Automotive event management
for the reveal.
Automotive event management means running dealer meetings, vehicle launches, press drives and test drives for a defined guest circle. AirLST keeps invitations, registration, vehicle slots and check-in on one record for dealers with allocations, press with accreditation and customers with invitations. Right up to the reveal.
- Closed guest circle
- Digital NDA at check-in
- Press, dealers and VIPs kept apart
What automotive events demand from your team
Until the cover comes off, only the people inside know. And everyone inside is on the list.
A launch is confidential, a dealer event has allocations, a press event requires accreditation, a driving program runs on a tight schedule. Four formats, four sets of rules, one common denominator: the guest circle is defined, and every person must verifiably belong to it. That is why AirLST completed a TISAX assessment, the information security assessment standard of the automotive industry.
Press, dealers, customers and staff on one record
A product launch has four guest groups with four invitation flows, four allocations and four sets of permissions. In AirLST they are four groups in one list; the rules sit with the group, the proof sits with the guest.
Westlake Motors · Sales director · Dealer, market US
Every role sees what it needs.
Event team
Plans the launch and sees confirmations per group in real time.
- Groups with their own rules
- Invitations in your brand design
- Reporting per group
Dealership
Registers its own people, within its own allocation.
- Allocation per dealership
- Plus-ones and program choice
- Invitation in its own language
Press
Gets accredited through a separate flow with outlet and beat.
- Registration for invitees only
- Review by your team
- Personal QR ticket
Entry
Scans the ticket while the guest signs the NDA digitally.
- Single-use tickets
- NDA at check-in
- Name badge printed on the spot
Dealer events with an allocation per dealership
Dealer meeting, product training, brand experience: every dealership gets its allocation and its invitation, in its language. Its people register within the allocation, with plus-ones and program choices. Responses show up per dealership in the list.
- Dealerships with allocationsEach dealership with a contact person and a seat budget; registrations count against its allocation.
- Invitations per market and languageTemplates in your brand design per language, sent from your own sender address through invitation management.
- Responses per dealershipConfirmations, open seats and missing answers per dealership in the guest list; targeted reminders.
- Program and travelTraining, driving program and evening event as program items; travel and hotel through the Hotel and Transfer special configuration.
- Press eventsInvitation to your media list, accreditation with outlet and beat, review and confirmation, QR ticket, scan at the counter with badge printing; afterwards, reporting on which outlets attended.
- Product launchesPress, dealers, VIPs and staff as separate groups with their own flows; registration accepts invited guests only; a personal ticket for every confirmation; scans at every entrance, live attendance; NDA signed digitally at check-in.
- Test drivesTime slots with a capacity per vehicle, self-booking, waitlist, license check: test drive events.
- Ride and drivesTrack, off-road and street in parallel, instructors, drive log: ride and drive events and the Vehicle Management special configuration.
The guest list of a launch: groups, allocations, markets
One list, four groups, twelve markets. Filters per column, saved views for press, dealer relations and the entry team, allocations per dealership and a log of who changed what and when.
| Guest | Market | Status | Ticket |
|---|---|---|---|
| JWJames Walker | US | Checked in | R7BEYDEU |
| ABAnna Brooks | US | Confirmed | TQ4LM8XA |
| LHLaura Hayes | CA | Requested | – |
| DSDavid Shaw | MX | Confirmed | E27TGE1Q |
| MFMaria Flores | US | Waitlist | Waitlist |
| TLTom Lee | UK | Checked in | AIJOK0DG |
Press accredited, dealers with allocations, VIPs with plus-ones, staff with ID: each group has its own flow and its own permissions at the entrance.
Market, language and importer as fields; sending and reporting per market, landing pages with language versions through the event website builder.
The event CRM knows the history per dealership: who came to the last meeting, who never responds, who always shows up with a full allocation.
Entry at the launch: scan, NDA, area
Nobody gets in unnoticed.
One scan, and the entry team knows: invited, which group, which area, NDA signed or not. The name badge prints, and attendance shows live for the project lead.
- Is the person invited? Ticket valid, group known, code not yet used. No invitation, no record; no record, no entry.
- NDA signed? Digital signature on the tablet at check-in, stored with the guest.
- Which area? Presentation, driving program, press lounge: permission comes from the group and shows at the scan.
- Name badge Printed on arrival in near real time, with a barcode for the driving program and restricted areas.
Event access control provides smart gates, scanners, printers and on-site staff; the event check-in app page explains the app.
Invitation, registration, entry and driving program work on the same guest
That is why there is no dealer list next to the press list and no vehicle list next to the guest list. What brand communications approves, the entry team sees at the scan and the instructor sees in the drive log.
After the event, event reporting shows confirmations per market, attendance per group and which outlets attended. The contacts stay in the event CRM for the next launch.
From dealer events to ride and drives
Five formats of the automotive industry, one principle: a defined guest circle, verifiable attendance, the brand front and center.
For Mercedes-Benz, an event with 900 attendees ran through a landing page in the customer's design, with a four-month project timeline and three seconds of print time per name badge. More projects are in our customer stories, the industry view is on automotive industry, and the assessment is explained on the TISAX page.
What AirLST brings to your automotive event team
Confidential for the brand. Verifiable for the organization.
- 01A closed circle, verifiedOnly invited guests can register, only scanned guests are inside, every NDA is stored with the guest.
- 02Allocations instead of follow-up emailsPer dealership, per market, per area: taken, free and waitlisted seats live in the list, not in your inbox.
- 03One standard for all marketsTemplates per language, fields per market, reporting per importer.
- 04Vehicles as seatsTime slots, vehicle pool and drive log from the same registration, through the Vehicle Management special configuration.
- 05TISAX and hosting in GermanyThe information security assessment standard of the automotive industry, completed by AirLST. Details in the trust center.
The vehicle stands in the spotlight. The guest list works behind the scenes.
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?
- 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).
- Send closed invitations. Personalized invitations in your brand design per language; registration accepts invited guests only, and allocations update automatically.
- 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).
- Issue tickets. A personal QR ticket for every confirmation, with a confirmation email, calendar file and directions.
- Check guests in. Scans at every entrance, NDA on the tablet, badge printing, area permissions, live attendance (entry).
- 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.