HGC uses evenito to digitize invitation and participant management for its annual general meeting, held as part of its yearly construction partner event. From personalized registration and QR code check-in to reporting, the platform ensures more efficient processes, fewer errors, and a professional guest experience.
Executive Summary
Events play a key role at HGC in nurturing customer and partner relationships. In the construction industry, in particular, face-to-face meetings and networking are essential for strengthening existing ties and fostering industry-wide exchange.
One of the most important events is the annual Construction Partner Meeting, which also hosts the HGC General Assembly. Organizing a large-scale event of this size with several hundred guests requires reliable participant management that integrates invitations, registrations, guest information, and check-in processes.
HGC uses evenito software to manage the core digital processes for the Construction Partner Meeting. Contacts are managed centrally, guests register via a landing page, receive a digital ticket, and can be checked in on-site via QR code. At the same time, the event team has access to real-time data on registrations, check-ins, and no-shows.
Using the evenito event management platform, HGC was able to manage 649 participants, process 450 check-ins, and send 9,359 messages for the 2025 Construction Partner Meeting.
649 Participants managed
450 physical check-ins recorded
9,359 messages sent
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Challenge
01 Complex attendee management for large-scale events
While smaller internal events can be organized using existing internal solutions, requirements increase significantly for events with hundreds of guests. For the Baupartner-Treff, invitations, personal registrations, tickets, guest data, and check-ins all need to be coordinated. At the same time, the process needs to feel as simple and professional as possible for the attendees.
Attendee management is therefore one of the most important tasks surrounding the event.
02 Manual check-in processes
Before the introduction of evenito, the admission process in particular was less digitized.
In some cases, Excel lists were used or pre-printed badges were handed out. It was only possible to determine which guests had actually attended by checking which name tags were left over afterward.
While such a process works in principle, it is more prone to errors with hundreds of guests and offers little transparency during the event.
03 Multiple events and projects in parallel
Another challenge for event management is the clustering of events over time.
Industry-specific dates often fall within similar timeframes. As a result, several projects sometimes run in parallel, while large-scale events like the general meeting are prepared up to six months in advance.
It is therefore crucial for the event team not to have to set up recurring processes from scratch every year.
Solution: How evenito supports HGC with event management
01 A centralized process for attendee management
evenito consolidates the most important digital steps of the Baupartner-Treff in one place.
After sending out the save-the-date, a contact list is created in evenito. The actual invitation links to a personalized event landing page where guests can find all relevant information and register using a personal code.
Once registration is complete, a ticket with a QR code is generated, which can later be used for check-in. This creates a seamless digital process from registration to actual attendance.
02 Setting up recurring events faster with templates
The Baupartner-Treff takes place annually. This is exactly where templates offer a major advantage.
Instead of creating landing pages, communication processes, and event structures from scratch every year, HGC can rely on existing templates and adapt them. The templates are therefore a significant efficiency gain for recurring events. The clearly structured dashboard also makes the work easier.
03 Implementing trilingual communication more easily
As a company operating throughout Switzerland, HGC communicates in several national languages.
Landing pages, invitation processes, and other information regarding the event must therefore be prepared in three languages.
Improvements within evenito have significantly simplified the handling of translations for the team. Content can be prepared more efficiently and distributed to the different language groups.
Especially for an event with guests from different regions of Switzerland, this reduces the administrative burden.
04 Digital check-in instead of Excel and paper
One of the most visible improvements is evident on the day of the event. After registering, guests receive a QR code that they can present on their smartphone. Three to four employees from regional sales or internal services handle the reception and scan the tickets using the evenito check-in app. If a QR code is not available, guests can alternatively be searched for and checked in manually.
For HGC, this process has two advantages: admission is faster and more professional, and at the same time, the event team can see in real time which guests have already arrived.
This also plays a role in the guest experience. The staff at the check-in are deliberately chosen from the respective region. This way, guests are greeted by familiar faces, while the technology in the background ensures an efficient process.
05 Reporting for better decisions
The value of the collected data does not end with the check-in.
Using evenito, HGC evaluates, among other things:
- how many people have registered
- how many guests actually attended
- which regions the participants are coming from
- which customer groups are represented
- where no-shows occur
- what information is required for catering and planning
This information supports the event team even before the event takes place.
For example, if it becomes apparent that certain key partners have not yet registered, you can follow up with them directly. This allows for better management of reminders and other communication efforts.
Best Practice: The HGC Construction Partner Meeting
The Construction Partner Meeting is the most important event format that HGC organizes with evenito.
On June 4, 2025, the annual general meeting took place as part of the Construction Partner Meeting at the Wankdorf Stadium in Bern. Over 500 cooperative members, customers, and suppliers gathered for the program and personal networking. Organization began several months before the actual event.
The process deliberately combines analog and digital elements. The save-the-date and invitation are still sent physically, as this approach aligns well with the habits of the target audience.
From registration onwards, evenito takes over:
- Guests access the event landing page via their invitation.
- There, they can find the program and event information.
- Registration is completed using a personal code.
- After registration, a digital ticket with a QR code is generated.
- On the day of the event, the QR code is scanned using the check-in app.
- The event team can track actual attendance in real time.
- The data is then available for reporting and analysis.
This maintains a personal touch while digitizing the administrative processes behind the scenes.
Results: More quality, efficiency, and transparency
The changes in daily work routines through the use of evenito software are clearly noticeable. Recurring processes in particular can be set up more efficiently. Participant management is less prone to errors, the check-in process is more modern, and reporting provides information that was previously only available with significantly more manual effort.
With evenito's event management software, HGC has so far:
- Managed 822 participants
- Recorded 663 physical check-ins
- Sent 14,648 messages
For HGC, it is not just about speed. The decisive factor is the combination of efficiency and quality: How professional does an event appear to the outside world? How simple is the process for guests? And how reliably can the data be used internally afterwards?
Especially at the construction partner meeting, evenito helps to bring these requirements together.
Why events remain indispensable for HGC
Despite digitalization, personal interaction remains central to HGC. In the construction industry in particular, relationships and networks are highly valued. Events create a space to meet partners and customers in person, nurture existing contacts, and engage in conversation.
Technology is not intended to replace these encounters, but rather to ensure that administrative tasks run as efficiently as possible in the background, allowing the event team and on-site staff to focus more on the guests.
Claudio Amato from HGC describes the collaboration with evenito in three words: User-friendly, innovative, and supportive.
