Eliminate logistical and hospitality headaches with our logistics and hospitality module: easily manage participants' travel, accommodation, rooms, and personalized schedules. Track who is staying where in real time and simplify communication with hoteliers.
No more multiple versions of Excel files and manual data entry errors. AppCraft centralizes flight management and smart rooming and the management of your reception tasks in a single, ultra-flexible platform, offering a seamless experience for your participants and complete peace of mind for your organizational team or your Dir log ;-). With a back office as powerful as Excel, you can manage all your event planning and updates with great precision so that no one is forgotten.
Replace endless exchanges of Excel files with dynamic sharing links to ensure immediate operational fluidity.
Your service providers (hotels, transport companies) can access secure information that is always reliable and updated in real time with just one click.
This eliminates the risk of logistical errors while freeing yourself from manually updating spreadsheets via simple secure links.
Forget manual list management! Our system allows you to create dynamic groups based on participation, status, or preference criteria.
This segmentation is essential for logistics : it enables automatic assignment to rooms, transfers, or the sending of ultra-personalized communications.
It is the perfect tool for managing various participant profiles (VIPs, press, speakers, etc.) without any extra effort.
On the participant side, everything is transparent: they can find all their logistical information (tickets, hotel, partner) directly in the event's mobile app.
Benefits for logistics managers:
For logistics managers, dynamic group management allows participants to be assigned to one or more groups based on rules defined in the database.
Thanks to these dynamic rules, if a criterion changes, a participant can automatically switch to a new group. This then sends you an alert if necessary.
• The database and automation, modification, and alert functions will save you time.
• You can work with others simultaneously in collaborative mode.
Drastically reduce the time spent assigning rooms.
Give your participants the freedom to choose their own roommate directly via the app, while selecting their hotel and desired room type.
Our tool automatically manages constraints (e.g., male/female) and offers smart group assignments for those who have not made a choice. You get instant visibility into room quotas across all hotels.
Benefits for logistics managers:
• Complete centralization: hotels, activities, and workshops managed in a single user-friendly interface.
• Manage quotas in your logistics: accurately take limited spaces into account.
• Ensure optimal flexibility: room types and partner assignments directly from the forms.
• Share your rooming lists with hoteliers thanks to dynamic reports
• Increase efficiency: smooth distribution of participants, without duplicates or omissions.
• Save organizers time: everything is grouped together and automated.
Transport management becomes foolproof. Thanks to integration with Amadeus, we ensure simplified entry and instant validation of flight information by participants, guaranteeing reliable, error-free data.
Simplify the collection of schedules to organize your transfers and group your participants by transport group (according to arrival or departure times). Participants receive a notification before each transfer (reminder of the time and meeting place), centralizing all the information in their app.
• Management of participant groups and categories
• The Check-IN Check-OUT application helps you at every stage to know where your guests are, to manage your capacity and quotas
• Administration of the personalized program, which can be modified in real time
• Selective publication of information by profile
• Real-time updates of your logistics planning
Your participants can find all their personal details directly in the event app. Hotel confirmation, flight terminal, room number, and shuttle schedules are accessible with a single click, without having to search through their emails.
This ensures a modern user experience where everything is centralized in one place.
For organizers or logistics project managers:
• Less stress: anticipate needs and reduce unforeseen events.
• Real-time monitoring: instant visualization of assignments and your logistics schedule.
• Optimized management: centralized passenger lists, with no duplicates or omissions.
• Your concierge service via notifications in case of unforeseen events
• Structure your tasks by section and phase of your event project and track their progress.
• Easily list and prioritize your tasks and organize your schedule using the drag-and-drop system in your checklist.
• Assign the right people at the right time, whether they are colleagues or service providers.
• All your tasks are centralized and you receive email reminders.
• Validate your tasks without deleting them so you can reuse your event checklists for a future event.
• Manage your deadlines and easily view overdue tasks.
• Set up your alerts.
The ideal tool for event planners:
– Organizational skills to manage the pressure and stress associated with event planning
– Time and priority management to respond to unforeseen circumstances and find solutions quickly
– Flexibility and adaptability to offer increasingly innovative events
Event logistics encompasses all the operations necessary to ensure that an event runs smoothly, from planning to the day itself. It is also referred to as "receptive."
It includes managing participants, transportation, accommodation, activities, speakers, and equipment to guarantee a smooth and unexpected experience.
At AppCraft, we centralize all this data in a single, intuitive platform that is more powerful than an Excel spreadsheet, simplifying the lives of logistics managers and ensuring the success of every event.
Setting up effective logistics management relies on anticipation, centralization, and automation of processes. Here are the key steps:
1. Centralize information: gather all participant data (transportation, accommodation, activities, workshops, etc.) in a single interface.
2. Plan and track tasks: create to-do lists structured by project phase to track progress and meet deadlines.
3. Automate assignments: let the platform automatically assign each participant to their hotel, group, or flight based on their responses to the form.
4. Collaborate in real time: work together on the same basis, in collaborative mode, while limiting errors thanks to alerts and dynamic updates.
5. Track on the day: view arrivals, transfers, and check-ins/check-outs in real time for a smooth, stress-free experience.
These steps are simplified thanks to Appcraft's software: everything is connected, automated, and customizable to ensure smooth logistics and a perfectly orchestrated event.
1. Transportation planning and coordination: AppCraft can help organizers plan and coordinate transportation to and from key arrival points such as airports, train stations, and hotels.
2. Integration of transportation options into registration: The registration system can allow participants to select transportation options when registering for the event, facilitating both overall and individual planning.
3. Effective communication with participants: AppCraft provides tools to effectively communicate transportation information to participants, including schedules, pick-up locations, and recommended routes.
Appcraft can answer this question in several ways:
1. ISO certifications: AppCraft is ISO 27001 and ISO 20121 certified, which indicates that we follow strict standards for information security and sustainable event management. This assures customers that safety and health practices are at the heart of our operations.
2. Secure event management: The AppCraft platform offers specific features for secure event management, including logistics, registration, and check-in, contributing to a safe environment for all participants.
3. Security Technologies: AppCraft uses advanced technologies to secure participant and staff data, ensuring that all information is protected against cyberattacks and other security threats.
