Frequently Asked Questions

  • Our comprehensive suite of services is delivered as part of a Software as a Service (SaaS) solution. SaaS is a software distribution model in which applications are hosted by a third-party provider and made available to customers over the internet. This means our clients enjoy the convenience of cloud-based access to our RSVP management platform, without the need for installing, maintaining, or upgrading software on individual computers. It ensures scalability, accessibility, and security, providing a seamless and efficient way to manage events of any scale. With Virtual Creations, you leverage the power of cutting-edge technology, hosted on robust servers, to deliver an unparalleled event management experience.
  • Satisfying Your Curiosities: Why's and Why Nots

    Why don’t you offer an RSVP event website reuse solution?

    Security: Implementing a reuse solution can pose security risks, as it may require exposing sensitive data or configurations from one event to another. Ensuring the privacy and security of your event data is a top priority for us.

    Licensing: Many of the components within our service, such as design elements and third-party integrations, are bound by specific licensing agreements. Reusing these elements in a different context might infringe on those licenses and could lead to legal issues.

    Costing: Customising a reuse solution can often be cost-prohibitive, as it demands significant development resources, including additional testing and quality assurance to ensure that it functions seamlessly across different events. This could result in a higher overall cost for your project.

    Technology: Our platform is designed for efficient event management within a standardised framework. Introducing a reuse solution might require significant technical adaptations and could potentially compromise the platform's stability and performance.

    We are committed to providing the best possible solution within the scope of our service, ensuring a secure, cost-effective, and reliable experience for your event.

    Why are certain RSVP functionalities such as Group Bookings and Travel logistics not included in the standard RSVP development cost?

    Complexity and Customisation: Group Bookings and Travel Logistics often involve intricate and highly customisable features that can vary significantly from one event to another. These complexities require extensive development efforts and individual tailoring to meet the unique needs of each client.

    Development Time and Resources: Integrating these features demands additional development time, resources, and specialised expertise. This extension of development efforts can result in longer project timelines and increased resource allocation.

    Cost Implications: Incorporating Group Bookings and Travel Logistics into the standard development cost would result in higher baseline pricing, affecting clients who may not require these specific features. To maintain cost-effectiveness and flexibility, we keep these features as optional, allowing clients to choose and pay for them based on their individual needs.

    User-Focused Customisation: Our approach prioritises providing clients with a flexible, user-focused customisation experience. This empowers clients to tailor their RSVP solutions precisely to their requirements, ensuring a better fit while keeping the core SaaS solution accessible and affordable.

    While these features may not be included in the standard offering, we remain dedicated to working closely with clients who wish to incorporate additional/complex functionality into RSVP solutions. This allows for a personalised approach, ensuring that clients receive the specific functionality they require without impacting the fundamental affordability and accessibility of our standard RSVP SaaS solution.

    Why am I charged for email communication outside of the standard agreement on the RSVP SaaS website?

    Developing email communication outside of the standard RSVP SaaS development rate necessitates additional resources, including custom development, and testing to meet your unique requirements. This tailored approach is more resource-intensive and time-consuming than using the standard email communication options, leading to a cost adjustment that aligns with the specific development effort involved. We aim to provide a high-quality, customised email communication experience while maintaining transparent and competitive pricing.

    Resource Costing: Our standard pricing includes a predetermined allocation of email communication resources, designed to be cost-effective for most users.

    Standardised Costs per Email Version: Email communication carries a standardised cost per email version implemented, ensuring that additional email versions are accurately billed.

    Why is aide memoire (event reminder) development not included in the standard development fee for an RSVP website?

    Technical Complexity: Aide Memoires can be highly technical and vary significantly based on the specific requirements of each client. Developing these technical components often involves intricate coding, customisation, and quality assurance processes that go beyond the scope of the standard development.

    Client-Specific Needs: Aide Memoires are tailored to meet the unique needs of each client. This level of customisation demands additional development time and resources to ensure that the Aide Memoires align perfectly with the client's event and operational requirements.

