Premiere event guest management
for the red carpet.
Premiere event guest management means one guest list for talent, press, partners and plus-ones that stays current until the lights go down. AirLST keeps invitations, media accreditation, seating and check-in together, right up to the red carpet.
- Talent, press and distributor kept apart
- Plus-ones on the main guest
- Check-in by scan or by name
What a premiere demands from guest management
The list is ready by afternoon. It is never finished.
Until the lights go down, you get late RSVPs, plus-ones, a newsroom sending a different photographer and guests who are not on the list but have to get in anyway. A premiere does not need a perfect list. It needs one that is current everywhere at once: on the carpet, at the theater door, in the seating chart and at the after-party.
Group, plus-one, seat and access rights on the same guest
A premiere guest is more than a name. There is a group that decides access to the carpet, the theater section and the after-party, a plus-one, a seat and an arrival slot. In AirLST, all of it sits on one record, and the scan at the entrance reads it.
Cast · Talent group · with plus-one
Every role sees what it needs.
Distributor & PR
Invites talent, partners and press in separate groups.
- Groups with their own invitation
- Plus-ones on the guest
- Live RSVPs
Press
Newsrooms apply for accreditation through a separate path.
- Registration with outlet
- Review by your team
- Personal QR ticket
Seating
Assigns every guest a seat to the front row, even shortly before the start.
- Seating chart by row and seat
- Plus-one next to the guest
- Reseating until the last minute
Check-in
Scans the ticket or finds the name, with no line at the carpet.
- Search without a ticket
- Group at a glance
- Live attendance
Premiere guest list and invitations: groups, plus-ones, waitlist
Talent, press, distributor, partners and contest winners each get their own invitation, RSVP path and allocation. Acceptances, declines and plus-ones flow into one list that you manage until check-in, with guests moving up from the waitlist and tickets that go out right away.
- Groups with their own rulesSeparate invitation, RSVP path, allocation and access rights per group; the group is shown on the guest and on the ticket.
- Named plus-onesA plus-one with a name for ticket and seating chart, or unnamed until the evening; plus-ones inherit the access rights.
- Moving up from the waitlistA cancellation frees a spot, the next guest is confirmed, ticket and seat go out by email or text, without resending the list.
- RSVP through the agencyAgencies and assistants reply for their talent through the same link; the RSVP lands on the right guest.
- Invitations in the look of the filmPersonal invitation, trailer, countdown and directions from invitation management, as built for ProSiebenSat.1.
- Contests and partner allocationsPartners receive an allocation and add their own guests; contest winners come in through a separate path.
- Live at every stationThe guest list is one list: carpet, theater door and after-party read the same data.
- Restrictions and notesNo interviews, no photos, security escort: notes on the guest that the scan shows to your staff.
Media accreditation for premieres and media events
Newsrooms register their people through a separate path: outlet, role, photo or written press, preferred position. Your press office approves or declines, and the approval creates the accreditation ticket. If a different photographer shows up, you swap the person instead of starting a new request.
| Name | Type | Status |
|---|---|---|
| James WalkerReplacing Ethan Brown | Photo | Waitlist |
| David Shaw | Camera + written | Confirmed |
| Maria Flores | Written | Confirmed |
| Sofia Romano | Photo | Confirmed |
| Chloe VanceNo allocation left for the photo wall | Photo | Declined |
A form from event registration with the fields your press office needs; the request lands in the press group and waits for approval.
Approve, decline or swap people in the list; ticket, position and time slot go to the right person automatically.
Accreditation, barcode scanning and access control are AirLST services, with staff and equipment from event access control if you want.
Premiere seating chart: named seats to the front row
Who sits in row one is not left to chance.
The theater is set up with rows and seats, each group gets its block and each guest a named seat: cast and director up front, distributor and partners behind them, press in its assigned section, plus-ones next to their guest. If someone cancels, you reseat. The seat is on the ticket and shows up on scan.
- Blocks per group Talent, distributor, partners, press and winners with their own section and allocation.
- Plus-ones side by side Plus-ones are seated next to the main guest automatically.
- Reseat, don't reprint Cancellation, waitlist guest, swap: the new seat goes to the guest by email or text.
- Seat at the entrance The scan shows row and seat; your staff guide guests instead of searching.
How rooms, rows and tables are set up is explained under seating chart software.
Invitation, accreditation, seating and check-in work on the same guest
That is why there is no press list next to the guest list and no seating chart next to attendance. What the press office approves, the carpet sees. What the carpet scans, the theater door sees. What the theater door sees, the reporting counts.
After the premiere, event reporting shows RSVPs, attendance per group and no-shows; contacts stay in the event CRM for the next premiere. For VIPs with plus-ones and special access, see corporate hospitality.
Premiere, TV event, festival, award show
Film premiere, series launch, TV taping with a live audience, a festival with several screenings, an award show: different formats, the same requirements. Mixed groups, press, seating and a list that changes until check-in.
For ProSiebenSat.1, the German media group, AirLST ran the invitation and RSVP process for Germany's Next Topmodel: 5,000 attendees, 150 VIP tickets, 15,000 emails, an RSVP page in the look of the show, QR tickets and check-in scanning on iPhone. For Warner Bros. Discovery, AirLST runs several events with event websites, registration forms and project management. More on the industry under media and entertainment, more projects in our customer stories.
What AirLST guest management brings to your premiere
One list. Current until the lights go down.
- 01Changes without reprintingRSVP, plus-one, waitlist: entered once, visible everywhere.
- 02Press without back-and-forthSeparate path, approval in the list, ticket and position automatically.
- 03The front row is rightNamed seating per group, plus-ones next to their guest, seat on the ticket.
- 04Check-in without flipping pagesScan or name search, group and access at a glance, notes for your staff.
- 05Numbers the morning afterRSVPs, attendance per group, no-shows, contacts for next time.
The night belongs to the film. The guest list belongs in one hand.
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?
- Set up groups. Talent, distributor, partners, press and winners with allocation, access rights (carpet, theater, after-party), arrival slot and seat block.
- Invite. Personal invitation in the look of the film, RSVP with plus-one, replies through agencies too; partners fill their own allocation (guest list).
- Accredit. Press path with outlet, role, photo or written press and position; approval in the list, ticket automatically (accreditation).
- Seat. Theater with rows and seats, blocks per group, named guests, plus-ones next to them; seat on the ticket (seating).
- 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.
- 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.