure during sign ups. All of these issues were addressed with Riviera's switch to Eventene.

Most importantly to Riviera, the previous system could not handle waitlists properly. For the more popular tennis clinics, members would fill up the 16 spots within minutes. The previous system maintained a waitlist, but did not prevent members from jumping the line if one of the original spots opened up during the week. This lack of automatic waitlist movement became an endless source of frustration among the members and staff.

Another key requirement for the Club was sufficient reporting capabilities, and the previous system lacked customization to be useful. The previous software was unable to tie each member's ID with their event registration, causing the Club staff to look up every member's ID manually, adding hours of wasted time. Eventene solves that situation naturally by allowing full customization of reports each week.

While not quiet as important as the first two issues, another source of frustration for the Club was there inability to handle walk on players or enforce registration cut-off times for each Class.

Solution

Dedicated Event Website for easy Sign Ups

Eventene is a cloud based system, so any Staff member can view and edit events and player attendance from any device and at the same time as other staff members. The Web App for creating and managing the Club Events is also very intuitive to learn and use, without requiring technical knowledge.

The following is an example screenshot of a single Event's landing page.

User Friendly Mobile App for everyone

All the Staff and Members at Riviera Tennis Club can use the Eventene Mobile App to view the upcoming Clinics and sign up for the ones they want to attend.

Waitlists

We presented Eventene as a replacement event management system after demonstrating that Eventene could solve all of their primary complaints with the previous system. Eventene's waitlist system provides a more sophisticated process for moving members from waitlisted to active status and not allowing any jumping of the waitlist. The organizers can also elect to manage the waitlist automatically or manually.

Eventene's reporting capabilities proved superior as well, with the Club able to associate multiple custom fields to each Member's record. Now, member IDs  and other useful custom fields are included automatically when running weekly reports.

Eventene allows the Staff to set specific response times around each class, clinic, and special event. For example, they can publish an Event but not accept registrations before a specified date and time. Likewise, they can specify a cut-off to close registrations after a certain date and time--on every Class, not just the entire event.

Court Assignments for each Tennis Clinic

Riviera also now relies heavily on Eventene's ability to assign players to specific Courts for each Class. The Club was able to configure a custom Section in Eventene, consisting of all 24 Courts in the Club. With each event, the staff is able to select which Courts are in use and then assign individual players to specific courts for their clinics and special events. The Club members are then able to see their personal court assignments in the Eventene mobile app. It's a very popular feature among the players as it creates more social opportunities.

The Club's members and guests also appreciate using the native Eventene Mobile App to discover new Club events and classes and sign up for them directly in the app. If the Club's events are public or require additional payments, Eventene can also collect payments using Stripe.

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Results

Riviera Tennis has been using Eventene since 2018, saving the staff hundreds of hours in event management time. The member / players are also very happy with the system, as they are able to view all the upcoming Club events in a single location and easily sign up for them when they become available. They can also easily reference which court they are assigned to and see which other members will be playing with them.

Following is a quote from Mary Pat Faley, Director of Tennis at The Riviera Country Club:

"The Riviera Tennis Club hosts over 60 events each month, and Eventene has proved invaluable at promoting our events, tracking sign-ups, and managing waitlists. Our members can sign-up conveniently from their desktop or mobile devices from anywhere. As the organizer, Eventene saves me 20+ hours a month compared to our previous system and is now an integral part of our operations."

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