Solution · AutomotiveAutomotive event management: dealer events, launches, ride and drives

What is automotive event management software?

Automotive event management software handles attendee management for the events of automakers, importers and dealers: dealer meetings, product launches, press events, test drives and ride and drives. It differs from general event software in three requirements: a closed, often international guest circle with allocations per organization; confidentiality until the reveal, with NDAs and access control; and vehicles as a scarce resource that runs on a schedule.

In AirLST this is not a separate application but the event platform, configured for the automotive industry: guest groups with their own flows, allocations per dealership and market, templates per language, digital signatures at check-in, time slots per vehicle, assessed under TISAX.

A closed circle, confidentiality, vehicles as a resource: that is what sets automotive apart from every other event.

How does an automotive event run in AirLST?

1. Define the circle. Press, dealers, VIPs and staff as groups; dealerships with a contact person and an allocation; markets and languages as fields (dealer events).
2. Send closed invitations. Personalized invitations in your brand design per language; registration accepts invited guests only, and allocations update automatically.
3. Book program and vehicles. Program items, time slots per vehicle, travel and hotel in the form; driver's license as a field (test drive events).
4. Issue tickets. A personal QR ticket for every confirmation, with a confirmation email, calendar file and directions.
5. Check guests in. Scans at every entrance, NDA on the tablet, badge printing, area permissions, live attendance (entry).
6. Report. Confirmations per market, attendance per group, outlets, drive log; contacts stay in the event CRM.

Which data and building blocks does an automotive event need?

Per guest: name, organization, job title, group, market and language, allocation, invitation and response status with time stamp, program items and time slots, driver's license class for driving programs, NDA status, ticket, check-in with time and area, plus-ones, travel and hotel details. Per dealership: contact person, allocation, responses.

The building blocks are standard in AirLST: invitation management with language versions, event registration with allocations and conditional logic, the guest list with groups and fields, QR tickets, the check-in app with badge printing and digital signatures, event reporting and the event CRM. Vehicles and drives come from the Vehicle Management special configuration, bookable time slots from the Booking Calendar, travel and accommodation from Hotel and Transfer.

Which formats is it suited for?

For the events of automakers, importers and dealers with a defined guest circle: dealer meetings and product training with an allocation per dealership, product launches and vehicle premieres with NDAs, press events with accreditation, test drive campaigns with time slots, ride and drives on track, off-road and street, customer events and brand experiences with hospitality.

• Test drive events: time slots per vehicle, self-booking, waitlist
• Ride and drive events: several vehicle groups, instructors, drive log
• Corporate hospitality: VIP hospitality with allocations per partner and a record per guest
• Automotive industry: the industry with all formats and the TISAX assessment

What does TISAX require from event software?

TISAX (Trusted Information Security Assessment Exchange) is the information security assessment and exchange mechanism of the automotive industry, which automakers require from vendors that process confidential information. For event software, this means the guest data of a launch, the attendee lists of a dealer meeting and the vehicle data of a driving program are processed in an environment whose information security has been assessed against the industry standard. AirLST is TISAX-assessed, hosts in Germany, is GDPR-compliant and controls access through roles and permissions with a change log. Which assessment applies with which scope, how data processing is governed and how deletion works is documented in the trust center, along with the documents for your vendor assessment.

AI for roadshows and recurring automotive events

Dealer meetings, roadshows and test drive days keep coming back, each stop slightly different. That is where an AI assistant saves the most time: through the AirLST MCP server, it builds the landing page and registration form for every stop in Airstage, modeled on an existing page, with venue, date and program in your brand design. You review and publish. That part is standard. Pulling in dealer master data or vehicle planning from your own systems is set up as a custom integration. Learn more about AI in event planning.

“Create the roadshow pages for Dallas, Atlanta and Denver: same template, each with its own date and address.”