    Resource Intensiveness: The development of Aide Memoires can be resource-intensive, including specialised technical expertise, extensive testing, and quality assurance to guarantee their effectiveness and reliability. This extra effort necessitates a separate fee structure.

    Transparent Billing: By charging separately for Aide Memoire development, we maintain transparency in our billing process. Clients are aware of the specific costs associated with these advanced features, while the standard development fee remains competitive and accessible to a wider range of users.

    In summary, not including Aide Memoire development in the standard fee allows us to deliver tailored, technically sophisticated solutions to clients who require them while keeping the base development cost affordable for all users. This approach ensures that clients pay for the services they specifically need and helps us provide high-quality, client-focused development services.

    Why are we charged for development updates and support once the RSVP SaaS site has been delivered for testing?

    Ongoing Human Resource Costs: Providing continued support and making updates require the dedication of skilled professionals, including developers and technical experts, ensuring your site runs smoothly.

    Flexibility and Customisation: An hourly rate allows us to cater to your specific needs. Clients often have unique requirements, and an hourly model ensures you pay only for the services required, promoting flexibility and customisation.

    Scope Changes Impact Resource Needs: Occasionally, clients change the scope of the brief, requiring additional development resources and specialised skills to accommodate these alterations effectively. The hourly rate system accommodates these changes transparently.

    How does the hourly rate system work for development updates and support?

    Once your RSVP SaaS site is delivered for testing, any subsequent updates, changes, or support requested are billed at a standard hourly rate. This ensures fair and accurate billing based on the actual time and resources invested in your specific requirements.

    While estimates are provided for anticipated updates or support, the final cost depends on the actual time and resources needed. Changes in the scope of the project can influence the resource requirements, impacting the overall cost.
  • The Lowdown on the Artwork

    Why does the developer need artwork before commencing the development process?

    Design Alignment: Artwork serves as the foundation for HTML code, ensuring that the developer's work aligns with the client's design expectations, creating a visually pleasing and cohesive site.

    Efficiency: Well-defined artwork reduces the need for frequent design changes, minimizing development time and costs.

    Effective Communication: Artwork provides a common reference point for the client and developer, facilitating clear and effective communication.

    Quality Assurance: Advance artwork enables design quality assurance testing, ensuring a visually appealing, functional, and error-free design before development starts.

    Client Feedback: Clients can provide early feedback and revisions, which is cost-effective compared to making changes after development has begun.

    Consistency: Artwork maintains design consistency for branding and user experience.

    Cost Control: Clearly defined artwork helps control costs by reducing the likelihood of expensive design revisions after coding begins.

    Client Satisfaction: Starting with client-approved artwork increases the likelihood of a final product that aligns with the client's vision and requirements.

    What are the standard dimensions for HTML emails, and how should I ensure text legibility within these constraints?

    The standard dimensions for HTML emails dictate that they should not exceed 600 pixels in width, with no specific height restriction. To ensure text legibility within these constraints, it's crucial to design with this width limitation in mind. There is no restriction on the height of your email design.

    What fonts should I use in HTML emails, and why is the choice important for consistent display?

    Use web-safe fonts for text that is not part of an image in your HTML emails. Web-safe fonts are fonts almost guaranteed to be available on a user's device, regardless of their email client or operating system. The choice of fonts is crucial because it ensures consistent display across various devices. Implement these fonts in a font stack, which allows the email client to use the first available font from the stack.

    Can I use background images for text in HTML emails, and if not, how should I handle this limitation?

    Many email clients, particularly Outlook, do not support background images for email content. As a result, HTML text cannot be overlaid on background images. If your design requires text on a non-solid background, it must be created as an image.

    What additional best practices should I follow when designing artwork for HTML emails to ensure they look great and function well across devices?

    Clear Call to Action (CTA): Design a clear and prominent CTA button or link that's visually distinct and easy to click for both desktop and mobile users.

    Text-to-Image Ratio: Maintain a balance between text and images to accommodate email clients that block images by default.

    Subject Line and Preheader Text: Optimise your subject line and preheader text to encourage email opens, as they are the first things recipients see.

    I've sent through mailer artwork - why is it taking so long to implement?

