Solution · Corporate eventsCorporate event management: invite, register, check in

What is corporate event management?

Corporate event management is the planning and running of events a company hosts for its own people and guests: summer parties, anniversaries, kickoffs, town halls and holiday parties. It brings four things together: the invitation to every employee, a registration that captures what catering and logistics need to know, the guest list as a shared status for everyone involved, and check-in on the day. Depending on the occasion, plus-ones, several locations with shuttles, a program with limited seats, a seating chart for the anniversary and the analysis afterwards come on top. The hard part is not any single list but keeping them consistent while everything keeps changing until the day.

Corporate event management means one list everyone works on, instead of six that someone has to reconcile.

How does a company event run in AirLST?

HR imports the employee list with department and location and sends the invitation in the company design with a calendar file. Everyone RSVPs through their personal link, registers a plus-one, meal and shuttle, and receives a confirmation with a QR ticket. The guest list shows RSVPs per location, catering filters by meal, drivers by shuttle, and reminders go to everyone without a reply. On the day, the team scans tickets at the entrance and attendance is visible live. Afterwards, reporting and the survey provide the numbers for next time.

Which data and building blocks does a company event need?

Per guest: name, department, location, email; RSVP with timestamp; plus-one with name and meal; dietary restrictions; shuttle or travel; selected program items; ticket; attendance. The building blocks are invitation management, event registration with extra fields, the guest list with capacities and a waitlist, the QR ticket and check-in. Special configurations cover edge cases: Catering Manager for meal time slots, Hotel and Transfer for guests traveling in from other locations.

Which company events does it fit?

Every internal occasion with registration: the summer party or family day with plus-ones and a kids' program, the company anniversary or gala with outside guests, a seating chart and name badges, the kickoff or town hall with workshops and travel from several locations (see the guide how to plan a sales kickoff), and the holiday party with a short registration and a waitlist. Customer events of the same company use the same building blocks with a different tone; how the two differ is covered under email invitations. Larger formats with a program and sessions are covered by conference management.

Annual kickoff and kickoff events: what comes on top

At an annual kickoff, the attendee list comes from the HR system, attendance is usually expected, and colleagues travel in from other locations. That is why registration asks not only for the workshop and dietary needs but also for travel, flight or train number and hotel needs; from that come the rooming list, the shuttle plan and the catering numbers. Managers see who on their team is still missing, the evening gets a seating chart by rank and team, and an anonymous survey shows afterwards how the kickoff landed. A timeline and a checklist are in the guide how to plan a sales kickoff.

AI for company events: connecting Copilot and Microsoft 365

Plenty of companies already run on Microsoft Copilot and Microsoft 365. As part of your system configuration, AirLST can be connected there, so the assistant can pull RSVPs by office, draft a reminder for everyone who hasn't replied, or put together headcounts for catering and shuttles, while approvals from HR or managers stay inside your own internal processes. This is a custom integration, set up by Integration Services or your IT team, not an out-of-the-box feature. For how assistants, company systems and event data fit together, see AI in events.

“How many people from the Chicago office have RSVPed for the summer party, and who needs a shuttle?”