GuestHub I Full-service solution Participant Management

Professional, contemporary
Participant Management. Live. Digital. Hybrid.

What is GuestHub?

Your guest should feel comfortable at your event from start to finish – and we manage all the processes required for this. Because every project has its own character and places individual demands on guest management and the software used, we are not satisfied with standard solutions. We advise you individually, taking into account all facets of the project, timing and budget, as well as other trades involved.

With GuestHub we offer a wide range of software modules and services which we adapt specifically and modularly to the different requirements and phases of your event. Before, during and after the event.

PREPARATION

Consulting
Concept
Process definition
Offer
Timings
Interfaces
Data handling
corporate design
Project Kickoff

BEFORE THE EVENT

Packaging
Invitation dispatch
Online registration
Hotel bookings
Travel logistics
Guest Hotline
Confirmation dispatch
Tickets
Payment processing

AT THE EVENT

Check-In
Access control
Name badges
Participant documents
Service counter
Workshop entry
Seating
Hardware
Support

AFTER THE EVENT

Surveys
Image galleries
Reporting
Statistics
Feedback
Documentation
Billing
Cost control
Data transfer

What advantages does GuestHub offer?

GuestHub is your central interface to a holistic guest management. The possibilities, but also the requirements in event management are constantly increasing. Digitalisation in particular is giving rise to new digital or hybrid forms of events. At the same time, the demands on professional participant management are growing. That’s why many special solutions are created – which you can dock onto GuestHub without any problems at all.

The advantages of GuestHub are obvious:

Tailor-made participant management
flexible for live, hybrid and digital events
Bundling of different platforms into one system

accurate evaluation and accounting
Time and cost savings
more transparency and fewer security gaps

better resource planning
Optimized processes and procedures
simple and intuitive use
satisfied guests

Hosting made in Germany

EU GDPR

Data protection and security

Safety is a top priority for us. Because we know that customer data is sensitive data, the highest level of security must be guaranteed at this point in particular. That’s why every Guest Hub installation runs securely on a Guest One server in one of the largest data centers in Germany, thus fulfilling the requirements of the DSGVO.

By the way: Your data will not be kept permanently, but imported per event and deleted after the event. You alone decide which data is collected by simply configuring the registration form.

How does a collaboration with GuestHub work?

One thing in advance: For us, customer satisfaction is a matter for the boss. And it stays that way – from initial consultation through the entire process, which we divide into 4 phases:

Planning and setup

Before the event

At the event

After the event

At the start of the project, it is important to be clear about various processes, parameters and interfaces in relation to guest management. As experienced consultants, we will be happy to help you here.
The first step in the process definition is to define the data management. Existing data is transferred, checked and compared for duplicates, then it goes into detail: What does the graphic design of the invitation look like? Will it be sent by e-mail or by post? Which way do the guests answer? Are there different categories of guests?

Do hotels need to be managed and travel booked for guests? All of these questions – and many more – come to the table and are answered.

You see – ideal guest management starts long before the event. Here it is important to implement clean and exact processes – changes are possible, but they are much more time-consuming in the course of the project. The earlier we can support you, the better the result will be!

Now the time has come: The invitations are sent out, the guests confirm their participation. This can be done online, by mail or by reply fax. Participants then receive their confirmation and name badge – for example in the form of a high-quality plastic badge with a barcode or RFID chip.
Meanwhile, the back office coordinates different types of travel, distributes hotels and responds to special requests.

On request, a telephone hotline answers the questions of your guests – if necessary 7 days/24 hours and also multilingual. A permanent Guest-One contact person will also support you during the entire registration phase.
Central data management and tailor-made reporting provide a comprehensive overview of the registration status and hotel bookings and are available at any time and any place.

The big day – the doors open. With an innovative access management system, we ensure a smooth and fast check-in and give you the certainty that only invited guests will be admitted. For large events we offer live visitor monitoring. Using iPhones or mobile scanners, guests are recorded when they enter and leave the location – a real-time overview of people present is available online at any time.

Trained staff, friendly hostesses and functioning technology provide the necessary security. We are also happy to support you with special solutions such as seating management or visitor information systems.
And should unexpected challenges arise – our experts at the information and trouble counter will solve any problem.

Lights out, the event is over, the dismantling is in full swing and your satisfied guests are already on their way back.
On request, we can send personalised thank-you letters, create an online picture gallery or inform your guests via e-mail about an event survey.

We are also happy to support you in the aftermath of your event with tailor-made solutions. For this purpose, we create, among other things, comprehensive reports and evaluations that help you to evaluate your event and are incorporated into the planning of future projects.
Because as we all know, after the event is before the event.