Conference management software
for your annual conference.
Conference management software organizes registration, sessions, hotel, travel, check-in and reporting for multi-day events. AirLST guides every attendee through all of it with one registration, one ticket and a personal agenda in the event app.
- Registration with sessions
- Badge printing at check-in
- Event app with the agenda
What a multi-day conference demands from the organizing team
Attendees experience one conference. Your team runs twenty events.
One keynote, twelve sessions, three workshops, lunch, an evening program, two hotels, four shuttles. For the attendee, that is one agenda in the app. For your team, it is room blocks, rooms, time slots, lists and changes until the last minute. AirLST keeps both on the same record.
Sessions, hotel, networking and attendance on the same attendee
Over three days, a conference attendee has around twenty touchpoints with your team. In AirLST, they all hang on one record. When one changes, the app, the entrance and the hotel know.
Northwind Retail · Head of Procurement · Attendee
Every role sees what it needs.
Program team
Sees capacity per session and replans before a room fills up.
- Capacity per session
- Rounds without overlaps
- Push on changes
Attendees
Have their own agenda in the event app.
- Personal agenda
- Ticket in the app
- Push on room changes
Travel
Manages hotel and transfers on the attendee record, not in a second list.
- Rooms and nights
- Shuttles and transfers
- Travel missing? Reminder
Check-in
Scans the ticket and prints the name badge on the spot.
- Badge printing at the counter
- Check-in per day and room
- Live attendance
Conference registration with sessions, hotel and travel
One registration for everything: days, sessions per time slot, workshops with seat limits, hotel with room type, travel with shuttle, meals and plus-ones. Room blocks and capacities update as people register, overlaps are not offered, and the confirmation includes the ticket and a calendar file.
- Sessions per time slotParallel sessions with seat limits; overlaps are not offered, and full sessions lead to the waitlist.
- Hotel and travelRoom types with room blocks, arrival and departure with flight or train number, shuttle as a time slot: the Hotel and Travel configuration.
- Groups with their own pathAttendees, speakers, sponsors, press, VIPs: separate forms, capacities and prices.
- Payment and invoiceTickets per day or package, early bird, discount codes, payment by credit card or PayPal, invoice with the confirmation.
- Invitation and websitePersonal invitations from invitation management, program, speakers, hotel, directions and registration on the event website, in your corporate design, with language versions and your own domain.
- Changes through the linkAttendees switch sessions or hotel themselves while seats are available; the app and lists follow.
- Meals and plus-onesMenu choice and dietary restrictions per day, plus-ones for the evening program: the Catering Manager configuration.
- More on registrationFields, conditions and capacities in event registration software.
The conference app: program, agenda, push, ticket
Attendees see the program, their personal agenda from registration, their networking meetings and their ticket. Your team changes a room, the app shows it, and a push notification tells the people affected.
| Time | Session | Room | Status |
|---|---|---|---|
| 9:00 AM | Keynote: Retail 2030 | Main hall | Confirmed |
| 10:30 AM | Retail DataRoom changed · push to 18 attendees | Room A → C | Confirmed |
| 10:30 AM | Logistics 2030 | Room B | Confirmed |
| 2:00 PM | Workshop: Packaging | Room B | Waitlist |
| 7:00 PM | Evening program · dinner | Foyer | Confirmed |
The attendee's chosen sessions, networking meetings, shuttle and hotel, taken from registration, in the event app on iPhone and Android.
Room change, delay, new agenda item: push goes only to attendees of the affected session, with email and text messages as channels for everyone.
Suggestions, meeting requests and confirmed meetings with location: the Attendee Matching configuration shows them where attendees already look. Contact details become visible only after both sides agree.
Conference check-in: badge on day one, scan on every day
One badge for three days. One list for every room.
On the first morning, the ticket is scanned and the name badge is printed. From then on, the badge does the work: at the door for daily attendance, outside the room for the session, at the networking table for the meeting. All on the same list.
- Registered for today? Days from registration, the ticket is valid accordingly, attendance per day.
- Badge in seconds The scan starts printing with a barcode; several print stations in parallel.
- Session check-in Scan outside the room, attendance per session, waitlist moves up.
- How many are here? Live per day, room and group for the project lead, catering and speakers.
Printers, scanners, access control and staff come with event access control; the app is explained under event check-in app.
Registration, app, hotel, check-in and reporting work on the same attendee
That is why there is no room list next to the attendee list and no rooming list next to registration. What the attendee chooses is visible to the hotel, the driver, the speaker and the app.
