Question 1

What kinds of corporate events does this actually fit?

Accepted Answer

Real customer use cases: • Annual summits and all-hands — capture voice highlights from each day, project on the main-stage screen during breaks, hand the archive to internal comms after. • Off-sites and retreats — single guestbook spans multi-day off-site; team leads record short reflections each evening. • Retirement parties — colleagues, mentees, and execs leave 30-second voice tributes; downloaded archive becomes the leaving gift. • Anniversary celebrations — 5-year, 10-year, 25-year milestones. Voice notes from co-founders, early customers, and former employees. • Team celebrations — promotions, product launches, big-deal closings. Lightweight to spin up; persistent archive after.

Question 2

Can the same guestbook span a multi-day conference or summit?

Accepted Answer

Yes — one event covers a multi-day summit end-to-end. Set up separate albums per day (Day 1 Keynotes, Day 1 Breakouts, Day 2 Workshops, Closing Night, Hallway Track) so the archive stays organized. Display a different QR code at each session if you want session-specific contributions, or one master QR at registration that funnels everything into a single guestbook. Both flows work; many summits do the master-QR approach for simplicity.

Question 3

How do remote and hybrid employees participate in an in-person event?

Accepted Answer

This is one of the most-asked-for features for hybrid companies. Share the link in Slack, Teams, or email with remote employees so they can leave voice notes and videos before, during, or after the in-person event. Their messages land in the same guestbook as in-person contributions. The screen in the conference hall plays voice highlights from a remote employee in Berlin alongside the keynote highlight from someone sitting in the room. Hybrid attendance becomes genuinely participatory rather than viewer-only.

Question 4

Who manages it — HR, IT, internal comms, brand?

Accepted Answer

Add anyone as a co-host and they get full management access (moderate content, configure the slideshow, download the archive). Common arrangement at mid-size companies: • Internal comms or HR owns the event itself. • IT as a co-host so they can troubleshoot if the QR code or slideshow misbehaves on the day. • Brand as a co-host so they can pull approved video clips for marketing reuse. • Event lead per day at a multi-day summit, so the right person is moderating in real time without bottlenecking on one approver.

Question 5

How does brand-safe moderation work?

Accepted Answer

Enable required moderation in event settings — every message must be approved before it appears on any screen or downloaded archive. Approve in batches from a phone or laptop. One co-host can clear 30 messages in two minutes. For especially sensitive events (executive transitions, leaver tributes, AGMs), set guest messages to default private and selectively un-mute the ones the brand team approves for the screen. Anything that slips through can be removed instantly, even after it's appeared on the slideshow.

Question 6

Can we use the recorded clips for internal comms or marketing later?

Accepted Answer

Yes — the downloaded archive is a folder of raw voice files, videos, and photos with timestamps and contributor labels. Internal comms can pull clips for a highlight reel, the annual recap email, or the quarterly all-hands video. Marketing can edit attendee voice testimonials into customer-facing content (with separate written consent — Heyvento doesn't handle releases on your behalf). Tip: brief attendees up front that contributions may be reused internally. Most will record substantively better content when they know it's for the next quarterly video, not just a personal keepsake.

Question 7

Can guests stay anonymous in their messages?

Accepted Answer

Guests pick a display name at capture — they can use their full name, just their team, or stay anonymous ("Engineering" or just initials). This matters for events where you genuinely want candid feedback — a retirement party where some colleagues want to be named, or an all-hands where some people want to leave honest reflections without putting their name on them. Hosts can see all messages but won't see identifying info beyond what the guest provided.

Question 8

Does the screen integration work with conference AV?

Accepted Answer

Yes — the slideshow runs in any browser on any device connected to the venue AV: HDMI laptop, AirPlay-to-Apple-TV, Chromecast, conference-room display systems, projector via laptop. It's a standard web URL, so most conference AV teams have no issue integrating it. Display options include: QR code overlay (shows the QR on the screen so latecomers can scan), theme + brand colours (light or dark, custom accent), and auto-advance pace from 5 seconds to several minutes per item.

Question 9

What's the best way to use this at a retirement party or leaver event?

Accepted Answer

Share the link with the leaver's colleagues, mentees, direct reports, former managers, and external partners 2–3 weeks before the party. Specifically ask for voice notes addressed directly to the person, not just generic well-wishes — "Hey [Name], I wanted to tell you that the day you hired me…". On the day of the party, play the slideshow. The leaver hears voices from former colleagues now at other companies, mentees they trained who went on to lead teams, and external customers they worked with for years. The downloaded archive becomes their leaving gift — a more personal alternative to a card and a watch.

Question 10

What's the cost for corporate events — is there a subscription?

Accepted Answer

No subscriptions, no per-seat licensing. You pay once per event. Pricing scales with size — Starter suits a small team celebration, Standard handles most departmental events and summits, Premium covers full-company off-sites and multi-day conferences with 500+ attendees. For companies running multiple events per year (quarterly all-hands, monthly anniversaries), each is a separate one-time purchase. There's no annual licence or renewal you need to budget around. The downloaded archive is yours to keep forever, with no hosting fee.

A corporate guestbook that scales

Annual Summit·2026

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