GuestONE at the ToolTalk

On 19 September at 9:30 a.m., the free ToolTalk “Event Management Solutions” will start. The one-hour digital format is organised by Katrin Taepke, who has successfully run the blog  “micestens-digital.de” for many years. Katrin Taepke is an expert in participant and event management software and systems. In ToolTalk, she will present three selected providers and their solutions.

On 19 September, we will share the stage with our colleagues from ALOOM and colada. Participation in ToolTalk is free of charge. All you need to do is register briefly at: https://www.micestens-digital.de/tooltalk-event-management-loesungen/ the access data will then be sent to you by e-mail. We are looking forward to an exciting talk and many interested spectators.

Fast admission thanks to digital accreditation

To ensure that an event gets off to a positive start for guests, quick check-in and admission are also of particular importance. Nothing is more annoying and inconvenient for guests than standing in line at a counter for a long time, only to find out when it’s finally your turn that your name is unfortunately not on the guest list or that you can’t find your name tag.

The advantages of a digital system

A quick and comfortable check-in process for the guests is no trick. As a general rule, it is advisable to use a digital system for accreditation as well and to dispense with printed lists, manual check-offs and pre-produced name tags. This is not only faster, but also much more flexible. On the one hand, there is no need to divide the counters into alphabetical order – guests can distribute themselves flexibly among the available stations and thus make optimum use of all the counters.

Instead of pre-printed name badges being picked out of random file boxes, we recommend that the badge not be printed live until the guest checks in. Not only is it faster (in 2-3 seconds the sign is printed), it is also much more sustainable as there is no need to throw away signs for no-shows. Another important effect – overviews of already present and still missing guests are available in the system in real time and thus enable to react if necessary in the event process.

In the check-in system, all guest data is available at the touch of a button. Important information such as guest categories, booked program sections or materials to be issued can be displayed in the check-in mask, thus enabling a very personal approach and competent treatment of guests. All systems are developed in such a way that only a short hostess briefing of a few minutes is necessary to operate everything correctly. Experienced project managers from GuestONE take care of setting up the technology, brief the staff and are present as troubleshooters during the admission.

The digital check-in from GuestONE

If you would like to learn more about our procedures and possibilities, you can find more information and examples here: GuestHub check in

The right participant management platform – all-in-one or customized?

The market for participant management software and platforms is more than confusing. Countless providers offer different solutions, and the Corona pandemic has spawned further – in some cases new – service providers. Over the last few years, so-called “all-in-one” platforms in particular have come onto the market. Large, all-encompassing systems, with countless functions and integrated apps, usable for any event format – whether live, digital or hybrid. Quasi the famous “eierlegende Wollmilchsau” …

All in one solutions

There is no doubt that there is a need for such fully integrated platforms, but all systems have one thing in common: for the majority of projects that are to be implemented with them, they are simply too overloaded with functions and too complex to operate! High costs, time-consuming installations and configurations, and poor support create additional challenges for customers and make them look for alternatives.

Event specific solutions

An alternative are flexible and modular “building block systems”, such as our G1 GuestHub. In the process, a solution is configured very specifically to the event-specific needs. The customer gets (and pays for) only those functions that he actually needs for the implementation of the project. There are no limits to the scope of services – numerous modules, such as hotel or workshop management or seating, can be adapted and implemented as required in a very short time.

So before deciding on one solution or another on the market, it helps to take a look at your own event formats and the associated specific requirements for attendee management. If you mainly implement online or day events, then you usually do not need an elaborate hotel management. Group registrations or waiting list functions also play no role in a large number of events.

TIP: Base your requirements list on the 90% standard events, not the special case that only comes up once every two years!

Supplementary services

You should also pay attention to possible additional services that may be required as part of the event organization. For example, many of the major providers offer no or limited on-site services. These services do not scale; instead, you have to maintain the appropriate personnel and technology for them. The question here is what level of service is desired. If a smartphone app for guest check-in is not enough and you do not want to deal with third-party providers for on-site accreditation, then it is also advisable to look for a specialized full-service provider who can also guarantee comprehensive on-site support.

