Participant Management

What is attendee management? Definition and tips

Attendee management is required for all event formats. In this article, you will learn exactly how to manage your attendees.

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Attendee management at an event is as individual as the event itself. However, the event experience for the visitors can already be decisively influenced here. But now to the question: What is "attendee management" anyway?

What is Event Attendee Management?

Attendee management is the organization and management of the participation of individuals or groups in events or meetings. It includes tasks such as registering attendees, tracking attendance, coordinating logistics, and providing support. It is an important aspect of event planning that contributes to the success of the event.

It is designed to reduce complexity in the process and simplify the administration of the event.

This can reduce manual tasks and save time that can be used for design.

Another task is to increase the efficiency of work processes. It takes place in three phases: before, during and after the event. Sometimes we also speak of a fourth phase that precedes the others: planning.

Pro tip: You can find the specifications and components in the law (VStättVO, MVStättVO), the DSGVO, the official requirements and the venue-specific guidelines.
Participant management at a glance

Management system planning

The planning phase is often seen as part of the pre-event phase, but in principle it stands on its own. In summary, it is here that you first deal with the general questions.

Goals of the event, the target group and the schedule are defined. The integrated participant management system starts only after these questions have been answered.

The extent to which a digital attendee management system is needed is then at the discretion of the event manager.

Of course, it can also be managed analog, and quite classically with paper and pen. Digital management includes Excel and special software, although some practical features are often already integrated into software.

The heart of digital events is the event website. This is where participants meet and live through all phases of the event.

Therefore, most of the event attendee management preparations are aimed at bringing visitors to this page. This works mainly by sending emails.
Flexible participant management

Invitation management

The term invitation management summarizes all actions around the guest communication of an event.

Before the event: participant vs. invitation management

Invitation management is a component of event participant management. This includes all measures related to the communication of all guests at an event.

These are, among other things, the first emails, which draw attention to the event or basic information, such as the invited speakers. Often they are also the official invitations including a fixed date, time and location.

Possible components of a digital event may include the mailing, push notifications, a page for registration and branding.

During the event: digital participant management systems

During the event, attendee management software can facilitate entry. Whether via "check-in" apps, such as, or the quick creation of name badges, the more efficient the management, the better.

Navigating through the event can be simplified with event apps. It can also make it easy for attendees and event organizers to manage registrations for specific parts of the events.

Functions for digital participant management

After the event: feedback and data collection

After the event, participant management then deals with thank-you letters, participant feedback, and data entry in the CRM (customer relationship management) system. In addition, the follow-up has an additional legal significance, insofar as members' or representatives' meetings are concerned that are legally quorate.

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What is essential for seamless event attendee management?

Before the contact with the participants starts, the choice of a unified concept is essential.

This includes:

- the choice of a standard medium, i.e. telephone, e-mail or similar.

- Addressing the participant (you/you)

- the visual design (simple/obtrusive)

- the frequency of contact

In order to commit to these concepts, a detailed definition of the target group is necessary. Coupled with this, the format - analog, digital or hybrid - of the event should also fit both the target group and the goal of the event.

In analog and hybrid events, accommodation and catering for participants play another major role and must not be forgotten.

Pro tip: When it comes to catering, pay attention to the habits of your participants. Are there perhaps vegetarians or vegans?

Another important point is how your attendees' data is handled (real-time data transmission, data protection and security). Finally, the A&O is the selection of the right tools and a suitable event website.

Reading Tip: How to create the perfect event website

Digital vs. analog subscriber management

You can run your event attendee management both hybrid and analog. There are many positive points for both management options. We have briefly summarized the advantages of each option for you:

Benefits of digital management:

- Real-time data on all end devices is crucial for participants and event managers, especially for complex events

- Privacy and security are easy to ensure with the selection of the right participant management tool

- Participants can be addressed in several languages in parallel

- Easier interaction between participants during the event

- Easy evaluation and automated communication after the event

Hybrid attendee management: Attendee admission with ribbon

Advantages of analog management:

- Is in the event folder at any time, even at remote locations without a stable internet connection

- Participants get something in their hands (tickets, participant ribbons/badges, etc.)

- Can be precisely adapted to the participant management, even with short-term changes

- Linking with CRM and marketing programs possible

Ultimately, of course, it is up to you which version you prefer. However, event attendee management must also fit your event. For example, a digital event is usually easier to manage digitally, and an analog event is better managed analogly.

5 Pro Tips to Successful Participant Management System

We have collected the best tips for you to make the event a complete success already in the planning stage:

1. define a clear event participant management structure and all responsible persons already in the event planning.

2. Create an event landing page to provide an easy overview for attendees.

3. keep the registration process as simple as possible for the participant, so as not to frustrate him or lose him at the beginning.

Create a COVID19 backup plan.

5. remind your attendees several times through informative reminders and save the date to avoid being forgotten and create excitement.

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