01
It tells the three Dr. Kims apart
Once a guest is registered, every later response is automatically linked to the same person. Three people with the same name? They never get mixed up.
한국어
People Who Plan Events
info@planbear.co.kr · +82 2-6953-0582 · +82 2-6734-1008
PLANBEAR TECH
R.S.V.P.
The only VIP invitation pipeline in Korea. Actually, the only one anywhere.
Invitee Invitation System
Academic congresses, international conferences, award ceremonies, VIP events. When the guests are ‘the important ones’, ordinary registration systems fall short.
- VIPs must be managed differently from general attendees
- Invitation → RSVP → accommodation and protocol → role assignment → on-site guidance must flow as one
- Who received what, and who did not, must be visible at a glance
A system that solves all three at once.
There wasn't one. Not in Korea, not anywhere.
CASE 01
“There are three Dr. Kims”
Registration list: Dr. Kim (SNU)
Accommodation request: Dr. Kim (2 nights)
...which Dr. Kim?
The form only collected a name. So you end up calling all three.
CASE 02
“Professor A got Professor B's email”
Sent: ‘Dear Prof. Kim, we invite you as session chair’
Received by: Prof. Lee
→ apology email → scolded by the team lead → resending overnight
One wrong paste, and a week disappears.
CASE 03
“How did we do this last year?”
last_year/
├── lots_of_stuff/
├── not_organized/
└── why_did_i_open_this.xlsx
Same event every year. Rebuilt from scratch every year.
How this system was born
Once upon a time, an event planner stared at a spreadsheet at 3 AM and thought:
“Seriously... who built it this way...”
They called the outsourced dev shop.
“Could you add this feature?”
→ “We'll look into it (translation: no)”
“Could you reorder these fields?”
→ “That would require restructuring the database...”
“Could you move this button?”
→ “That would be a separate quote...”
So the decision was made: ‘Fine. I'll build it myself.’
A solution built on an event planner's grudge. ‘Why would anyone need that?’ has been asked exactly zero times.
What the system quietly handles
02
One email becomes a hundred personal ones
Write one message and it personalizes itself for every recipient. Send to a hundred people, and a hundred different emails go out.
Professor A receiving Professor B's email? Structurally impossible.
03
It catches schedule collisions early
Prof. Kim
09:00-10:30 Hall A: Keynote chair
09:30-10:00 Hall B: Oral presentation ← overlap!
Found at planning time, not on event day.
04
It remembers every send
Delivery log
2024-11-15 14:32 · Invitation (opened: 11-15 16:45)
2024-11-25 10:00 · Reminder (unopened)
‘I never got it’ → ‘You opened it at 4:45 PM on the 15th.’
05
It plays the bad guy at the deadline
When the deadline passes, just switch on [Guest Lock]. No one on your team has to be the villain.
The system will gladly be the villain for you.
Before / After
The night before badge printing
BEFORE
- 22:00 · Start printing
- 23:00 · ‘This person has two affiliations’ → digging through Excel
- 02:00 · ‘Duplicate name or data error? No idea’
- 03:00 · Give up, print everything
AFTER
- 22:00 · Download from the system
- 22:05 · Print
- 22:30 · Go home
Dear secretariats, there is more
- You know the one, where reordering questions doesn't break existing answers
- You know the one, where an option list made once is reused across forms
- You know the one, where guests can check their own information themselves
- You know the one, where presentation submissions show up at a glance
- You know the one, where a name typed once is pre-filled in the next form
- You know the one, where assigning roles builds the program book by itself
- You know the one, where an uploaded Excel merges smartly into the existing list
- You know the one, where each guest can have different CC recipients
- You know the one, where you preview exactly how a message will land before sending
- You know the one, uh... anyway, that one. We have it.
If you nodded while reading this, you have truly run a VIP event
Ever had a meltdown sorting Excel at dawn?
Ever created ‘guestlist_final_realfinal_useThis.xlsx’?
Ever sent an apology email to a senior professor over a mail-merge slip?
We know. We've been there.
Q. Isn't there something similar out there?
Registration tools? Plenty. Eventbrite, Onoffmix, Google Forms... But VIP management is a different discipline. Chair and speaker assignments, personalized correspondence, protocol tiers, schedule checks. Doing all of it in one system? That's just us.
Q. How do we use it?
PLANBEAR managers handle it for you.
In the end, events are made by people. A system is only a tool. But when the tool is dull, people bleed hours, and the event becomes the last project you ever want to touch again.
Ours is a tool that thinks in your place, remembers in your place, and cross-checks in your place.
When the manager suffers, the invited guests soon follow.
We do the invisible shoveling behind the event.