Nachhaltiges Event

How the right attendee management contributes to sustainable events

Ask any company or agency about the next big trend in events, trade shows and conventions and the answer is unanimous: “Sustainability!”
Events must and should be sustainable and as CO2-neutral as possible – an aspect to which not only the organizers but also more and more participants of events attach increased importance.

This is what sustainable events are all about!

In the context of events, the first things that come to mind when thinking about sustainability are technical equipment, devices and their power consumption, reusable decoration, furniture or set construction and, of course, the catering for the guests, which is increasingly being designed to be vegetarian or even vegan. But the right invitation and participant management can also make a significant contribution to the issue of sustainability.

This begins with the decision in favor of a completely digital and thus paperless process. Invitations can be sent conveniently and easily by mail, and registration for the event takes place via a corresponding online portal. Faxes, postcards or other analog registration methods are just as passé as sending confirmations or tickets by mail.
With the registration, each guest receives a confirmation by mail as well as a digital ticket or wallet for quick entry on site.

Sustainable travel options can also be recorded and organized via online registration. For example, you can implement the booking of Deutsche Bahn event tickets into the registration process. With the event ticket from Deutsche Bahn, participants travel on local and long-distance trains with 100 percent green electricity and thus CO2-free. This will sustainably reduce the event’s CO2 emissions.

Car pools for the joint use of (company) vehicles can also be easily organized via the participant management.

Digital also continues on site. Instead of pre-produced participant documents and name tags, we only produce them when the guest actually appears on site. Live printing is not only faster than picking pre-printed documents out of file boxes, it is also much more flexible, as alphabetically divided counters can be dispensed with. Above all, however, the amount of waste is significantly reduced, since for non-arriving guests is not produced in the first place.

Request participant management for a sustainable event

Sustainability can therefore begin with the selection of the right participant management or with the definition of the right processes. Discuss your next event idea with us and let’s figure out together how we can help make it as sustainable as possible.

Event success measurement with an Ethical Facial Analysis

Intelligent mood barometer makes event efficiency measurable

Artificial intelligence is making its way into the event industry. Based on Artificial Intelligence, GuestONE offers its customers a remarkable add-on. Using technology known as Ethical Facial Analysis, it is possible to measure the mood of an event.

Artificial intelligence (AI) – for many people, this sounds like the distant future – like uncharted territory. But this is not correct. Long before smart technologies made it into the headlines of relevant gazettes, machine learning was already changing people’s lives. In many places, the benefits of artificial intelligence are a completely uncontroversial part of everyday life. Contrary to popular belief, machine learning is not a one-way street. In most cases, both sides benefit – provider and user. In many cases, classic win-win situations even develop.

An example from everyday life illustrates this: On the one hand, multimedia platforms and streaming services such as YouTube, Spotify or Netflix use the possibilities of artificial intelligence to create so-called suggestion lists. The individual visual behavior serves as the basis for this. The quality of these lists is amazingly high – and even increases over time. The machine learns. The user benefits from attractive new offers and previously unknown possibilities.

On the other hand, this information provides multimedia players with a wide range of information that is an important basis for decision-making in the context of financing issues, for example. Artificial intelligence can be used to reliably assess which investments and productions are profitable in certain markets – and which are not.

Measure event efficiency

The example illustrates that the use of AI changes many things. Especially in the professional environment, machine learning is creating a sense of optimism. ChatGPT adds to the hype. The prototype of a text-based dialog system has brought artificial intelligence to the attention of a broad public. It is not yet clear what role AI can play in the event industry. But the fact is that opportunities and possibilities are being explored in many places. GuestONE, the Wuppertal-based guest and attendee management company, is already one step ahead in applying AI to events. “We already offer our customers a solution that makes it possible to analyze faces and moods,” reports Thomas Küfner, who as GuestONE’s managing director is responsible for development, technology and innovation. In technical terminology, this is referred to as Ethical Facial Analysis.