For sessions and workshops as bookable time slots there is the Booking Calendar configuration, for hotel and shuttles Hotel and Travel, for meetings Attendee Matching. Contacts stay in the event CRM for the next edition.
Conference, summit, congress, partner day
Company conference, industry conference, congress with an exhibition, customer summit, virtual or hybrid edition: different sizes, the same requirement. Many agenda items, one attendee, one record.
Zalando's Digital Acceleration Summit ran with 800 guests over three event days; Telefónica runs events with 2,000 attendees using reusable landing pages, ticket templates and emails in its own design. More projects under customers, and the wider picture under corporate event management.
What conference management with AirLST gives your team
Twenty events. One attendee. One agenda.
- 01One registration for everythingSessions, hotel, travel, meals and networking in one form, on the same record.
- 02Program maintained onceWebsite, app and personal agenda read the same source; changes go out by push to the people affected.
- 03One badge, every roomScan at the door, outside the room, at the table; attendance per day and session without a second list.
- 04Hotel and drivers in the loopRooming list and shuttle plan as scheduled exports from the same registration.
- 05Reporting per sessionAttendance, no-shows and feedback per agenda item, for the next edition.
The conference happens between sessions. The organizing happens before.
What is conference management software?
Conference management software handles attendee management for conferences, summits and congresses: registration with session selection, hotel and travel, communication, an event app with the program and a personal agenda, check-in with name badges, attendance per session and reporting. It is not the same as video conferencing software, which transmits calls: conference management software in the event sense organizes people in one place over several days, with many agenda items and limited seats.
In AirLST, this is not a separate application but the event platform configured for the conference: sessions as time slots with capacity, hotel and travel as fields and room blocks, networking as bookable meetings, the event app as the home of the personal agenda, and the badge as the key to days, rooms and tables.
Conference management software organizes people in one place over several days, with many agenda items and limited seats.
How does a conference run in AirLST?
- Build the program. Days, time slots, sessions with rooms and seats, workshops, evening program; hotels with room blocks, shuttles as time slots.
- Invite and register. Personal invitation or public website; registration with days, sessions, hotel, travel, meals and payment (registration).
- Inform. Confirmation with ticket and calendar file, reminders, event app with the program and personal agenda, push on changes (event app).
- Connect. Networking suggestions and meetings as time slots, confirmed in the app (Attendee Matching).
- Check in. Badge on day one, scan per day, per session, per table; rooming and driver lists for hotel and shuttle (check-in).
- Report. Attendance per day and session, no-shows, survey feedback, contacts in the event CRM.
Which data and building blocks does a conference need?
Per attendee: name, organization, job title, contact details, group (attendee, speaker, sponsor, press, VIP), days, sessions and workshops per time slot, hotel with room type and nights, arrival and departure with shuttle, meals and dietary restrictions, plus-ones, networking profile, payment status, ticket, attendance per day and session, feedback. Per session: time, room, speaker, seats, waitlist, attendance.
The building blocks are standard in AirLST: online registration with capacities and conditional logic, guest list, invitation management, event websites, event app, QR tickets, check-in app with badge printing, surveys, event reporting and the event CRM. Special configurations add Hotel and Travel, Attendee Matching, Booking Calendar and Catering Manager.
Which formats does it fit?
Any format with several agenda items and limited seats: the company conference for employees and leadership, the industry conference with sessions and speakers, the congress with an exhibition and overnight stay, the customer summit with networking and hospitality, and the hybrid edition with access links from the same registration.
- Manufacturing: customer and user conferences across many locations
- Public sector (Europe): industry conferences for the public sector and business
- Retail and consumer brands: partner and dealer days in your brand design
- Corporate events: internal conferences, kickoffs, leadership meetings
- Trade show management: when an exhibition runs alongside the program
- Corporate hospitality: VIP program and hospitality next to regular registration
- Training management: when the conference turns into a series of dates
How do you plan a conference with software?
By setting up the conference as a data model before you invite anyone: days and time slots, sessions with rooms and seats, hotels with room blocks, shuttles with capacity, groups with their own rules. After that, the conference organizes itself through registration: attendees choose, capacities update, waitlists catch overflow, the app shows the agenda, the badge opens the rooms, and every change reaches the people affected. What your team still does is decide: move a room, shift a session, confirm who moves up from the waitlist. What it no longer does is reconcile lists. At the end, reporting per session shows which agenda items carried the event and which rooms were too small, the basis for the next edition.