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Film Fest Gent
Film Fest Gent is an international film festival that brings together filmmakers, industry professionals and film lovers in Ghent every year. The festival works with many partners who receive tickets for guests and business relations. Distributing those tickets used to require a lot of hands-on follow-up from the festival team.
The new partner portal changes that division of work. Film Fest Gent decides how many tickets each partner receives. From there, the partner takes over: adding guests, importing lists, managing reservations or letting invitees claim their own tickets.
Everything happens in a dedicated, branded environment that connects directly to ticketmatic. Film Fest Gent keeps the overview and control, while partners work much more independently and the festival team spends less time on manual follow-up.
Less administration around partner tickets
Partner tickets may sound straightforward, until dozens of partners start sending in their own guest lists, changes and last-minute updates. Film Fest Gent used to collect and process all that information itself. Guests had to be added, changes processed and tickets reassigned, sometimes right up until an event.
The partner portal turns that flow around.
Film Fest Gent decides in advance how many tickets a partner can distribute for an event. The partner then manages who receives those tickets and can make changes without going through the festival team each time.
Film Fest Gent stays in control. The practical work shifts to the partner who knows their guests best.
Every partner gets their own environment
The partner portal is a separate environment developed by ticketmatic Studio for Film Fest Gent and connected directly to ticketmatic. Partners do not need to work in ticketmatic themselves.
Film Fest Gent manages the different partners and decides which tickets are available to them. Each partner then gets access to their own environment, customised with elements such as their logo and visual identity.
After logging in, partners can immediately see how many tickets they can distribute for each event, how many have already been reserved and how many are still available.
From there, they can manage the distribution themselves.
Guests can be added individually, an existing list can be imported via CSV, or the partner can share a personal reservation link.
With the last option, the partner does not even need to collect guest details. Invitees open the link, enter their own details on a reservation page and receive their ticket.
Film Fest Gent determines the allocation. The partner manages the distribution. And invitees can reserve their own tickets if desired.
Everything automatically flows back into ticketmatic
Giving partners more autonomy does not mean Film Fest Gent has to manage a second ticketing system.
Every reservation made through the partner portal is automatically created as a regular order in ticketmatic. Existing processes for ticketing, follow-up and reporting continue as usual. For Film Fest Gent, ticketmatic remains the single central ticketing environment.
That distinction matters. The partner portal moves the practical work to the partner without creating a separate administrative system alongside ticketmatic.
Changes to a guest list no longer have to pass through multiple emails and team members. Partners can make changes themselves, while Film Fest Gent sees the results appear directly in ticketmatic.
A solution that went beyond the original use case
The portal was originally built for business partners.
Once Film Fest Gent started using it, the team realised that the same principle could work for other types of ticket distribution too. Today, Film Fest Gent also uses the solution for staff tickets. The logic is the same: a specific group receives a predefined number of tickets and then manages the distribution itself.
Whether that group is a sponsor, a partner or the festival’s own staff makes little difference to the underlying process.
What started as a solution to one specific administrative challenge has become a flexible model for different types of controlled ticket distribution across the organisation.
Ticket distribution tailored to your organisation
Do you work with partners, staff or other groups whose ticket distribution currently requires a lot of manual follow-up? Contact your account manager or get in touch through our contact page. We’ll be happy to explore how ticketmatic Studio can simplify that flow.