    Converting a mailer from the supplied format into HTML can be a time-consuming process due to several factors:

    Content Extraction: Extracting text, images, and other content from the supplied format (PDF) can be challenging, especially if the PDF was not originally designed with web conversion in mind. This process can be manual and time-consuming.

    HTML Coding: Coding the HTML and CSS to match the design can be labour-intensive, especially if the design is complex or includes interactive elements.

    Compatibility Testing: The HTML mailer must be tested across various browsers and email clients to ensure it renders correctly. Testing and fixing any compatibility issues can add to the timeline.

    Content Revisions: If there are any content revisions, they need to be made in the HTML version, and this can involve additional coding and testing.

    Quality Assurance: Rigorous quality assurance is essential to catch and rectify any issues before the mailer is sent. This involves multiple rounds of testing and review.

    Client Feedback and Revisions: The client's feedback and requested revisions can significantly impact the timeline, especially if they require substantial changes.

    Overall, converting a supplied mailer into HTML is a multi-step process that involves content extraction, code creation, design adaptation, testing, and revisions. The time required can vary based on the complexity of the design and the specific requirements of the project. Effective project management, communication, and collaboration between designers and developers are crucial to meeting implementation deadlines while maintaining quality.
  • About Software and Hardware

    Why can't we run your onsite accreditation software on our own hardware?

    Our onsite accreditation software has been meticulously designed to work optimally with our specifically formatted hardware. Attempting to run it on external hardware may result in compatibility issues, compromising the success of the onsite accreditation process.

    What's the necessity of using your company's software and hardware setup?

    Our software is intricately designed to complement our specialised hardware. This integrated system has been fine-tuned over the years to meet the unique needs of the onsite accreditation process. Attempting to run it on non-recommended hardware can lead to performance issues.

    What are the potential risks when running your software on external hardware?

    Using external hardware may introduce compatibility issues, security vulnerabilities, and operational inefficiencies. Our software and hardware are configured to minimize these risks, and our formatted hardware is integral in risk mitigation.

    Can't we adapt your software to run on our hardware?

    While it is theoretically possible, adapting our software to run on different hardware configurations can be complex and time-consuming. It may require extensive modifications and result in unstable performance, which could disrupt the accreditation process. Our formatted hardware streamlines this process.

    How do you ensure the success of our onsite event?

    By using our recommended software and hardware, clients benefit from our extensive experience and updates. Our formatted hardware, in particular, plays a vital role in ensuring the software runs optimally, reducing potential issues, and enhancing the overall success of the event.

    What support can we expect when using your software and hardware?

    Clients using our software and our specially formatted hardware setup will receive dedicated support from our team. This support includes assistance with setup, troubleshooting, and any necessary updates to ensure a smooth accreditation process.

    Are exceptions possible for clients with specific requirements?

    We understand that some clients may have unique requirements. In such cases, we will work closely with the client to find a suitable solution that maintains the integrity of the accreditation process while accommodating their specific needs, which may include adjustments to our formatted hardware setup.

    What are the benefits of using your software and hardware over external resources?

    The benefits include reliability, compatibility, security, and the peace of mind that comes with using a solution that has been specifically tailored for onsite accreditation. Our formatted hardware ensures that the software runs seamlessly, minimizing the risks and maximizing the success of the event.

    In conclusion, using our company's software and hardware setup, particularly our specially formatted hardware, is crucial to ensure a seamless and successful onsite accreditation process. While we understand unique circumstances may arise, our team is always ready to collaborate with clients to find the best solution that maintains the quality and security of the accreditation process, including potential adjustments to our formatted hardware setup when necessary.

    Is there a budget-friendly solution for our event that doesn't require using your hardware?

    Yes, we do have a budget-friendly alternative solution. We offer a check-in solution for iPad that is browser-based and requires a license fee. However, it's essential to note that this solution is primarily designed for guest check-in and attendance tracking. It does not provide printing or full accreditation features, focusing solely on marking guests as arrived at the event.

    What are the benefits of the browser-based check-in solution for iPad?

