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7 Ways Our Guest Portal Makes Managing Events Easier

By Caroline Cox | 3 min read

Depending on how long you’ve been working in events, surely there are at least a few ways you’ve seen the industry transform. Sure, some may be hesitant or slow to adopt event technology. But its ability to make the management process easier, faster, and more organized can’t be denied.

Along with creating an all-in-one platform for your events program, we created Gather’s guest portal as the main hub between venues and guests. This portal makes it easy to communicate, view documents, update details, and more. 

Here, we’re highlighting just a few of the top ways the guest portal makes event pros’ jobs easier while providing a better customer experience in the process.

1. It keeps your management process consistent

Having a consistent process for how you manage everything from leads to event execution is crucial to running — and growing — an events program. With a guest portal like Gather’s, it’s easy to develop a step-by-step process that ensures nothing falls through the cracks.

Gather auto-generates a unique portal for each event that guests can use to view and approve event details. Not only is this beneficial for your events team, but having a clear-cut method for handling everything from menus and event note changes to guest count updates also makes it easier to train new employees so they can hit the ground running.

2. Guests get complete transparency

With the guest portal, your event customer has access to everything pertaining to their event. All they have to do is click the link in their proposal email to access their individual portal.

But while transparency is crucial, we know that there are some details for your team’s eyes only. That’s why things like internal notes and in-house communications aren’t able to be viewed by the guest. 

3. Action items can be addressed easily

Ah, yes — that awkward moment when you have to ping your customer and let them know they’re late on a payment. It’s no fun for anyone, but you’ve also got to get paid.

Gather’s guest portal calls out action items that need attention, whether that’s an upcoming payment that needs to be made or a contract needs to be signed. We’ll call it out, so you (hopefully) don’t have to!

4. It keeps you and your team organized

We built Gather’s platform as a one-stop shop for everything you need to manage great events. Our guest portal is similar in that it’s the one central location for details that pertain to each event.

And this doesn’t just benefit you and your team. Making the process easy to navigate for your prospects and customers means they’re more likely to book the event. Ideally, they’ll become a returning customer, too.

5. Event details can be viewed in real-time

Forget having to throw out and reprint dozens of BEOs and menus because of one small change. Those days are over! Gather’s guest portal is cloud-based. This means everyone is always able to access the latest event details and updates.

Whether you’re managing one event or 30 at a time, you can keep everyone in the loop by directing them to their unique guest portal. And since all their event details are in one place, key actions are easy to access. With things like e-signatures and online payments, you’ll be surprised at how this speeds up the process.

6. Docs can be viewed and signed in the app

It’s a pain to be sending signed and unsigned documents back and forth via email. It also makes it easy for things to get lost in the (virtual) shuffle, and could even be putting your event guests at risk.

That’s why our guest portal makes it simple for event customers to view and sign policies. Not only does this help you close business faster, but our clean and simple branding options let you add your own header image and company logo, so you always look professional and presentable.

7. Guests see exactly what they’re paying for

With the guest portal, your event customer can pay securely online. This makes it easy to see what they’ve already paid and what still needs to be paid. 

This feature keeps the guest from overpaying and makes it easy to see the status of their payments. It’s also easy to see a pricing breakdown, so everyone is on the same page when it comes to exactly what they’re paying for in relation to their event. 


Bonus: How we’re making our guest portal more streamlined than ever

We’re working on some updates that’ll make the guest portal better than ever. We wanted to make it easy for guests to see where they stand in the payment process, what action items need addressing and help ensure your customer is aware of all of your venue’s policies. Stay tuned!


Curious about how we can help take your events to the next level? Request a live demo to find out.

Caroline Cox
Content Marketing Manager

Caroline Cox is Gather's Content Marketing Manager. She spends her time crafting blogs, thought leadership pieces, case studies, social media content and more, helping empower restaurants and other event venues to streamline their planning process and grow their events programs with success.

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