Parameters such as age group, gender and mood are analyzed, taking into account all data protection regulations. “Personal data is explicitly not collected,” says Küfner, wiping any data protection concerns off the table in advance. “Nor could the system.” GuestONE was able to demonstrate the possibilities offered by Ethical Facial Analysis at an event organized by the Chamber of Industry and Commerce to kick off the year 2023. The speeches of different speakers were analyzed. On the basis of the recorded parameters age group, gender and mood, the tension and attention curve of the contributions could be impressively traced. The Ethical Facial Analysis was very attentive to a guest speaker known from TV, and the atmosphere was excellent.

Objective mood barometer

The fact that the visitors followed the appearance of the prominent speaker attentively on the whole is not surprising. After all, he enjoys nationwide fame as a meteorologist, author, and weather and climate expert. Nevertheless, it is worth taking a look at the details of the data obtained, because: When the weather presenter spoke about the consequences of the climate crisis and reported on necessary restrictions on individual mobility, the Ethical Facial technology registered a significant drop in mood among the male audience in the age group over 60. And in real time.

“What conclusions are to be drawn from this information in detail is a matter of interpretation,” says Küfner. However – and therein lies the added value of the Ethical Facial technology – the system has detected a drop in mood in the specific group of people as an objective fact. “This would not have been possible by any other means.” By using Ethical Facial technology, GuestONE offers customers real and unfiltered added value. Surveys as an alternative to the use of artificial intelligence, on the other hand, often deliver distorted or embellished results.

This small practical example gives a foretaste of how this AI technology can work beneficially in all directions in the event environment in the future. Ultimately, the guests also benefit from this, because: After all, the attention values underline the importance of the guest speaker for the event.

Real-time evaluation of the data

The fledgling experience gives an indication of how artificial intelligence can be used at events. Thomas Küfner’s thoughts, meanwhile, already go beyond the realm of Ethical Facial Analysis. The technology can also be used in the context of classic attendee management and in the area of guest organization. For example, automated badge scanning and the evaluation of certain features using QR codes are conceivable. Artificial intelligence also offers new options for important networking. The details of what these will look like have yet to be worked out. Küfner has no doubt that the use of modern technologies based on machine learning will come.

With a view to profitability, GuestONE’s positive outlook is all the more valid. In technical terms, artificial intelligence – especially the field of Ethical Facial Analysis – does not make exorbitant demands. A small device the size of a set-top box and conventional video cameras suffice as analysis hardware. AI also makes no special demands in terms of personnel deployment. The real-time evaluation of the data is fully automatic. Only for the interpretation and conclusions to be made on the basis of dense information, a little time is required. But this investment directly benefits the efficiency of the next event.

The right participant management – implement in-house or work with a service provider?

Invitation and attendee management is one of the most important trades in the planning and implementation of events. Simply put, “Without guests, no event!” And since attendee management is also usually at the beginning of any event planning process, it’s a good idea to start thinking about the right approach early on.

The first question that often comes to mind is, “Do it yourself or hand it out to a service provider?” There are good reasons for both and I would like to contrast some thoughts in this post.

The first question is whether it is a single event (e.g., an anniversary) or whether there are a larger number of events in the company over the year that might require the purchase of an in-house solution or
attendee management software
 justify. For a single event, the acquisition of an internal tool is usually not worthwhile. Here, a service provider who can configure and provide a system on an ad hoc basis is usually more flexible and also faster to implement.

For multiple or recurring events, using your own attendee management software can be useful and also cost-saving. The first thing to check is what requirements the various formats entail and what range of functions is needed in a system. A conference lasting several days and costing participants money entails different requirements in terms of registration and guest management than a simple evening event for 500 customers and employees.

Another question that arises – are there sufficient internal resources to deal with the acquisition, implementation and subsequent operation of an in-house solution.
In our experience, internal event departments are usually chronically understaffed and tasked with many different tasks and parallel events. Here, outsourcing attendee management to a specialized service provider can free up valuable resources for the other tasks and free up the event department.

