SERVICES

Guest Management Service

Your guests arrive informed, welcomed, and well cared for.
You can focus only on the content.

By your side to simplify the complex: transforming every moment into value

“With you, you can feel the smile even over the phone”.

In your industry, we understand how crucial it is for guests to perceive a dedicated, attentive welcome that is fully aligned with your values.

Our goal is for every one of your guests to feel welcomed, recognized, and well cared for, while you can focus on the strategic aspects of the event.

Our approach combines technical efficiency with human attention, ensuring a registration flow that is simple and smooth for guests, yet well-structured for you: proactive assistance, orderly information management, and constant coordination that guarantee a high-quality experience and the confidence that everything runs seamlessly.

WORKFLOW DEFINITION

Identification of project needs and definition of the data to be collected, including methods and timelines
Selection of the most suitable registration platform and design of the registration flow architecture
Creation of a dedicated, custom-designed registration form with a flexible structure and dynamic rules for field visibility and completion
Management of automated post-registration communications based on the information provided

COMMUNICATION AND INVITATIONS

Design and custom creation of save-the-date messages, official invitations, and reminders, fully aligned with the event and brand identity
Adaptation of invitation materials for different audiences (VIPs, guests, press, partners, staff, etc.)
Sending and full management of invitations using the most appropriate tools (dedicated platforms, personalized e-mail campaigns, one-to-one invitations for VIP guests)

RSVP AND ATTENDEE MANAGEMENT

Accurate RSVP management with constant monitoring of responses
Targeted follow-up activities to request confirmations or complete missing information
Personalized phone recalls for selected guests or strategic stakeholders
Management of last-minute changes, including additions, cancellations, and substitutions

DATABASE, LISTS, AND REPORTING

Creation and continuous updating of structured guest databases
Data verification and quality control, including duplicate handling and out-of-list name checks
Segmentation and management of dedicated guest lists (attendees, VIPs, press, staff, speakers, etc.)
Real-time reporting and updates on registrations and attendance
Management of specific guest requests in coordination with the Client or Event Project Manager to define tailored responses
Sharing of customized reports with the client and involved stakeholders
Monitoring of the defined project timeline

INFO POINT AND GUEST SUPPORT

Activation of dedicated info points (e-mail and/or phone) to respond to guest inquiries
Management of pre-event informational communications (logistics, dress code, access, schedules)
Personalized support for specific needs, including VIP guests, international guests, and special requests

MATERIALS AND DOCUMENTATION

Preparation and packaging of event materials (badges, welcome kits, informational documentation)
Coordination with suppliers and internal teams for proper material distribution
Verification and updating of contents up to the event date

ON-SITE GUEST MANAGEMENT

Guest welcome and management of accreditation phases
Continuous on-site assistance with attention to each participant's needs
Coordination between guests, the event team, and client contacts
Issue management with a discreet, solution-oriented approach

GUEST LOGISTICS

Organization of guest transfers for arrivals, movements, and departures
Coordination with transport providers and drivers
Management and updating of rooming lists in collaboration with hotels
Support for last-minute logistical changes

FULL ASSISTANCE

Pre-event support to ensure proper guest preparation and information
On-site presence during the event as the operational reference point
Post-event support, including activity closure, final reporting, and guest follow-ups
Setup and management of automated and manual communication flows, tailored to the complexity of the event