For MICE agencies and corporate event teams
Hundreds of guests. Dozens of flights. One plan.
Flight, hotel and transfer sit on the same guest record. When a time changes, you see what it touches straight away.
Tap a flight to follow its guests to the hotel.
One guest, four different lists.
The flight is in a spreadsheet, the room in the hotel's list, the transfer in the coach company's sheet, the latest change in a group chat.
- flight_list_v3_FINAL.xlsxAksoy, Deniz · TK1828 · CDG–IST · 10:25
- Hotel rooming listAKSOY DENIZ MS · DBL · 2 nights
- Coach company's sheetDeniz A. · T-05 · IST 11:00
- Operations group chatMs Aksoy's flight is late, landing 11:10 apparently
Example guest · synthetic data
How it works
Spreadsheet or not, the list is in your hands.
T–2121 days out · Guests come in
However guests arrive, add them.
Upload the client's spreadsheet, drop in a ticket or type a name. It all lands on the same list.
attendees_final.xlsx238 guests added · 2 rows for you to check
09:00Arrival day · A flight is late
Don't hunt for the affected coach.
When a flight time changes, its transfer and passengers are on the same screen.
IST · SAW → hotels - T-0409:4530/46
- T-05
11:0011:4534/46New departure 11:45 · set by the ops team - T-0611:1524/27
08:30Event day · The desk opens
Find a guest in three letters.
Search, find, check in. Try it:
- Deniz AksoyHotel B · Group A
- Selim AksuHotel A · Group C
Guests checked in186 / 240+55 days after · The hotel invoice arrives
When the invoice comes, check it room by room.
Planned and actual nights are kept apart; you check the hotel invoice against the reconciliation report.
Deniz Aksoy · Hotel B - Planned
- 2 nights
- Room plan
- Actual
- 1 night
- Check-in and check-out
- Hotel invoice
- To check
- Reconciliation report
One plan, a screen for everyone.
Everyone sees only their part.
Frequently asked questions
- What is EventProgrammer?
- EventProgrammer is guest operations software for invitation-only corporate events. It keeps the guest list, flights, hotel stays, airport transfers and the registration desk on one guest record. When a flight time changes, the guest's transfer and hotel sit right next to it on the same record.
- Who is it for?
- MICE agencies, DMCs and corporate event teams. It helps most at events with 100 to 1,000 guests moving between several hotels, airports and cities: congresses, dealer meetings, incentive trips and product launches.
- How do I bring in the guest list?
- Upload the client's spreadsheet as it is; you map the columns and only a name is required. Without a spreadsheet, add guests from a ticket image or by hand. Missing details don't block a record; you complete them later.
- Does it track flights automatically?
- No, it doesn't do live flight tracking. Flight details come onto the guest record from the ticket or the list. When a time changes and you update it, the linked transfer, meet-and-greet and hotel check-in show on the same record, so the team sees what to re-plan.
- How does it handle several hotels and rooming lists?
- Each guest's hotel, room type, roommate and dates live on one record. Every hotel gets a read-only live link showing only its own guests, so you stop sending new rooming list versions. After the event, planned and actual nights come out room by room in the reconciliation report.
- What do the registration desk, transfer team and hotels see?
- Each gets its own link and sees only its own work. The desk searches for guests and checks them in. The transfer team sees vehicle groups, passengers and flights for a date, city or direction, and updates their status. Each hotel sees its rooming list. Links can expire, and you can see when they were opened.
- Which languages does it support?
- The interface is in Turkish and English. It works for events in Turkey and for events abroad or with international guests.
- How can I try it?
- Access is by invitation. Fill in the demo request and we reply within one business day; in a 30-minute call we set up a scenario with your own guest count, cities and hotels.
When arrival day comes, everyone is in place.
Tell us about your event and we’ll show it on your scenario in 30 minutes.