Case Study 02

360° Event & Club Management Platform

One SaaS platform for clubs, festivals and venues: branded website, iOS and Android apps, ticketing, CRM, lounge bookings and in-house AI. Live in 24 hours.

62Clubs · active
212Events online
618,569Registered customers · since 2019
1,628,217Tickets sold · since 2019
22,998Push notifications · this month
26,629Newsletter emails · this month
Guestastic organizer backend dashboard
Executive Summary

Guestastic, a long-running platform partnership.

Guestastic is the platform Axesscom has built and run since 2014 for clubs, festivals and event organizers. Each venue gets its own website, native iOS and Android apps, ticket shop, CRM and lounge reservations, without paying per-ticket fees to a third-party marketplace or stitching together a dozen separate tools.

Organizers reach guests directly through their app and push notifications (no algorithm in the way), build repeat attendance with member cards, vouchers and points, and keep guest data on GDPR-compliant AWS infrastructure in Frankfurt (eu-central-1).

Setup takes about 24 hours, not months: website, ticket shop and apps are configured by the Guestastic team. In-house AI drafts event copy, social posts and CRM messages. A natural-language backend (beta) lets organizers describe an event in one sentence and get tickets, lounge tables, push drafts and marketing assets in seconds.

Key highlights

  • Website, native apps, ticketing and marketing in one system
  • Go-live in 24 hours for website, ticket shop and iOS/Android apps
  • In-house AI; guest data stays in the EU, not sent to US tools
  • 0 € setup · AWS Frankfurt · 618,569+ registered customers platform-wide
Customer Challenge

What was getting in the way.

Before the platform was modernized, manual processes and fragmented tools were slowing down work and creating compliance risk.

Third-party ticketing platforms charged high fees on every ticket sold

Social algorithms limited how far organic event posts actually traveled

Ticketing, CRM, marketing, guest lists and door ops lived in separate tools

Many venues waited months before they could sell tickets online

US-based AI tools posed GDPR risk for guest names, emails and payment data

Writing copy, social posts and newsletters for every event took hours

Walk-in traffic dominated; there was no member program or CRM to bring people back

Revenue came mostly at the door, not from advance ticket and lounge sales

Our Solution

One platform, built to last.

Axesscom delivered modular capabilities for each problem area, with clear metrics to track progress.

Branded iOS and Android apps in the App Store and Google Play
Own website with optional domain and mobile-first ticket shop
CRM with unlimited members and attendance history
Dashboard with KPIs, guest lists, reports and exports
Own ticketing; platform fee 0–15% by plan, no marketplace middleman
Table and lounge reservations with waitlists and capacity limits
Event management for clubs, festivals, promoters and dance-event bars
Scanner app for door staff: QR check-in and on-site validation
In-app vouchers, promotions, discounts and prize draws
Member card with points, check-in and loyalty features
Push notifications and newsletter to your own audience
Segmented campaigns and automated event reminders
In-house AI for event descriptions, social ads and marketing copy
Image gallery and merchandise shop (food and beverages included)
U-18 parental consent forms (Muttizettel) for underage guests
AI dashboard and natural-language backend: events, tickets and pushes by prompt
AWS hosting in Frankfurt (eu-central-1), GDPR-compliant EU data residency
Go-live in 24 hours, 0 € setup, configured by the Guestastic team
AI Integration

AI where it actually helps.

Guestastic runs AI inside the platform, not as an external chatbot. Organizers generate event descriptions, social posts, ad copy and newsletters for many events a month without exporting guest or ticketing data to US-based AI services. Marketing, operations and management each get role-based access.

The natural-language backend (beta) goes further: describe date, capacity, ticket price, lounge setup and who should get a push, the system creates the event, activates the ticket shop, configures reservations and drafts marketing in seconds. Less form-filling, more like briefing an experienced event manager.

AI Workflow Pipeline

From event setup through campaign delivery, each step can be triggered or assisted by AI, with human approval where it matters.

