FAQs

Sure you can. Select the EventReception Package [Event Diagrams] .

No installation is needed. You access the EventReception platform online, on any device, preferably with Google Chrome.

You can use EventReception diagrams to set up any 2D floorplan easily, professionally and fast, including Expos, exhibition centers, social events and so on.

Each space is optionally associated with an empty floorplan which is uploaded as a background image. On top of the background image you add your objects (tables, furniture etc). Background floorplan images are optional. You can always create scaled event diagrams on a blank canvas.

Certainly not. Once we have set up your account everything remains perfectly scaled at all times.

Certainly. You can easily space tables, chairs, as well as any other object.

EventReception Table Borders enable you to easily show and track the safe area of each table with a single click. Set the table borders at your desired distance and subsequently select to show all table borders, show the table borders of selected tables only, or hide table borders.

Yes. You can edit the table borders of any table(s) as well as change their border colors, style and so on.

Sure you can. Simply set the desired distance between tables (and/or chairs or other objects) and click 'n drag to draw the area you'd like to fill with your selected objects. The designated area gets populated automatically at max capacity.

Certainly not. You can save your diagrams as templates and use them again with one click. Templates allow you to use diagrams as they are, or as a stepping stone to new layouts. You can also copy-paste whole layouts from past events.

Of course. You can both set/change the default dimensions of all object in your account, as well as change any or all objects' dimensions per event.

Yes. You may also change the ruler-line's color, width, type, as well as the font-size and color of the measurement.

You can very easily add text, arrows and different shapes as well as change colors, size, borders etc.

Of course you can. You can both number as well as name tables.

We can add as many furniture and additional equipment as you want. A one-time surcharge per new item applies, so you might want to make sure you can't use the platform's existing drawing tools and objects to portray your objects.

With a couple of clicks from the EventReception platform. Your clients will receive an email with a link access their floorplan(s). Any changes you make thereafter, will be shown to your clients automatically (or upon hitting refresh).

No. Your clients are in "view-only" mode. They cannot add, delete, move or edit anything.

Sure. You can export your plans in pdf to print them out or email to clients and colleagues.

Yes. Each event's equipment list is created automatically, as per the objects you have inserted in your event diagram. The equipment list is shared in real time with your clients. You can also export it to pdf to print or attach to an email.

Certainly. You can assign as many event diagrams to an event as you need. You can include alternative layouts of the same event space, or add different event spaces/venues etc.

As many as you want.

There is no extra charge.

No problem at all. Simply email us your empty floor plans for each space/sub-space.

Email us your empty event spaces in any format (for example jpeg, png, bmp, cdr, pdf, doc, ppt, ai and so on). Please include a single distance measurement in each plan, to scale them accordingly. The floor plans' optimal width is 1920 pixels, but anything above 1300 pixels width is fine.

No worries. Take a photo of your hand-drawn diagram(s) even from your phone, and send it/them. We'll sketch them up and upload them to your account.

Sure you can. You don't have to a background diagram to make scaled floorplans

If your diagrams are in black and white and want us to beautify them to convey more information to your clients, please send us photos from your event space. For a typical floorplan we need about 2 - 3 hours of work (charged at €50/hour), but we'll let you know exactly how much time we'll need for the conversion, as per your specific diagrams and photos.

Yes. You can create or edit your event diagrams very easily even on your phone or tablet.

The software is intuitive and very easy to use. Saying that, an online training session is scheduled to get you (and your team) quickly up to speed, and we' re always here to help.

After scheduling an online call to quickly show you the software, we can send Demo Access Codes to try the software before purchase.

iPads and Android tablets. Download the app on your devices, then sign in with your Access Codes.

Yes. You can try built-in demos in the app, or create a full demo account that enables you to create your own event with up to 30 guests.

Yes. Right after payment you receive your Access Codes and Next Steps email. If you don’t see it, please check your spam folder.

1) Sign in on the web

Log in your web account and create an event.

2) Add your guest list

Upload from Excel or add guests on the web.

3) Sign in on tablets

Open the app and sign in. If events don’t appear automatically, pull to refresh.

Use our sample Excel layout and paste your data into the matching columns.