Timing is also an important criterion for or against a proprietary system. Events are being decided at ever shorter notice, and lead times are becoming correspondingly shorter. However, the market for subscriber management software is quite confusing and heterogeneous – just defining the requirements, selecting the service providers and dealing with the various tools and licensing models can take several months. And in-house IT hasn’t even had a say yet …

Last but not least, you should be clear about what additional services are needed.
Pure software is only one aspect of attendee management. Full-service providers offer a range of complementary services, starting with design, invitation
invitation management
the provision of
guest hotlines
special functions such as seating or hotel management, or even on-site support for accreditation. accreditation including technology and personnel.

Still have questions about which approach is right for your event?
We will be happy to advise you!

Participant Management Checklist: Creating an optimal briefing for a service provider

The topic of attendee management is often very complex, multifaceted and also varies depending on the type of event. However, in order to obtain the most realistic possible calculation for an implementation as early as the planning phase, it is advisable to think about certain key data, framework conditions and requirements in advance.

A widespread misconception is that the cost of professional attendee management can be measured purely in terms of the number of guests – this is not the case!
Rather, the question arises as to which specific processes must be mapped in participant management and which functions a registration platform must provide.
The spectrum here ranges from simple events, where only the pure admission or cancellation
of the guests must be recorded, up to very complex registrationswhere e.g. also accompanying persons,
hotels
– and travel as well as different program parts have to be managed as well.

These functions must be coordinated and configured in a subscriber management system, perhaps programmed and then deployed. That is where the expense first arises. But whether 150 or 1,500 guests then sign up is not really decisive for the design of the offer.

The following list is intended to help you write as structured a briefing as possible for your next project and thus enable the service provider to calculate the effort as concretely as possible.

Participant Management Checklist:

  • When will the event take place?
  • When should be invited, how long is the registration period?
  • How many guests should be invited and how many guests are expected?
  • How should invitations be sent – digitally, by mail, or a combination?
  • What information should be requested from the guests?
  • Are there different categories of guests that get different queries or options (e.g. a VIP is allowed to bring a companion and also gets an overnight stay, a “normal” guest is not)?
  • In which languages should invitations and registration platform be available?
  • Are escorts, hotel rooms, travel and/or event parts (e.g. workshops) to be managed?
  • Is seating management (seating) required?
  • Should a guest hotline (mail and/or phone) be set up during the registration period?
  • Is also an on-site support (
    check-in of the guests
    ) desired?
  • Should name badges be produced?
  • How long is the on-site period?
  • Are follow up measures like a survey or a picture gallery planned?
  • What budget is available for participant management?

Regarding the last point, many inquirers find it difficult to give an initial order of magnitude here. There seems to be a concern that the service provider would then “approach” the amount mentioned. This is not the case! However, an initial budget helps the service provider to think in the right direction or to provide sensible and targeted advice on which processes and solutions fit into the stated budget.

Event invitation management – digitally by e-mail or by post?

A frequent question from our customers: What is the best way to invite my guests to my event?

Let us say in advance – there are no clear criteria or rules for this.

For cost reasons and also with regard to sustainability, a purely digital invitation by e-mail is of course the best option. You save the effort of designing and producing elaborate invitation cards, there are no packaging and postage costs, and it’s faster, too.

In the following, we will list the reasons that may nevertheless speak in favor of invitation management by mail:

  • Not all email addresses are available or they are not well maintained
  • Email addresses are not personalized, but you have e.g. many info@ addresses
  • Some of those to be invited do not have an e-mail address (e.g. employees from production)
  • Retired employees or employees on parental leave cannot be reached by mail
  • The target group is not tech-savvy or has a high age structure

However, there are also other aspects that can speak in favor of a postal invitation. Thus, a beautifully designed and produced invitation card is significantly more valuable than an email. Especially at high-profile events, such as company anniversaries, it brings a different appreciation to the guests. A postal invitation is also more suitable for conveying a conceptual idea or for setting the emotional mood for the event with the invitation itself.

Last but not least, a postal invitation stays longer in the memory or in the eye of the guests.
Emails “send” quickly, are sorted away, deleted and thus disappear from the focus of the invitee.

So how best to implement invitation management depends on the event format, the target audience, and also timing and budget, among other factors. We will be happy to advise you on the best approach for you. Thanks to our in-house design team, we are also happy to support you in the presentation phase with initial ideas and concrete layouts.