Organizer Prompt
Event & Ticket Shop Created
Lounge Reservations Configured
Push to Guest Segments
Marketing Assets Suggested
Team Approval
Campaign Sent
Analytics & Optimization
Natural-language event setup: events, tickets and lounge in one promptAI-generated event descriptions and website copySocial posts and ad copy for high-frequency event marketingNewsletter and email content, processed in-platformCRM and partner communication templatesTicket shop texts generated from existing event dataTeam briefings, promoter templates and process docsAI dashboard for operational and marketing metricsRole-based AI access for marketing, ops and managementGDPR-compliant processing; guest data stays on EU infrastructure
System Architecture

How the platform is structured.

React Web & Mobile Apps Java / Spring API Gateway TicketingEngine CRMProfiles MarketingAutomation AnalyticsInsights AI Services Layer OpenAI · Image APIs · OCR · Segmentation · Forecasting · Content Generation SQL Server Cloud CDN
01Native iOS & Android Apps, Branded club apps, scanner app and push delivery
02React Web Platform, Organizer dashboard, white-label sites and ticket shop
03Java / Spring API Gateway, Unified API with auth, rate limiting and multi-tenancy
04Ticketing & Reservations Engine, Inventory, lounge tables, promo codes, vouchers and payments
05CRM & Marketing Services, Member cards, points, push, newsletter and campaigns
06In-House AI Layer, Content generation, natural-language backend and EU-hosted processing
07AWS Frankfurt (eu-central-1), Hosting, encrypted storage, backups and auto-scaling
Project Timeline

Years of delivery, not one-off projects.

From the first modules through cloud migration and AI, the platform grew in planned phases.

Phase 01

Platform Foundation

2014

Core platform launched: website, ticketing and CRM for clubs and events.

Phase 02

Mobile Apps

Year 2+

Branded iOS and Android apps and door scanner rolled out to venues.

Phase 03

Marketing Suite

Year 3+

Push, newsletter, member cards, vouchers and campaign automation added.

Phase 04

Merchandise & Operations

Year 4+

Merchandise shop, U-18 forms, lounge management and reporting expanded.

Phase 05

In-House AI

Year 5+

AI content tools, dashboard and natural-language backend integrated.

Technology Stack

Technologies in production today.

Backend

JavaSpring BootSpring SecurityREST APIsMulti-tenant SaaS

Frontend & Mobile

ReactTypeScriptNative iOSNative AndroidScanner App

Data

SQL ServerCRM pipelineEvent analytics & KPI dashboards

AI

In-house AI agencyNatural-language backendGDPR-compliant processing

Infrastructure

AWS Frankfurt eu-central-1Encrypted backupsRBACAuto-scaling
Business Results

What changed in practice.

Representative improvements after platform modernization and the addition of document intelligence.

Direct reach to guests via app and push, without depending on social algorithms
More repeat visitors through member cards, points and loyalty features
Cash before event day from ticket shop and lounge pre-bookings
One system instead of ten for ticketing, CRM, marketing and door ops
Live in 24 hours instead of a multi-month IT project
618,569 registered customers and 1,628,217 tickets sold on the platform since 2019
Performance Metrics

KPIs and platform scale.

Operational indicators that reflect the work delivered over the partnership.

62Active clubs
212Events online
618,569Registered customers · since 2019
1,628,217Tickets sold · since 2019
22,998Push notifications · this month
26,629Newsletter emails · this month

Platform scale & activity

62
212
618,569
1,628,217
22,998
26,629

We used to lose money on every ticket to outside platforms. Now we have our own app, our own shop, and when we push an event our regulars actually see it. We were live the next day. The AI drafts the copy; we tweak and send.

Club Operations & MarketingGuestastic Platform Client

Running a club or venue?

Native apps, ticketing, in-house AI and EU hosting, we build platforms like Guestastic for operators who want to own their audience and their data.

Contact Axesscom