Essity case studyWhen the assistant, not the guest, registers.
This Essity case study shows how AirLST managed invitations for a three-day executive event: 150 senior leaders, 150 potential substitutes, 10 workshops and a registration that kept up with every schedule change.
The challenge
High-ranking guests who rarely reply themselves.
Essity invited its senior leadership to this event, and declining was not an option. In most cases, the invitations were handled not by the invitees themselves but by their executive assistants. Attendee management therefore had to cover both: the guests and the people who actually manage their calendars.
On top of that, schedules kept changing, international guests needed visa registration, and the program ran many workshops across three days. At the venue, internet-based communication was not possible.
The AirLST solution
Substitutes in the system. Details editable at any time.
With substitute access, not only the invitees but also their designated substitutes received access to the system. That kept every relevant detail in the right system. The re-login function let them update their details again and again as schedules kept changing. Visa registration also ran through AirLST.
Ahead of the event, the event team assigned guests to the workshops. Ten minutes before each workshop, attendees received an SMS reminding them of their next session. Throughout the three-day event, AirLST also ran accreditation and the hospitality desk on site.
The result
An executive event that kept up with every change.
Guests, substitutes and assistants worked in the same system: every relevant detail lived there and could be updated whenever a schedule changed. Attendees responded very positively to the SMS service, especially since internet-based communication was not possible at the venue. On all three days, the AirLST team ran accreditation and the hospitality desk.
To see how conferences and workshop formats run on AirLST, take a look at conference management, training management software and the manufacturing industry.
Essity case study FAQ
Why did the Essity event need substitute access?
The invitations went to senior leaders, and declining was not an option. That is why AirLST gave system access not only to the invitees themselves but also to their designated substitutes: 150 attendees and 150 potential substitutes in total.
Who managed the registrations for the executives?
In most cases, executive assistants handled the invitations rather than the invitees themselves. With the re-login function, assistants could return to a registration at any time and update it as their executives' schedules changed.
How were attendees reminded of their workshops on site?
Internet-based communication was not possible at the venue, so AirLST sent an SMS to attendees ten minutes before each of the 10 workshops. Attendees responded very positively to the service.
Did AirLST handle visa requests for international guests?
Yes. Visa requests from international guests were also handled through AirLST.
Can AirLST support a similar executive event for my company?
In a personal demo, we show you how substitute logic, re-login, workshop management and on-site support could work for your own event format.