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.