A successful customer or employee event starts with careful planning and organization. Professional guest management ensures a smooth process from the invitation and registration to entry and post-event follow-up.
TICKETINO, as a partner, provides optimal support, ensuring your guests feel fully taken care of and helping to build long-term relationships.
.png?width=1024&height=627&name=BLOGLISTING_GUESTMNGMT%20(5).png)
|
Step 1: Invite Your Guests!
The first step is to invite your guests or inform them about the event. The invitation often represents the first point of contact with your future attendees. For larger contact lists, newsletter tools like Brevo or Mailchimp can be a good option and can also be easily synchronized automatically with incoming ticket buyer data via the API. This saves you the time of manually exporting contact lists. Based on order data, such as purchase or event dates, you can also set up marketing automation like reminder or follow-up emails and deliver them at the right time with personalization.
Newsletter tools also allow you to track whether your invitations were delivered and opened by your guests.
Step 2: Register Your Guests!
A simple registration process is key to guest satisfaction. TICKETINO, as your partner for guest management, offers different options for this.
The deluxe option is a custom-programmed form or a white-label ticket shop.
However, there are also many free options available.
For simple registration processes, we recommend the shop plugin, which can be easily integrated into your website and customized via the cockpit configurator or directly in the source code.
For more complex attendee registrations involving dependencies, additional tickets, and specific questions, the advanced form tool can be used.
For those who prefer a simpler approach, the standard shop or iframe integration can also be used. In all cases, it’s important not to overcomplicate the form with unnecessary questions. Additionally, any self-configured registration solution should be thoroughly tested in advance, and the entries in the database (ticket list) should be checked—especially if you rely on this data (e.g., for printing name badges).
Step 3: Ensure Entry Control and Optionally Print Name Badges!
On the event day, guests often arrive in larger groups. It is crucial that entry runs smoothly and there are no bottlenecks at the entrance. For simple access control, we recommend using a personal smartphone with the ScanApp, available for both iOS and Android. This app offers useful features such as multiple scans, exit scans, and a simple statistics module.
Thanks to its multi-user functionality, several devices can be used in parallel to speed up the entry process. For larger events, the app can also be used with professional hardware.
For business events, printed name badges can be the perfect add-on. They enhance personal interaction, facilitate networking, and give your event a professional touch. Entry control in this setup is handled via the box office system with a name badge printer. When working with TICKETINO, you have a wide range of options and creative freedom. Experienced staff implement your ideas and accommodate your individual requests. Name badges are usually printed on-site at entry so that guests receive their personalized badge upon arrival. For smaller groups, badges can of course be pre-printed and distributed at the venue.
Step 4: Post-Event Follow-Up!
Your event is over, and you might want to sit back and relax—which is perfectly fine. However, after a reasonable recovery period, you should start post-event follow-up to get the most out of your business event.
Maintain your community by sharing highlights from the event. Sending a thank-you email to your guests strengthens your relationship with attendees and partners and draws attention to future events. Collecting feedback through surveys helps identify potential areas for improvement. Additionally, analyzing statistics provides insights into attendance, no-shows, the effectiveness of your communication measures, and guest registration behavior. If you collected additional data via extended registration forms, these should also be analyzed. For deeper analysis, tools like Google Analytics, UTM tags, Facebook Pixel, A/B testing, and integrated reporting functions can help evaluate visitor sources, click behavior, and conversion rates, optimize campaigns, and make future events even more successful. More information can be found in our guide on “Marketing Controlling for Events.”
Step 5: Discover and Use New Features!
The TICKETINO Cockpit is continuously updated with new features. As a business event organizer, we recommend visiting the “Apps” module from time to time. Currently, direct integrations with CRM systems or mailing tools for automatic customer data management with each booking are particularly exciting.
If there isn’t yet an app for your CRM or mailing tool, no problem! Using webhooks, TICKETINO can be connected to any third-party system. This allows ticket buyer order data or event-related information to be automatically transferred. Tools like Zapier can then build exciting workflows on this data, whether for automatic CRM updates or marketing automation via email.
Also explore the new Lead Scan solution. It can be widely applied, for example, to record customer orders or appointments for consultations on-site. The Lead Scan solution is particularly useful in a “trade show setup” with multiple exhibitors, where each exhibitor only receives the customer data of guests who showed interest in their booth, products, or services and allowed themselves to be scanned by them.
The TICKETINO team wishes you great success with your event!
