Participant Management

What is attendee management? Definition and tips

Participant management is required for all event formats. You can find out exactly how to manage them in this article.

Table of contents

The management of event participation is as individual as the event itself. 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. 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.

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 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.

Most event management preparations for participants are therefore aimed at bringing visitors to this page. This works primarily 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 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, the management then deals with thank-you letters, participant feedback and data entry in the CRM system (Customer Relationship Management). In addition, the follow-up has an additional legal significance, provided that the meetings of members or representatives 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 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:

Benefits of digital management:

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

- Data protection and security are easy to ensure by choosing the right 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 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 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.


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.

Selecting a uniform 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.

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