Frequently asked questions
Everything brand teams, agencies, and producers ask us before they hire us. If your question isn't here, write to us directly at hello@experientialos.com — we reply in hours.
Section 01
ExperientialOS is a full-service custom build studio for live experiences. We design, build, and run the software that powers brand activations, festivals, conferences, and brand tours — and we build the hardware to run it on through our sister brand PivotXP (pivotxp.com). One team, one accountable partner, software and hardware from a single source. Custom-built for your specific event, never configured from a template.
Brand teams (CMOs, brand directors, brand experience leads), experiential agencies, event production companies, and enterprise marketing teams. If you're putting on a real-world event with a real audience, we probably build for you.
Full-service. We design and build the software side under ExperientialOS, and we design and ship the hardware under our sister brand PivotXP (pivotxp.com) — registration kiosks, RFID and NFC readers, photo capture rigs, custom on-site equipment. The same team owns both. What we don't do is creative direction, art direction, or production design — we work alongside your creative agency on those.
Small and senior. Every project is staffed with a tight team of experienced engineers who run discovery, build, and on-site support themselves. There is no offshore handoff, no junior bench, and no account manager between you and the people writing the code.
Section 02
Six core systems we tune to every event: registration and check-in, a live ops command center, vendor and touchpoint APIs, access control and VIP rules, photo and content delivery, and analytics and insights. You can take all six or just the modules you need.
Brand activations, festival activations, multi-city brand tours, conferences and summits, VIP and hospitality experiences, experiential retail (pop-ups, flagship launches), sports and fan zones, and sponsor activations. Any live experience where guest data, vendor coordination, and on-site ops need to work together.
Yes. Most of what we build runs for multiple days, and many builds run for weeks across multiple cities. The system is designed for tour-style events where vendors, staff, and inventory move between markets — but the data stays unified across every stop.
Yes. We've shipped integrations with photo capture vendors, RFID and NFC hardware, SMS and email providers, CRMs and CDPs, and custom on-site equipment. If your vendor doesn't have an integration yet, we write one — usually within the same sprint.
Both. Our hardware capability lives at our sister brand PivotXP (pivotxp.com), where the same team designs, sources, and deploys custom RFID readers, NFC wristbands, photo capture rigs, registration kiosks, scanners, and bespoke on-site installations. Hire us for the software, the hardware, or both — and you have one accountable partner and one invoice instead of stitching together five vendors.
Yes. Every guest gets their own personal microsite with their journey, their photos and content, their unlocks, and any deliverables you've promised them. It's branded to your event and updates live as they move through the experience.
Section 03
Within hours, not days. A real software engineer reads your message and writes back with a real scope — usually the same day. There's no form-routing bot and no sales drip.
Two weeks from kickoff to live, for most builds. The system goes from “we agreed to work together” to “your event is running on it” in fourteen days. Bigger or more complex builds can run longer, but two weeks is the norm.
We talk to you (not a sales rep), scope the work together, agree on price, and start building. No discovery deck handoff. No multi-week paid discovery phase. We send you regular demos through the build and we ship what we agreed to.
Yes — every day your event is live. The same engineers who built your software are on-site when the doors open and every day after that. One-day pop-up or two-week tour, we're there.
You get a branded executive recap delivered the next morning, full data export, and a debrief. We stay on between events to evolve the system for the next one — improvements ship between shows, not between quarterly releases.
Section 04
Yes. We work with experiential agencies who want a custom software partner without giving up the client relationship. The build is yours to present, the system runs in your account, and we stay in the background or join client meetings — whichever you prefer.
Yes — agencies, production companies, and brands directly. Agencies and producers are some of our favorite partners because they know exactly what they need and we can move fast without a translation layer.
Not a strict one. We've shipped one-day pop-ups and multi-week tours alike. The right-fit project is one where the brand cares enough about the experience to want it custom-built — not a $200 ticketed event where a stock platform would do the job.
Every project is custom-scoped. Pricing is generally a one-time build fee plus a simple monthly support fee for the time we're running and supporting your event. No per-attendee fees, no per-event seat licenses, no surprise overage charges. We tell you the number before you say yes.
Section 05
In your accounts — your cloud, your region, your keys. Your data lives in an isolated environment with your name on it. We don't share storage across clients, and we don't train models or build other products on your data.
Yes. We've signed enterprise DPAs and answered formal security questionnaires for brands with serious legal teams. Send us your standard agreement and we'll respond with redlines or a signature within hours.
We follow SOC 2 controls in the way we build and operate, and we can share specifics about our security posture on request. For builds that need a formal certification (SOC 2 Type II, HIPAA, ISO 27001, FedRAMP), we scope the deploy accordingly. Tell us your specific compliance requirements and we'll respond specifically.
Field-level encryption at rest, TLS 1.3 in transit, role-based access on every read and write, full audit log on every record. Waivers are captured at check-in, signed digitally with timestamp and IP, and stored as PDFs in your tenant.
Section 06
Those are configurable SaaS platforms. You pick a template, customize the fields, and work around the limits of their data model. We're a custom build studio — software, hardware (via PivotXP at pivotxp.com), and the team that runs both on-site. We architect a system for your exact event, ship it in two weeks, and run it with you on event days. A different category of company entirely.
Because no two brands run the same kind of activation, and the small details — the way your guests check in, the way your vendors hand off completions, the way your team gets paged when a queue forms — are exactly the things a template can't accommodate. Custom software is shaped by the room. Templates aren't.
Yes. A lot of brands use a stock platform for ticketing or basic registration and hire us for the parts that don't fit a template — the experiential moments, the on-site ops, the vendor integrations, the post-event recap. We integrate with most major platforms, so we can be the layer that handles everything stock SaaS can't reach.
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