Digitalisation of Event and Attendee
Management for Corporate Events

The company's event and attendee management has been digitalised end to end. The solution uses a Marketing Automation platform and the entergon Event-App as the central platform for invitation, registration, on-site capture and follow-up.

The solution supports the entire workflow surrounding corporate events: from the first save-the-date communication through the official invitation to personalised, multilingual registration. Entry on site is also handled digitally. Attendees receive an automated entry email with a QR code, which is scanned at the event using the entergon Event-App.

In addition, attendees can update their details independently. This includes, for example, confirming or declining attendance, specifying a companion or providing information about shuttle use. The result is a seamless, uninterrupted process in which responses, changes and attendee status are all centrally available.

After the event, the captured attendee data can be used directly for targeted follow-up mailings. This means the process does not end at check-in, but also supports structured post-event communication with guests.

Before the transition, event and attendee management was largely paper-based and heavily manual. Invitations had to be created, sent out and responses then recorded by hand. Changes for individual attendees were tracked individually, creating a high coordination and maintenance overhead.

Particularly burdensome was the lack of continuity between invitation, registration, attendee management, entry and follow-up. Information was not automatically available within a shared process; instead it had to be transferred, updated or reconciled across multiple work steps.

This led to media breaks that slowed the process and increased the risk of errors. Manual maintenance was especially demanding when changes arose shortly before the event, in special cases or where multiple attendee statuses had to be managed. At the same time, there was no systematic capture of the attendees who actually appeared on the day.

Post-event communication could also not be managed in a consistently data-driven way. Without reliable attendee and entry data, it was only partially possible to determine which guests had been invited, had registered, had attended or had not shown up.

Typical challenges included:

• Manual processing of invitations, responses and changes
• Media breaks between invitation, response and attendee management
• Error-proneness in manual data capture
• High effort for changes and special cases
• No structured digital capture of event attendees on site
• No immediate transparency over current attendee status
• No systematic post-event communication
• High organisational overhead for event teams during preparation, execution and follow-up

A digital end-to-end solution for event and attendee management was implemented for the company. It connects invitation, registration, attendee management, QR-code-based check-in and follow-up in a seamless process.

Communication begins with the save-the-date email and continues through the official invitation to the entry email and the personalised thank-you message after the event. Registration takes place via a personalised, multilingual landing page where attendees can enter their relevant details and update them independently whenever needed.

For entry, an automated event entry email with a QR code is provided. On site, the QR code is scanned using the entergon Event-App. After the scan, the attendee status is updated immediately. If a code is scanned a second time, a warning alert is triggered so that double scans can be detected on the spot.

The core solution components:

• Email communication from save-the-date through the invitation to the personalised thank-you
• Personalised, multilingual landing page for registration
• Self-service for confirming or declining attendance
• Self-service for specifying companion and shuttle details
• Automated event entry email with QR code
• Mobile capture at entry via the entergon Event-App
• Immediate status update after QR code scan
• Warning alert for double scans
• Central availability of current attendee status
• Follow-up mailings after the event
• Use of structured attendee data for post-event communication

In this way, a formerly paper-based workflow is transformed into a digital process that connects preparation, execution and follow-up.

With the digital solution, event and attendee management becomes significantly more efficient and structured. Information no longer needs to be transferred manually multiple times; instead it is centrally available throughout the entire process.

Particularly valuable is the connection between registration and on-site capture. The status of guests is available up to date not only before the event but also during entry. This allows the event team to respond more quickly and gives them a far clearer overview of confirmations, cancellations and attendees who actually showed up.

The process also improves for attendees themselves. Registration is personalised and multilingual, changes can be made independently and on-site check-in is fast via QR code. The result is a more professional and user-friendly event experience.

The concrete benefits for the company:

• Seamless digital process from invitation through to follow-up
• Less manual processing of responses and changes
• Higher data currency through self-service functions
• Better overview of confirmations, cancellations and attendee status
• Faster entry through QR-code-based capture
• Lower error rate through fewer manual transfers
• Warning alert for double scans and therefore greater security at entry
• Structured capture of attendees who actually appeared at the event
• Better basis for targeted follow-up communication
• Higher professionalism in communication before, during and after the event
• Improved customer experience through simple registration and smooth check-in

For the event team, the result is a significantly more manageable workflow. Invitation, registration, entry and follow-up are no longer separate, disconnected steps, but form part of a shared digital process.