For festivals and conventions
The whole festival, on the platform your visitors already play with
Tickets, the schedule, the demo tables, the tournament bracket and the queue at the door — one system, from the first early bird to the trophy.
Track record
Structure
One event, a hundred things happening inside it
The convention is the parent; every session, demo, signing and side tournament is a sub-event with its own seats, times and sign-ups. Move the parent day, the children move with it.
- Sub-events with their own capacity. The Azul intro fills up without touching the hall ticket.
- A schedule visitors can plan from. Everything, timed, in their pocket, before they arrive.
- Co-hosted slots. A publisher or a club can run their corner under your roof, properly credited.
The door
The queue moves at the speed of a scan
Every ticket is a QR. Staff scan, the system flags duplicates and already-useds, and you watch attendance climb in real time instead of counting wristbands.
- Check-in and check-out. Know who is in the building now, not just who came at some point.
- ID checks where you need them. Optional verification for age-gated or named tickets.
- Capacity overrides. The fire limit is a hard number; the guest list is your call.
Money
Tiered tickets, real refunds, automatic payouts
Early bird, weekend pass, family bundle, exhibitor — define the tiers, connect Stripe, and stop reconciling a spreadsheet against a bank statement.
- Sales you can watch. Per-type counts and revenue, live, from the first early bird.
- Refunds from the panel. One click, the money goes back, the seat goes back on sale.
- Cash coexists. Door sales logged by hand land in the same attendee list.
The difference
Generic ticketing sells entry. This runs the event.
A ticket platform stops caring at the door. The schedule, the demo tables, the bracket and the games themselves are exactly the parts a board game convention is actually made of.
Demo tables
Play booth: seats at games, not just bodies in a hall
Rolling sessions across time slots — a visitor books a 17:00 seat at Heat the way they booked their entry, and the publisher’s demo team sees their day laid out.
- Slots fill themselves. Seats, waitlists and reminders per table, per slot.
- Plays get logged. Every demo becomes a real play in the players’ histories — and your numbers.
- Built for shop floors too. The same machinery runs an in-store demo day.
- A stand can run a range. Several titles on one table, each taking the time it needs, and the seats go to whichever the waiting players want most.
The ludoteca
A lending library that needs no stickers and no clipboard
Hundreds of boxes, a queue at the counter, and volunteers who change shift every four hours. The loan rides on the visitor’s phone, so the desk only has to scan and hand over.
They browse from the floor
The whole shelf, searchable, with what is free right now and which shelf it sits on.
They reserve a game
A code appears with five minutes on the clock. It holds the copy, so nobody queues for a game that is already gone.
Your desk scans
One phone, one scan, box handed over. The loan starts with a return time on it, either a fixed one or one taken from the game’s own playing time.
Returning is the same gesture
Scan, box back on the shelf, and anyone waiting for that title is told it is free.
Competition
The tournament runs; you present the trophy
Swiss, mixer, single and double elimination — pairings computed, standings live on every phone, tiebreakers decided before anyone can argue.
- Multi-table Swiss. Three, four or more players per table — board games, not chess.
- Standings on every phone. Nobody crowds a printout taped to a pillar.
- Phases can be delegated. Qualifiers run by clubs, the final on your main stage.
Bring & Buy
A second-hand market with a real till
Visitors hand in the games they no longer play, your team sells them, and every seller is paid at the end. Ludoya keeps the count, so the cash box adds up.
- Take in a box in seconds. Owner, game, condition, price and a label number. It is on sale straight away.
- A till that survives the hall’s Wi-Fi. Sales wait on the device when the signal drops, and a box is never counted twice.
- Payout by method. Takings split by cash and card, your commission, and each owner’s share, in cash or as store credit.
- Or let attendees sell their own. Listings tagged with the event, reserved online and paid in person on the day.
The rest of the kit
Everything else a hall full of people needs
Playtest sessions
Designers bring prototypes to your hall and the rotation schedules itself, round by round, with feedback collected on the spot.
Interactive floor plans
Halls, zones and tables drawn once, used by every sub-event.
Custom registration forms
T-shirt sizes, dietary needs, minor consent — asked at sign-up, exported later.
Attendee export
The whole list as a file, for security, insurance or the caterer.
Raffles
Prize draws among attendees, drawn fairly, announced instantly.
Announcements that arrive
Push, feed and Telegram — schedule changes reach pockets, not noticeboards.
Public API
Your programme on your own website, synced from the same source of truth.
Works in a basement
An event visitors have opened stays on their phone, programme, tickets and QR included, when the signal dies.
Every area gets found
A family zone or an RPG track with its own programme shows up in Explore as an event of its own.
Working with us
From first call to doors open
Tell us the shape of it
Dates, expected heads, paid or free, tournaments or not. We will tell you honestly what fits and what does not.
Build the event together
Structure, ticket tiers, floor plan, forms and the sub-event programme — set up with someone who has done it before.
Run it live
Staff scan at the doors, standings update themselves, and you fix the real problems — the ones software cannot see.
What it costs
The platform itself is the Business plan — one subscription, public price, on the pricing page. Ludoya Tickets adds a small per-ticket fee, charged only on tickets actually sold, so a free community festival pays no ticket fees at all.
There is no per-attendee licence, no setup invoice, and no sales commission beyond the ticket fee.
Smaller than a convention? A recurring games night at your own place is the venues page; a club league is the clubs page.
Your convention, running on rails
Tell us the dates and the size. We answer fast, and honestly if it is not a fit.
Frequently Asked Questions
Can we run a Bring & Buy?
Yes. Switch on the event’s second-hand market and choose how it runs: attendees sell their own games to each other, or your team takes the boxes in, sells them at a till and pays each seller at the end, in cash or store credit. The organizer-run market is part of the Business plan.
Do we have to label every box in the ludoteca?
Only if you want an unattended shelf. With a staffed desk you label nothing — the visitor shows a code on their phone and your volunteer scans it as the box changes hands. Loans carry a return time, a visitor can only hold so many at once, and the desk screen lists what is out with the overdue ones first. A dead phone is no obstacle either: staff can hand a game over and take it back straight from that screen.
What size of event does this make sense for?
From a 30-person store championship to a multi-hall festival. The machinery is the same; you switch on the parts you need. Below roughly 30 attendees the Club plan usually covers you.
What does it cost, concretely?
The Business plan subscription, at the public price on the pricing page, plus a small per-ticket fee only on sold tickets. No per-attendee licence, no setup cost, no commission on top.
Can visitors buy tickets without installing the app?
Yes — ticket pages work in any browser, and the QR arrives by email. The app is where the schedule and the demo bookings shine, but the door never requires it.
What happens if the internet dies at the venue?
Check-in staff phones can each work independently — any working connection, including mobile data, keeps scans flowing. The app itself is built to tolerate patchy signal.
Can exhibitors and publishers run their own corners?
Yes. Sub-events can be co-hosted, so a publisher runs their demo table under their own name inside your programme, with their own staff managing it.
We already sold tickets elsewhere this year. Can we still use the rest?
Yes — import or register attendees and use scheduling, QR entry, tournaments and demo tables without Ludoya Tickets. Move ticketing over when the contract allows.
Whose data are the attendees?
Yours to export, and protected beyond that — attendee personal data is not shared with exhibitors or third parties. Publishers see aggregate participation, never identities.
Is there someone to call during the event?
Convention setups get a direct line to us, not a ticket queue. We have run event weekends alongside organisers and plan support around your dates.