Special: Web-based attendee management systems

Newsletter 3-2003

Right now web-based attendee management systems are the killer applications of the event management sector. In a recent survey in Germany 87% of event managers claimed they wanted to work with such a system in future. Their reasons? They eliminate routine jobs, minimise errors, reduce costs and meet client needs for a better customer service.

The hallmark of these systems is the "intelligent registration form“. Attendees receive an invitation by email, fax or post with a link to a tailor-made event site, where they can gain information and register. As attendees can be divided into groups, everybody will receive event and hotel offers tailored to their needs. Confirmation is automatically sent at the end of each registration.
At the same time the registration data are fed directly into the organiser's central database – without any need to process the registration again.

Great response from attendees

The digital communication trend also meets with a great response on the part of attendees. Today eight invitees in ten already opt for online registration, if offered to them as an alternative to fax and telephone registration. And this applies across all industries, professional groups and events - be it for an in-house management meeting or a big medical congress.

New business models offer a low-cost alternative

Most of these solutions are so-called ASP models. The user no longer has to buy and install the software but the application is installed centrally by the provider and the event manager can access it at any time and in any place with his Internet browser – like e-banking. As these programmes are based on Internet standards, they work intuitively and are easy to learn.

For event organisers who only occasionally organise events or first want to test this kind of solution, most software manufacturers offer so-called service packages. For this the provider's technicians receive an agenda of the event and a list of attendees in Outlook or Excel format and use it to create a website, handle invitations and registrations, organise workshops and room allotments. Simultaneously the organiser has access to reporting and can see in real time how his meeting or seminar is getting on.

With ASP models the customer is only charged for his actual use of the software, for example for the number of registered attendees or transacted events. So the user's investment risk is low and costs are often just a fraction of what is normally spent on event logistics.

About the author: Juergen Fassbender is the head of RemoteEvent/ seeUthere Technologies in Munich. You can send him an e-mail on juergen.fasssbender@remoteevent.com with questions or suggestions.