    The browser-based check-in solution for iPad offers cost-effectiveness and convenience. It allows for efficient guest check-in and attendance tracking without the need for our hardware setup, making it a budget-friendly choice for events where full accreditation services may not be required.

    What limitations should be considered with this solution?

    While the browser-based check-in solution is excellent for guest check-in, it does not provide printing or accreditation features, which are essential for events requiring access control, badge printing, or more comprehensive accreditation needs. It is a more streamlined solution designed for specific purposes.

    Can the browser-based check-in solution be used in combination with your hardware solutions?

    Yes, the browser-based check-in solution can be used in conjunction with our hardware solutions if you require a hybrid approach. This allows you to balance cost-effectiveness with more advanced accreditation and printing features.

    How do we decide whether the browser-based check-in solution is suitable for our event?

    The suitability of this solution depends on your event's specific needs. If your primary requirement is guest check-in and attendance tracking without extensive accreditation services, the browser-based check-in solution is a cost-effective choice. However, for events with more comprehensive accreditation demands, our full hardware setup may be necessary.

    In summary, we offer a budget-friendly browser-based check-in solution for iPad that is ideal for guest check-in and attendance tracking. This solution does not provide printing or comprehensive accreditation services, so it's essential to assess your event's specific requirements before making a choice. You can also consider using this solution in combination with our hardware solutions for a hybrid approach to meet your unique event needs.

    Why is it necessary to pay for a technical support person to be onsite at the event?

    The presence of an onsite tech who moves with the equipment is essential to ensure the seamless operation and handling of our software and hardware solutions throughout your event. These techs are responsible for the setup, maintenance, and handling of the equipment, guaranteeing its proper functioning.

    Can't we handle technical issues remotely or through customer support for the equipment?

    While remote support and customer service are valuable, having an onsite tech provides immediate, hands-on support for both setup and troubleshooting. They are responsible for ensuring the equipment is properly handled and maintained throughout the event, reducing the risk of technical issues and possible equipment damage.

    What does the onsite tech do during the event?

    The onsite tech is responsible for the initial setup and ongoing maintenance of the equipment, ensuring it functions correctly. They move with the equipment and are on standby to address any technical issues, conduct troubleshooting, and make real-time adjustments, ensuring the efficiency and success of your accreditation process.

    What are the benefits of having an onsite tech?

    Having an onsite tech provides peace of mind and minimizes the risk of technical disruptions. They ensure the equipment is handled correctly and can identify and resolve issues promptly, ensuring the efficiency and success of your accreditation process.

    How is the cost for an onsite tech determined?

    The cost for an onsite tech is determined based on various factors, including the duration of your event, the complexity of the software and hardware setup, and the level of support required. Their role is crucial in the proper handling of equipment, and the cost reflects their responsibilities.

    In summary, paying for an onsite tech is necessary to ensure the seamless operation, handling, and maintenance of our software and hardware solutions at your event. Their presence offers immediate, hands-on support and ensures the proper handling of our equipment throughout the event. The cost is determined based on the specific requirements of your event, reflecting the critical role they play in equipment management and technical support.

    Why is there a charge for Stay & Travel (S&T) when crew meals are provided?

    The charge for S&T’s is necessary because, despite the provision of crew meals, experience has shown that there are often not enough meals provided, or the timing of meal service coincides with the onsite team's busy work schedules. As a result, they may not receive the benefit of crew meals. To fulfill our contractual obligation to ensure our staff are properly catered for, our company has implemented a policy to charge S&T’s as outlined by the South African Revenue Service (SARS) and authorized by the basic conditions of employment to guarantee our team's well-being. Our S&T rate is less than the standard rate prescribed by SARS, which is currently R493 per day.

    Why might crew meals not suffice for the onsite team's needs?

    Crew meals, while provided, can sometimes be insufficient due to a variety of factors, such as the number of staff on site, dietary preferences, and the timing of meal service. For instance, the onsite team may be busy working during meal times, making it challenging for them to access and enjoy the provided meals.

    How does charging for S&T benefit the onsite team?

