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How to Keep Track of Event Guest Lists with GEVME

Guest list tracking is an effective way to organise an event for customers and keep a record of its progress. This also allows you to coordinate the work of the team, streamline all related documentation in one place, and more effectively monitor the workflow.

About event guest lists

If you are already on the GEVME portal and have been working with it for some time, you may understand that another important aspect of data management in GEVME is lists. Guest tracking features like lists help in organizing your attendees, contacts,  invitees, etc. effectively. Any data which is displayed in a grid is divided into categories, or segments.

There are two types of lists in GEVME:

  1. Static lists
  2. Smart lists

Then you can access the guest list management and import a guest list from any event page simply by opening a drop-down list and selecting the corresponding option.

The point is that using a professional event management system is an easier and much more effective way to create guest lists, register and track attendees during the event, and follow up and review the event statistics afterwards.

You can also use Smart Lists. Smart Lists are filters, or search markers used to create a list or segment.

Smart lists are updated real-time upon the contact/attendee/orders fulfilling the search criteria. In this case smart lists can be considered as “saved searches” which consist of the records matching the search criteria.

Thus, guest lists make it easy to create, manage, and sell tickets for your events when you’re using a professional tool such as an event management website or an event guest list app. It also makes it easier to start accepting online registrations immediately.

Why do you need to track your event guest list?

Singapore Fintech Festival Attendees

Attendees from many countries may be invited to large-scale events to participate in workshops, network with professionals, listen to speeches, attend high-tech conferences, or meet with industry suppliers at prestigious awards ceremonies. Guest list management with a guest list tracker helps to organise and structure the event flawlessly from start to finish.

Every event organiser should be able to make up a guest list for the event so that each attendee is registered on the event website, informed through various digital channels, and, finally, checked in at the event. An attendee list can become an event must-have for well-structured and faster event management.

Guest list features

Guest list management via a professional event system allows users to save time spent planning and easily tailor the event check-in experience in keeping with the event’s theme, format, size, etc. For small events, it automatically allows a problem-free check-in process and lets event planners customise how it will look.

Along with an attendee list, GEVME lets you discover many useful features as you become more comfortable with this check-in manager:

  • Contact details of all visitors
  • Direct communication with visitors
  • 24/7 analytics
  • Creation of badges with QR (pdf)
  • All event info available on mobile devices (schedule, streams, locations, etc.)
  • Promotion on social media and other digital channels
  • Contests and voting
  • Event summary statistics
  • Attendee management
  • Badge management
  • Conferences/conventions
  • Exhibit/vendor management
  • Search for venues
  • Gamification
  • Room block management
  • Sponsorship management
  • Non-profit event organisation
  • And so much more

Generally, you can organise events both off and online, create and manage an attendees list, and discover even more useful tips and tools for successful event management.

How to track an event guest list with GEVME step by step

When you choose GEVME as your event guest list planner, you will find up-to-date information about how to track attendees and reduce much of your paperwork and headaches, not only with the check-in process but with online payments, statistics, and reports.

GEVME event guest list management is optimised to work on all devices and screen sizes so you can manage your events no matter where you are. In addition, the GoSmart guest list management app, which is designed for small events, allows frictionless registration, tracks attendees, and monitors your events with live access to the dashboard. This means you can make sure your guests are well taken care of.

Guest list tracking benefits:

  • Start a guest list
  • View and update
  • Use filters
  • Check statuses
  • View attendee data
  • Invite and collect registrations
  • Record registrations
  • Control attendee list
  • Event guest list templates
  • Look up live statistics
  • Import/export guest list and event reports

Here’s how it works: You register, request a demo, ask for a template or other guidelines, learn how to use it, fill in the necessary fields on the website, and create a new event and guest list. It’s simple, fast, and safe when you work with professional guest list management software.

Tips for readers

Improve your event planning guest list and management skills via the GEVME platform with the help of simple tips. They will come in handy as a simple event guest list and management checklist for the ultimate event planning experience. Here are a few guidelines:

  1. Define event planning objectives clearly.

Your attendee list will depend on the format of your event and the goals you are pursuing. For instance, a guest list for a charity will differ dramatically from that of a commercial event.

  1. Choose the appropriate format.

The format of your event dictates who will be invited. For example, a non-profit event for a cancer charity is unlikely to have the same guest list as an awards ceremony.

  1. Use online services to create an attendee list.

An online event platform will greatly automate the work and increase your chances for success. Choose the one that best suits you and your event.

  1. Learn from every event via platform stats to improve your ROI.

When you’re choosing event software, make sure it offers reports, statistical surveys, and other useful tools. Event effectiveness should be measured; after all, it’s all about your ROI.

  1. Be aware of your responsibilities.

The task of managing events and attendees throughout the process is best left to well-trained planners. Organising and tracking people effectively via guest lists are always challenging. You are also responsible for name tags, invitations, group memberships, vendors, venues, email aliases, endorsements, analytics administration, event catalogues, merchandise, and other marketing or list templates. Event organisers should also publicise events, assign awards judges if needed, and make up a guest list.

Conclusion

Event planners, administrators, managers, and other users who choose GEVME, will benefit from effective event marketing software that simplifies the event planning and organising process. They will also learn how to make a guest list from the top expert event management professionals—and so much more.

Feel free to request an event guest list template or any other information.

Please leave your comments below.

GEVME is the fully integrated platform that makes your event lifecycle happy. With advanced apps for each event management process, the platform helps you craft a custom event toolkit. Request a DEMO to experience the automation of website development, online registration, onsite check-in and related services.

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