Trusted by hundreds of top organisations
Enable world-class guest journeys with Gaia
Guest Journey Orchestration
Gaia masters intricate journey lifecycles - from initial guest profiling and pre-arrival planning through real- time on-site execution to post-event insights. Unifying teams, data, and logistics, it crafts effortless, guest-first moments for VIPs, celebrities, and attendees across their entire journey.
ANSWERING A CHALLENGE Overwhelmed by event chaos and endless coordination?
High-stakes events require precision, yet organizers battle reactive firefighting, scattered teams, and information overload. Are your staff bogged down by manual processes or blind to critical updates? Gaia transforms chaos into effortless control.
Our current guest management platform only handles invitations and guest lists
We have no visibility into guest flows across multiple venues
I can't track real-time guest flight status changes
Guest Management 2.0
Unify every step of guest management - before, during, and after the event - on Gaia’s all-in-one platform
Gaia Features Overview
See how Gaia elevates your guest journey
Contact Management
Event Management
Centralised Guest Profiles
Guest & Companion Management
Invitations Management
Seamless Check-in
Seating Management
Journey Management
Gaia Pulse
End-to-End Journey Management
Orchestrate seamless experiences before, during, and after every event
Before the Event
Add guests & companions
Import or manually add guest lists with companion details
Centralise guest profiles
Flight, transport, hospitality packages, preferences
Send & track invitations
Email, SMS, WhatsApp with RSVP tracking
Send personalised e-tickets
QR codes, access credentials, venue information
During the Event
Real-time journey monitoring
Live situational awareness of guest progress
Seamless check-in
Through BLE tags, camera recognition or manual
Assistant personnel IA
Ask Me Anything about guest management
Issue & feedback capture
Voice and text input with automatic escalation
After the Event
No-shows & attendance reports
Track no-shows, attendance, and journey completion rates
ROI measurement
Ticket consumption, engagement metrics
Profile enrichment
Update profiles for better engagement
Drive operations excellence
Analyse feedbacks for operational enhancements
Our KPIs based on 200,000 attendees
50X
Des check-ins plus rapides et automatisés
↑99%
Accuracy (groundproof)
10%
Staff resources optimisation
↑45%
VIP satisfaction
Gestion parfaite de vos événements
Operational Efficiency
- Streamline check-ins
- Anticipate guest arrivals
- Uphold brand standards
- Meet security protocols
Guest Experience
- All-in-one guest management
- Ensure service delivery
- Centralised guest profiles
- Real-time feedback loops
Business Growth
- Satisfaction accrue des clients
- Stronger invitations ROI
- Unlock new revenue streams
- Strengthen brand equity
Why Choose Gaia
Rapid Deployment
Kick-off in 2-4 weeks with pre-built connectors designed for common use cases
Flexible Integration
Connect with your existing systems through 15+ pre-built connectors and robust APIs
Scale with Confidence
Handle millions of guests with enterprise-grade infrastructure that grows with your needs
AI Staff Assistance
Leverage Gaia Pulse AI assistant for intelligent guest queries and knowledge management
Enterprise Security
GDPR compliant, secured with AES-256 encryption and built on AWS’s Security by Design
Proven Results
Trusted by 100+ of top organisations across sports, hospitality and travel
Les capacités de Gaia
adaptées à votre activité
Succès client Découvrez comment des entreprises comme la vôtre obtiennent des résultats avec Gaia
Clients
"La façon dont nos opérations fonctionnaient n'était pas durable"
Team Lead Event Products, People, Technology and Operations, FIFA Technology
"Une expérience qui change la donne"
Neoma demonstrated a genuine commitment to understand the nuances of luxury hospitality and to work with us to improve the overall guest experience. Neoma’s speed of development was very impressive and we continue to work closely with the team.
