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Inviting participants and their subsequent management is a central component of every successful event. However, the event experience for visitors can already be decisively influenced here. But now to the question: What is "attendee management" anyway?
What does the term participant management mean?
Attendee management is the organization and management of the participation of individuals or groups in events or meetings. This includes tasks such as registering participants, 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 reduces manual tasks and saves 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 there is also a fourth phase that precedes the others: planning.
Pro tip: The requirements and components can be found in the law (VStättVO, MVStättVO), the GDPR, the official requirements and the venue-specific guidelines.
Planning the management system
The planning phase is often seen as part of the pre-event phase, but in principle it stands on its own. To summarize, the general questions are the first thing to consider here.
The objectives of the event, the target group and the procedure are defined. The integrated system only starts once these questions have been answered.
The extent to which a digital system is required is then at the discretion of the event manager.
Of course, it can also be managed in the traditional way with pen and paper. 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 or event apps. This is where participants meet and experience all phases of the event.
Most event management preparations for participants are therefore aimed at bringing visitors to this page. This works primarily by sending emails.
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Guest management
The term invitation management covers all activities relating to guest communication at an event.
Before the event: participant vs. invitation management
Guest management is an important part of event management. This includes all measures related to the communication of all guests at an event.
Among other things, participants receive the first emails drawing attention to the event or containing basic information. Often these are also the official invitations by email or earlier by post, including a fixed date, time and location.
Possible components of a digital event can include mailings, QR codes, a registration page and branding.
During the event: Digital participant management systems
During the event, attendee management software can make admission easier. Whether via "check-in" apps, such as https://www.passcreator.com/, or the quick creation of name badges - the more efficient the management, the better.
Event apps can simplify navigation through the event. Registrations for certain parts of the events can also be handled easily for participants and organizers.
After the event: feedback and data collection
After the event, the management then deals with thank-you letters, feedback from participants and data entry in the CRM system (Customer Relationship Management). In addition, the follow-up has an additional legal significance if the event is a members' or representatives' meeting with a legal quorum.
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What is essential for seamless event participant management?
Before starting contact with the participants, it is essential to choose a uniform concept.
This includes:
- the choice of a standard medium, i.e. telephone, e-mail, etc.
- Addressing the participant (you/you)
- the visual design (simple/conspicuous)
- 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 match both the target group and the objective of the event.
At analog and hybrid events, accommodation and catering for participants also play a major role and should not be forgotten.
Pro tip: Pay attention to the habits of your participants when it comes to catering. Are there perhaps vegetarians or vegans?
Another important point is how your participants' data is handled (real-time data transfer, data protection and security). Finally, choosing the right tools and a suitable event website is the be-all and end-all.
Reading tip: How to create the perfect event website
Digital vs. analog subscriber management
You can run your event coordination of event participation both hybrid and analog. There are many positive points for both management options. We have briefly summarized the advantages of each option:
Advantages of digital management:
- Real-time data on all end devices is crucial for participants and event managers, especially at complex events
- Data protection and security are easy to ensure by choosing the right tool
- Participants can be addressed in several languages at the same time
- Easier interaction between participants during the event
- Simple evaluation and automated communication after the event
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Advantages of analog management:
- Is always in the event folder, even at remote locations without a stable Internet connection
- Participants receive something in their hands (tickets, participant wristbands/badges, etc.)
- Can be customized precisely, even with last-minute changes
- Linking with CRM and marketing programs possible
Ultimately, of course, it is up to you which version you prefer. However, event management must also suit your event. For example, a digital event is usually easier to manage digitally, and an analog event is better managed in analog form.
5 pro tips for successful participant management
We have collected the best tips for you to make your event a complete success right from the planning stage:
1. define a clear event participant management structure and all responsible parties as early as the event planning stage.
2. create an event landing page to provide participants with a simple overview.
3. keep the registration process as simple as possible for the participant so as not to frustrate them or lose them right from the start.
4. create a COVID19 backup plan.
5. remind your participants several times with informative reminders and save the dates so as not to be forgotten and to create excitement.
Conclusion
Participant management, often underestimated yet crucial to the success of events, involves the key organization and management of individual or group participation. From initial registration to logistics coordination and provision of support, this element plays a central role in the event process.
The overarching goal is to reduce the complexity of the process and simplify event administration. The choice between digital systems and traditional methods has a significant impact on efficiency, with both approaches serving to minimize manual tasks and create space for the creative conception of the event.
It covers the phases before, during and after the event, with planning being regarded as the preceding fourth phase. Taking into account legal requirements, official regulations and site-specific guidelines is essential to ensure smooth management.
In the digital era, the event website acts as the centerpiece for digital events, while the targeted sending of emails guides participants through all phases. Flexible participant management also includes invitation management, which covers all guest communication.
During the event, digital systems facilitate admission and promote efficient navigation through apps and registrations for specific program items. After the event, management focuses on feedback, thank-you letters and data collection in the CRM system.
Choosing a consistent concept, clearly defining the target group and adapting to the event format - be it analog, digital or hybrid - are decisive factors for seamless event management.
Regardless of the choice between digital or analog management, choosing the right tools and a suitable event website are key. Clear structures, a clear event landing page, simple registration processes, a COVID-19 backup plan and regular reminders to attendees are essential tips for successful guest management or visitor management from the beginning to the end of event planning. This balanced integration of efficiency and customer satisfaction is the key to a successful event.