If you need custom columns or titles, let us know and we’ll prepare a custom template.

An event has a single guest list, lasts up to 24 hours, and each guest is either checked in or not.

Example 1 — One event: A reception from 18:00–03:30 with a single guest list.

Example 2 — Two events: A conference with a morning and an evening session where you need separate attendance per session.

• 1–2 events → Per-Event.
• 3 or more events in a 30-day period → Per-Month.
• Regular events across 6 months → Per-Year.

Yes. Create as many events as you want during your plan. Guest and device caps apply per event.

Yes. For example, you can have a MAX-300 Per-Year subscription to create unlimited events with a MAX-300 cap, and add UNLIMITED or MAX-900 Per-Event credits for occasional larger events. When you create an event, you choose which one to use.

No. Choose your plan based on your guest-list size, not expected arrivals or check-ins. For 250 attendees, use a MAX-300 plan.

No. The app works both online and offline.

You continue your check-ins as normal. The app stores data locally on your tablet(s) and will automatically resume syncing once it's online again.

Yes. Please connect all tablets to the internet as soon as the event ends, and no later than 48 hours after the event date. This ensures your reports are complete.

You usually need to log out only to sign in with a different account. Logging out clears local data on the device. To protect unsynced check-ins, the app does not allow logout while data sync is pending.

Connect the device to the internet to sync, and then you will be able to log out safely.

No. It is not possible to lose your data. Being offline or syncing late does not erase data. Data is only at risk if a device has unsynced check-ins and someone uses the operating system to intentionally uninstall the app, clear its data, or factory-reset the device.

These are all deliberate multi-step actions outside our control. Even in such cases though, your data still remains safe as long as your device has synced to the web.

Simply put each tablet online. Then sign in to your web account and you will see the updated reports.

Past events are removed from tablets automatically after the device has synced and 48 hours have passed since the event. Unsynced events remain on the tablet. If you do have unsynced events saved locally, you are strongly encouraged to connect your device to the Internet as soon as possible.

On the Events page, click Show Older Events to reveal all past events.

Basic totals appear on the tablets.

For full reports and PDF/Excel exports, access your web account. If tablets are online during check-ins, web reports refresh automatically every minute. If tablets were offline, connect them after the event, and access your web account.

Reports appear after 10 check-ins. If you already have 10+ check-ins, make sure your tablets have synced.

Yes. It takes just a couple of taps and you can also use your mic to quickly enter guest details.

Yes. You can actually choose one of three modes:

1) No tracking

Seat and move guests freely.

2) Show warnings

See free seats and get a warning if you exceed table capacity.

3) Strict

See free seats and prevent over-seating.

Yes. You can rename the app's columns as well as show/hide columns both from the web, as well as from inside each tablet device.

Yes. We comply with EU and UK GDPR (Data Protection Act 2018). See our GDPR & Data Privacy page.

Per-Event purchases expire 12 months after your purchase. You can extend their expiry date to 24 months by simply emailing us.

Click Buy Now and select your preferred method (cards, wallets, e-banking, PayPal, etc.).

Yes. Fill in the “Invoice Requirement” section in the order form.

For the SMS to be sent legally and correctly, a series of required steps, checks, and approvals must be followed — all of which are taken care of by the platform automatically.

We support Unicode so you can communicate in any language including Japanese, Chinese, Greek, Arabic etc.
Unicode characters do limit the max characters per SMS.

Of course you can. Email us the message you want to send to your guests.

Single SMS messages are up to 160-characters long, including spaces.
If your message has 160-306 characters it will be charged double and if it's between 307-456 characters it'll be charged as three messages.

Send us the google map link to the event venue.
We'll subsequently set it up as an e-map link and include it in the SMS to your guests.

When guests tap on the link they will see a welcoming photo and will then be taken to the map to show the route to the venue.

Yes, unfortunately even empty spaces count towards the SMS character limits.
That's one of the main reasons we use the short e-map.co link in your SMSs.

Payment is made online via e-payments .
Fill in the form and hit [Continue] to proceed to Viva's Smart Checkout.
Select your preferred payment method (credit card, digital wallet, Paypal etc.) to complete your online transaction safely & securely.