Guest List Management

Manage Guest Lists Faster

Simply import your guest lists. Our software takes care of duplicates, ensures that your data stays up-to-date and brings order to your data. Time-consuming data entries are no longer necessary.

Guest List Management

Feel in Control of your Data

All your guest data is in one place and automatically synced with your Marketing and Sales CRM tools.


Forget Manual Spreadsheets

Flexible, Powerful and yet Simple

All the guest information you need in one place, always up-to-date and easy to use. Use guest categories, attributes and tags for smarter audience segmentation and personalised communication. Create your own guest attributes to track of the information that is relevant to you.

Derive Actionable Insights from your Guest Data

Audience Data Visualised

Have all data from any event type and format, available at any time, from everywhere. In the event dashboard, you can derive actionable insights for data-informed decisions.

Work as a Team

Together. Coordinated. Successful.

Give users different roles and rights for seamless collaboration in Sweap. The planning and implementation of an event is not a single achievement - we have built Sweap so that you can collaborate better.

Tips & Tricks

4 Steps to Successful
Guest List Management

  1. Data sourcing & guest list creation

    Gather all contact information available to you to promote your event. Professional guest list management systems allow you to import scattered data with a single click. Combine all your contact data into a centralized, elegant guest list to make sure no one is left behind.

  2. Guest list invitations

    Your guest list is ready - time to start sending out those invitations to your potential attendees. Make sure to personalize your invitations as a way of making your guests feel special from the start.

  3. Guest list updates & adjustments

    As your attendees start registering for your event, your guestlist begins to form. Attributes such as addresses, company names, food requirements, transport and hotel information are added to your list. This kind of information allows you to segment your guest list and effectively manage your guest’s expectations.

  4. Guest list evaluation

    Reporting is key to ensure the success of your future events. Once the curtain is down and the lights are on, you need to evaluate your event’s success. This step is critical in finding room for improvement and making your next event even more memorable for your guests.

10 Tips on Effective
Guest List Management

  1. Start early

    Begin creating your guest list well in advance of the event to ensure you have plenty of time to make changes and updates.

  2. Be organized

    Create a system for tracking guests, preferably a specialized guest list management software.

  3. Be inclusive

    Think about the demographics of your guest list and try to include a diverse group of people.

  4. Have a clear RSVP process

    Make sure guests know how to RSVP, what information you need from them, and when the RSVP deadline is.

  5. Follow up with guests

    Keep in touch with guests to remind them of the event and to check that they're still planning to attend.

  6. Keep a master list

    Keep a master list of all the guests and their contact information, so you can easily communicate with them.

  7. Send invites

    Send out formal invitations to guests to ensure they have all the information they need to attend.

  8. Prepare for unexpected guests

    Have a plan in place for dealing with unexpected guests to ensure that they can be accommodated if possible.

  9. Review the list regularly

    Review the guest list regularly to make sure all the details are accurate and that you're expecting the right number of guests.

  10. Be flexible

    Be flexible and be prepared to make adjustments to the guest list as necessary.

Our Blog

Your Path to Efficient Guest Management

  • 5 Problems With Event Guest List Management and How to Solve Them

    • Guest Management

    Guest list management is the key to a successful event. Knowing your visitors and their needs is crucial to create memorable experiences. Find out about the 5 most common problems and how to solve them.

  • Guide to the Perfect Registration Form

    • Guest Management

    Registration forms are the easiest way for customers and companies to get in touch. How to perfect your forms and what you need to consider when creating them? Find out here!

  • The Most Important KPIs for Your Event

    • Event Strategy

    By evaluating your event KPIs, you make the success of your event measurable and can then take optimisation measures to meet the interests of your target group even better and therefore increase success. In this article, we reveal which KPIs you"…"

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