Many institutions invest significant time and effort in hosting alumni events, only to see low registrations, last-minute drop-offs, and engagement that ends along with the event.
In most cases, the issue isn’t with intent or planning, it lies in execution. Conventional, standalone tools force institutions to manage registrations, payments, promotions, and attendance separately. This often leads to logistical gaps, inconsistent communication, and added pressure on organizing teams, leaving a bad experience for both alumni and the alma mater.
Vaave addresses this by bringing the entire alumni event life cycle into a single platform. From registrations and communication to payments, check-ins, and post-event follow-ups, institutions can manage every aspect of an alumni event in one place. This reduces operational overhead, improves participation, and enables institutions to deliver a smoother, more consistent experience for alumni.
Beyond core event management, Vaave includes practical mechanisms designed to boost attendance and simplify execution, helping institutions run alumni events that are easier to manage and more meaningful for alumni:
1. Digital QR Ticket
Vaave’s alumni portal automatically generates unique digital QR tickets at the time of event registration, with each ticket linked to the alumnus’ profile and accessible through the Vaave mobile app.
On the day of the event, alumni can show their e-ticket at the venue, or organizers can scan the QR code using the Vaave app to validate entries instantly. This eliminates the need for printed attendee lists, manual verification, ensuring smooth and controlled check-ins even during high footfall.
QR-based check-ins helps institutions to:
- Track attendance in real time across single or multiple entry points.
- Prevent duplicate or unauthorized entries.
- Monitor actual turnout against registrations.
- Maintain accurate, system-generated attendance records without post-event follow-ups.
This digitized ticketing process ensures structured attendee check-ins and centralized attendance tracking within the alumni portal.
2. Promotional Marketing Kits
Vaave provides ready-to-use promotional marketing collaterals that help institutions promote alumni events effectively across different channels like email campaigns, WhatsApp, and social media, ensuring alumni are informed throughout the pre-event window. These kits include pre-designed creatives with customized messaging that institutions can use directly for promoting the event.
We have whipped up the following creative for a client’s event:
These outreach/promotional kits help institutions:
- Launch event promotions quickly without creating assets from scratch.
- Maintain consistent messaging across all communication channels.
- Improve visibility and recall of the event among alumni.
- Drive registrations through timely, repeat communication.
3. Magic Form
Magic Form is a QR-enabled sign-up form that allows institutions to capture accurate and updated alumni information instantly, directly from alumni. It is particularly useful for collecting verified details such as mobile number, and email ID, helping institutions keep their alumni database up-to-date.
Institutions can place the Magic Form QR code at event registration desks or entry points. Alumni who have not yet signed up on the portal can scan the QR code, which redirects them to a simple form to submit their details. Once submitted, the information will be synced with the institution’s alumni database.
Magic Form can also be used to update existing alumni records, allowing institutions to quickly correct outdated contact information.
Magic Form enables institutions to:
- Capture verified alumni data directly from event attendees.
- Onboard unregistered alumni into the portal in real time.
- Update existing alumni information without follow-ups.
By using alumni events as a data collection touch point, Magic Form helps institutions capture accurate information without any friction from alumni, avoiding lengthy registration forms and reducing the operational load of manually transferring data into the portal.
4. Easy Event Signup
Vaave’s Event Management module includes an Easy Event Signup workflow designed to help institutions increase alumni sign-ups on the portal while driving event participation. Once an event is published on the alumni portal and shared with alumni, the workflow adapts automatically based on the alumnus’ registration status:
- Registered alumni can directly RSVP to the event from the portal or mobile app.
- Unregistered or new alumni can register for the event while signing up on the portal simultaneously.
Unregistered alumni are redirected to a simple, guided form to submit the required details. Upon submission, they are automatically added to the alumni portal and registered for the event. Like all registered attendees, they receive a unique e-ticket accessible through the Vaave mobile app.
From an operational perspective, Easy Event Signup enables institutions to:
- Convert event interest into portal registrations.
- Onboard new alumni without running separate signup campaigns.
- Reduce friction in the registration and onboarding process.
- Use events as a consistent entry point for alumni sign-ups.
