PARTICIPANT MANAGEMENT

A participant management system supports the organisation and administration of events and their participants. Located in the three phases - before, during and after the event, it can become one of the most important components of participant communication.

Our participant management helps you to simplify the complexity of events and their administration and to make workflows more efficient. From the invitation, to important aspects during an event, to the follow-up of an event - you are in permanent contact with your event participants.

MEETING DEMAND

An experienced team of event managers and web developers will competently support you from the beginning and help you to determine your needs.

UP TO DATE

The entire participation administration runs on one system, providing you with a quick overview of important information and analyses at the end of an event.

SECURE

Our participant management systems, solutions and services are SaaS (Software as a Service) and are web-based.

Conception phase:
preparation and invitation

Before an event, it is necessary to evaluate the data of the participants and to screen already existing data and to create an overall clean mailing list. Thereafter, it is a matter of preparing the invitation and registration in detail. Here it is important to consider in advance how the invitation should be designed, how it should be sent and what information is required from the participants. Therefore the creation of the registration form has to be well thought out, as well as possibly different categories of participants, if these require different registration steps.

For national and international events and for events that take place on several consecutive days, hotel contingents may have to be reserved and travel to and from the event may have to be organised.

Registration and support
the participant

Responses and registration confirmations are used to maintain and complete all necessary participant information in order to keep track of and coordinate registrations, hotel reservations, types of travel, special requests and all other details.

Regardless of the number of participants, the registration process should run as smoothly as possible. If the check-in is done with the appropriate hardware, participants can be registered using bar or QR codes on the name badges. Depending on the hardware used, it is also possible to manage seats and control the admission of invited and registered guests only.

An event app also offers the possibility of providing participants with information during the event.

Follow up and
communication

The chance to get personal feedback from the participants after the event should be used as much as possible. No matter whether by questionnaire, directly on site or as a subsequent survey by e-mail. Together with a personalized letter of thanks, the acceptance of the survey will be even higher. The opinions of the participants are enormously important and serve to monitor success. They are one of the most valuable sources of information for improvement for future events.

Every event - regardless of size and number of participants and regardless of the available budget or event format - benefits from structured participant management.