Solution · Premiere eventsPremiere event guest management: one guest list until the lights go down

What is premiere guest management?

Guest management for a premiere is the organization of the invited guests of a media event from invitation to reporting: groups such as talent, distributor, partners, press and contest winners, personal invitations with RSVP and plus-ones, media accreditation, seating to the front row, tickets, check-in on the red carpet and at the theater door, after-party and attendance. Unlike open ticket sales, the list is closed and personal, and it keeps changing until the lights go down.

In AirLST, this is not a separate application but the event platform configured for the premiere: groups with their own rules, named plus-ones, accreditation as a separate registration path with approval, a seating chart with blocks, tickets per person and a check-in app that shows group, seat and notes.

A premiere does not need a perfect list. It needs one that is current everywhere at once.

How does a premiere run with AirLST?

1. Set up groups. Talent, distributor, partners, press and winners with allocation, access rights (carpet, theater, after-party), arrival slot and seat block.
2. Invite. Personal invitation in the look of the film, RSVP with plus-one, replies through agencies too; partners fill their own allocation (guest list).
3. Accredit. Press path with outlet, role, photo or written press and position; approval in the list, ticket automatically (accreditation).
4. Seat. Theater with rows and seats, blocks per group, named guests, plus-ones next to them; seat on the ticket (seating).
5. Check in. Scan or name search on the carpet, group and seat at a glance, notes for your staff; theater door and after-party read the same data.
6. Report. RSVPs, attendance per group, no-shows; contacts in the event CRM for the next launch.

Which data and building blocks does a premiere need?

Per guest: name, group, organization or outlet, contact and agency contact, RSVP, named plus-one, access rights, time slots for drop-off and photo wall, seat, ticket, notes such as restrictions, and attendance per station. For each press request, also the type (photo, written, camera), position and approval status.

The building blocks are standard in AirLST: invitation management, the guest list with groups and plus-ones, event registration as the accreditation path, the seating chart, QR tickets, the check-in app, event reporting and the event CRM. On site, accreditation, barcode scanning, access control and staff come through event access control.

Which formats does it fit?

Any audience event with a closed, personal guest list and mixed groups: the film premiere, the series launch, the TV taping with an audience and VIP tickets, the festival with several screenings and multi-day accreditation, the award show with tables, the press screening under embargo.

• Media and entertainment: TV shows, premieres, audience events of broadcasters
• Retail and consumer brands: brand award shows with press, creators and partners
• Corporate hospitality: VIPs and guests of honor with plus-ones and special access
• Event access control: scanners, access control and staff for the night

What is media accreditation for an event?

Media accreditation is the vetted admission of journalists, photographers and camera crews to an event: who may go to which position, carpet, photo wall, theater or press conference, in which role and in which time slot. It differs from a guest invitation because the newsroom applies and the press office decides, and because people change until the evening. Software for it needs a separate registration path with the press office's fields, allocations per position, approval and decline with a message, swaps of people, and a personal ticket created from the approval that shows the position at the entrance. That is exactly how accreditation is built in AirLST: as event registration with approval in the guest list, with ticket and scan like any other guest.