    Charging for S&T allows our company to ensure that our onsite team is properly catered for. It helps cover the cost of additional meals or necessary catering arrangements to meet our staff's dietary needs. This approach ensures that our team remains energized and focused on their tasks, contributing to the success of the event.

    In summary, the charge for Stay & Travel (S&T) is implemented to ensure that our onsite team is adequately catered for. Despite the provision of crew meals, the onsite team may not always benefit due to various factors, and our company is committed to meeting our contractual obligation to provide for their well-being. Our S&T rate is set at a level below the standard rate prescribed by SARS to support our team's dietary needs and overall comfort during their work assignments.
  • About the production times and artwork.


    Why can't the timelines for artwork for onsite accreditation be adjusted?

    The timelines for artwork submission are non-negotiable because the artwork is usually printed through a third-party manufacturer. These manufacturers have their own terms and conditions, which strictly dictate the production schedules. Adjusting our timelines could disrupt these established processes.

    What are the implications of adjusting the artwork timelines?

    Adjusting the artwork timelines can lead to complications with the third-party manufacturer's production schedule. This can result in delays, increased costs, or even the inability to fulfil the order in time for the onsite event.

    Why can't we use an alternative manufacturer with more flexible timelines?

    We have carefully chosen our third-party manufacturer for their quality, reliability, and ability to meet our specific requirements. Switching to an alternative manufacturer with more flexible timelines may compromise the quality and consistency of the onsite accreditation materials.

    Can exceptions be made for urgent cases or unforeseen circumstances?

    We understand that unforeseen circumstances can arise. In such cases, we will do our best to work with clients to find solutions that minimize disruption while adhering to the third-party manufacturer's production schedules. However, these exceptions are limited, and it is crucial to avoid them whenever possible.

    How can clients ensure they meet the non-negotiable artwork timelines?

    To meet the non-negotiable timelines, clients should plan ahead, providing artwork well in advance of the event. This ensures that the third-party manufacturer can deliver the necessary materials on time, guaranteeing a successful onsite accreditation process.

    In summary, the non-negotiable timelines for artwork submission for onsite accreditation are primarily dictated by the terms and conditions of our third-party manufacturer. Adjusting these timelines can lead to disruptions, increased costs, and quality compromises. While exceptions can be made in limited cases, it is essential to plan ahead and adhere to the established timelines to ensure a smooth and successful accreditation process.

    Why is the manufacturing lead time for lanyards non-negotiable?

    The manufacturing lead time for lanyards is non-negotiable due to the established terms and conditions set by our third-party manufacturer. Orders for lanyards are placed through this manufacturer, and their specific guidelines dictate the production timeline. These terms ensure a systematic and quality-controlled process from design to delivery.

    Can't the lead time be expedited for urgent orders or special circumstances?

    The lead time, as prescribed by our third-party manufacturer, serves as a standardized process to maintain the quality and customisation our clients expect. Expedited timelines can jeopardize the meticulous design and production phases, potentially compromising the integrity of the lanyards. Adhering to the established lead time guarantees the high standards we uphold.

    How does the lead time contribute to the quality of the lanyards?

    The lead time allows for thorough design, testing, and quality checks at each stage of production, aligning with the stringent standards set by our manufacturer. Precise adherence to the lead time ensures that materials are sourced, designs are reviewed, and manufacturing processes are executed meticulously, resulting in lanyards of superior quality.

    Are there any alternatives for faster delivery, such as ready-made lanyards?

    While ready-made lanyards are available, our clients value customisation to align with their unique branding needs. Our non-negotiable lead time, as dictated by our third-party manufacturer, ensures that the lanyards are tailored precisely to these requirements. This attention to detail is crucial for creating impactful branding solutions.

    How can clients plan around the non-negotiable lead time for lanyards?

    Clients are encouraged to plan their orders well in advance, understanding that the lead time is governed by our third-party manufacturer's terms and conditions. By collaborating with us closely, clients can navigate the ordering process effectively, ensuring that their lanyards meet both their branding specifications and the prescribed manufacturing standards.

Answers to frequently asked questions