Corporate event management
for your summer party.
Corporate event management is planning and running a company's own events, from the invitation to check-in and the follow-up. AirLST puts invitations, registration with plus-ones and meal choice, locations, shuttles and check-in on one record. Free for up to 50 guests.
- Plus-ones at registration
- Meal choice and dietary needs
- Shuttles per location
What a company event demands from the people organizing it
Your coworkers experience a party. HR handles forty details.
Whoever manages a corporate event usually does it on top of their regular job: invitations, replies, plus-ones, meal requests, shuttles from three locations, seating, check-in, and at the end the question of who actually came. Each of these lists is simple on its own. It gets hard when they don't match. That is the gap corporate event management software closes.
Invitation, plus-one, meal, shuttle and check-in on the same guest
At a summer party, one employee has eight touchpoints with the organizing team. In AirLST, they all hang on one record. When one changes, catering, shuttle and check-in know.
Procurement · North Plant · Employee
Every role sees what it needs.
HR & Communications
Invites everyone and sees RSVPs per location in real time.
- Invitations in your company design
- Reminders to non-responders
- Live RSVPs
Locations
See their people, their meals and their shuttle.
- List per location
- Meals and plus-ones
- Shuttle times
Employees
Register in two minutes, with everything that goes with it.
- Plus-one and meal
- Program and shuttle
- Calendar file included
Check-in
Scans at the entrance and sees plus-one and shuttle.
- Valid only once
- Plus-one on the guest
- Live attendance
Invitations in your company design, registration with plus-one and meal
The invitation comes from HR or leadership, in your design, with a calendar file. Through their personal link, everyone RSVPs, registers a plus-one, and picks a meal and a shuttle. Nobody retypes lists.
- Your sender, your designTemplates in invitation management with your company logo, colors and sender address, plus the calendar file.
- Addresses from HRImport with department and location as fields; reminders go out automatically to everyone who hasn't replied.
- Plus-one as a recordThe plus-one is stored with name and meal on the main guest, not as a note, and counts against the capacity. You decide per event or per guest group whether plus-ones are allowed.
- Extra fields as neededMeal, shuttle, program, comments: registration forms ask for what catering and drivers need.
- Capacities and waitlistLimited seats per location or program item; late registrations go to the waitlist and move up automatically.
- Ticket with the confirmationPersonal QR code as a PDF or in the wallet, for the guest and the plus-one, valid only once.
- Changes through the linkCancellation, a different plus-one, another shuttle: guests change it themselves, and the list is current right away.
- Multilingual when neededLanguage versions for international teams, and a registration page on your own domain with event websites.
The company event guest list: locations, meals, shuttles, plus-ones
Catering, drivers and check-in work from the same list. One filter returns the count per meal, another the shuttle load per location, a third the guests without a reply for the reminder.
| Name | Location | Status |
|---|---|---|
| ABAnna Brooks | North Plant | Confirmed |
| JWJames Walker | Headquarters | Confirmed |
| LHLaura Hayes | South Plant | Invited |
| DSDavid Shaw | Headquarters | Confirmed |
| MFMaria Flores | South Plant | Waitlist |
| TLTom Lee | North Plant | Checked in |
| SRSofia Romano | Headquarters | Declined |
Filters, fields and exports in detail: guest list app. Seating for anniversaries and galas: seating chart.
Check-in at the company event: a scan instead of a printed list
Welcome means: no searching.
One scan, and the team at the entrance knows who is arriving, with whom, and whether the shuttle is already in. No flipping pages, no calls to HR, no line.
- Who is here? Live attendance for HR and catering, not only after the party.
- With whom? The plus-one is on the guest record and is checked in along with them.
- Name badge? For an anniversary with outside guests: badge printing at check-in, with a barcode.
- Several entrances? Every station sees the same status; a ticket is valid only once.
How it works and the app: event check-in app; for parties with thousands of guests and access control: event access control.
Invitation, registration, catering, shuttle and check-in work on the same guest
After the party, event reporting shows registration rate, attendance and no-shows per location; the survey collects the feedback. Together they make the case for the next budget.
Summer party, anniversary, kickoff, holiday party
Four occasions, one process: invitation from a template, registration with the fields the occasion needs, check-in by scan. The next party starts as a copy of the last one.
Telefónica manages 2,000 attendees with reusable design templates and plans its events in-house; Essity ran a top-management event with 150 attendees, deputies and ten workshops in AirLST; Munich Airport ran its summer party with QR tickets and 20 check-in points. Industries: manufacturing, retail and consumer brands.
What corporate event management with AirLST gives your team
Fewer questions. More party.
- 01No sign-up sheet, no retypingRSVPs, plus-ones and meals arrive in the list through the link. The spreadsheet goes away because there is nothing left to collect.
- 02Reliable numbers for catering and driversA filter instead of an estimate; cancellations up to the day change the total on their own.
- 03Every location in viewCapacity, shuttle and RSVPs per site; headquarters sees everything, each location its own part.
- 04Check-in without a lineA scan instead of a name search, plus-ones included, live attendance for everyone who needs it.
- 05The next party is already set upCopy the template, change the date, send invitations. Reporting and survey from the last event sit right next to it.
Your team should celebrate. Not reconcile lists.
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, 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.