Matthew Lawson, Executive Director The Hongkong and Shanghai Hotels Group
“Personalising the guest experience in 5-star resort”
The Gaia app user interface is user-friendly, making it easy to navigate and use. The integration of all features will greatly enhance the guest recognition and personalize the experience. Profile notes allow for important information or feedback from guests to be easily accessible by the team, significantly improving our operations. The app can be downloaded on all mobile phones, ensuring a widespread support for our Guest Recognition Program.
Area Vice President & General Manager Grand Hyatt
"Les données et l'IA pour la meilleure expérience possible"
Alors que nous essayons de comprendre à quoi ressemblera l'avenir du travail, il est important que nous ne nous reposions pas uniquement sur nos tripes, et les données et l'IA vont jouer un rôle de plus en plus important pour nous aider à créer l'expérience de travail la meilleure et la plus personnalisée possible pour chacun.
Chelsea Perino, Managing Director, Global Marketing & Communications The Executive Centre
"Vraiment le meilleur et le plus fiable"
Ce que nous apprécions dans le service de Neoma, c'est son efficacité. Le fait qu'ils travaillent en Asie est un grand avantage pour nous, car nous avons de nombreuses installations dans cette région. Ils sont très professionnels et disposent d'une solide équipe très compétente.
Kathryn Yeung, Regional Fitness Facility Manager PURE Group
"Ils ont dépassé tous les indicateurs de performance clés"
Nous sommes satisfaits de la modularité et de la fonctionnalité de la plateforme, ainsi que de l'excellente assistance fournie par leur équipe. Ils ont atteint tous les KPI que nous et nos clients avions fixés et ils ont tenu leurs promesses.
Michael Economakis, CEO SCCA Advisory
En bref
$120M économisés chaque année grâce à
flux de travail automatisés
2.2M Users processed on
the Gaia platform
170 Locations
covered
13 Countries
served
Questions fréquemment posées
Guest & Journey Management is a comprehensive solution that centralises all guest data, automates operational workflows, and orchestrates personalised experiences across every touchpoint of the guest journey—before, during, and after events.
Gaia has 15+ pre-built connectors for common systems including CRM platforms (Salesforce, HubSpot), Property Management Systems (Opera, Mews), ticketing systems, POS systems, access control, and more. We also provide APIs and webhook support for custom integrations.
Before events, Gaia manages guest profiles, invitations, and companion registration. During events, it handles arrival notifications, real-time journey tracking, check-ins, and issue capture. After events, it provides analytics on no-shows, journey completeness, ROI, and enriches profiles for future personalisation.
Gaia provides two main channels: the web-based Gaia Platform for management and analytics, and the Gaia Staff App for mobile frontline operations. Guests receive communications via Email, SMS, and WhatsApp.
Gaia uses multiple tracking methods: geofencing to detect when guests approach the venue, BLE (Bluetooth Low Energy) tags or accreditations for automatic detection, camera-based recognition, and manual check-ins via the staff app.
Yes, Gaia is fully compliant with GDPR, PDPA, and other major data privacy regulations. We employ AES-256 encryption, maintain ISO 27001 certified infrastructure, and provide tools for obtaining and managing guest consent.
Most deployments are completed in 2-4 weeks depending on scope. Our pre-built connectors and templates accelerate implementation, and we provide full training and ongoing support.
Our customers typically see 50x faster check-ins, 20% staff productivity gains, 90% reduction in data entry errors, and 45% improvement in guest satisfaction scores.
The way operations are working today is not sustainable and they cannot really manage guests and properly track the services they provide. Gaia gave them the ability to have a better identification of the guests, and to anticipate and understand what each guest is supposed to be doing. They want to get rid of Whatsapp messages, as they receive thousands of messages in groups that are impossible to follow. They want to anticipate services they need to provide and be ready for them. It means that if a person has arrived and gone to their hotel, it is reported that they arrived, were properly greeted, successfully checked-in, etc. If any issue happened, it is documented and reported. It’s really about improving visibility and awareness of the services, and to track whether the services are provided properly or not. What they need to achieve is service excellence with full awareness, and Gaia gives them that.