Digitalization in practice: Event Management System

Everyone who has ever organized a party knows it - from the start of planning to a successful evening, it is a long journey involving a lot of effort. At the latest when not only internal employees are invited, but when an event reaches dimensions in which representatives from the public and politics as well as many guests from various sectors and companies are on the guest list. In this case, you can quickly lose track of things with the help of analogous procedures. And how can you plan such an event if you don't know how many guests will be there and whether they will be accompanied? A digital solution provides a remedy here and offers the potential to save costs, time and nerves.

Guest management for UBS GmbH events

For example, Cap3 GmbH developed an individual solution for managing the guest lists of the event series of Corporate Consulting Schümann GmbH (UBS). Every year, UBS GmbH invites selected guests to the Maritime Summer Meeting and the Port of Hamburg Reception. Since 2017, the guests of UBS GmbH and Hamburger Klönschnacks have been using an online system developed by us to register for various events.

login system

The web application consists of a registration system for guests and an administration system for the organizer. Together with their invitation, each guest receives an individual code, which they can use to log in via the registration portal. There, he can access general information about the event, view the guest list, register himself and an escort or cancel by sending an optional message. The registration portal can also be operated on a smartphone or tablet so that invitations can be answered on the go. It therefore offers guests an easier and faster way to register for an event than to confirm participation by e-mail or telephone call.

management system

The private administration system allows organizers to manage their guest lists and compile them for upcoming events. In this way, you always have an overview of the guest lists, which can be edited and expanded at any time. By synchronizing guest data with the registration system, guests can adjust their data — all data is always up to date. The central management of master data minimizes the effort required to create guest lists and the current status of registrations can be retrieved at any time, even from previous events.

Individual solutions in the area of event management

Generally available event management systems often cannot map a company's individual event planning processes, and as a result, you may have to make compromises with a conventional solution. However, a tailor-made solution, as in this case, allows the full potential of a digital solution to be exploited. A concept modified in a similar way could also minimize the planning effort for your next celebration and maximize the success of your event!

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