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XFAIR - Back Office Management

After the invitation and registration of participants for a major event, a well-functioning participant support is required. After all, there are always questions or requests that need to be answered around the clock and to the participant’s complete satisfaction. In addition, there is a multitude of other organizational necessities, such as issuing visitor passes, ticketing or setting up shuttle services.

XFAIR’s back office services give you a lot of freedom

Our experienced service team at XFAIR will be happy to assist you with participant support and administration. With our call center set up specifically for this purpose, we offer you a telephone hotline that can be manned around the clock on request. Participants are addressed in several national languages. And our call center agents will even follow up on invitations on your behalf.

Our back-office services also include shuttle and transfer organization. In addition, at XFAIR we take care of badges and ticketing. And finally, we also take care of visit report collection, which is especially important for LEAD MANAGEMENT.

Would you like support with back-office services for a trade fair, congress, major event or other event? Then feel free to direct your questions to us.

We look forward to hearing from you!


Companies want a large number of guests at trade fairs, congresses, events and other major events. However, the larger the number of participants, the higher the demands on invitation management. From the design of the content to data handling and translation into the desired national languages, a wide variety of aspects must be taken into account.


Handling names and address data in connection with a trade show or event requires skill and system. And this already applies to data collection. On the one hand, the data must be channeled correctly while maintaining an overview of the control of the event. On the other hand, careful attention must be paid to the correct handling in terms of data protection.


At trade shows, congresses and other events, the generation of leads – i.e. successful contacts with people in the target group (e.g. potential customers) – is considered a key success factor. Accordingly, it is important to record and measure leads. The basic prerequisite for this is optimally functioning lead management, to which visitor registration is connected and which evaluates every qualitative contact.


The many visitors to an event naturally also require a corresponding contingent of accommodation. At times of a trade fair, congress or other event, accommodation can be scarce and expensive. All the better if a well-functioning hotel management can prevent this.