Messestand-Management/Stand-Managementsysteme

Booth management for successful trade fair presences

The success of a trade fair presence depends heavily on the quality of on-site visitor interactions. With the XFAIR booth management system, you coordinate your staff efficiently, reduce walking distances and ensure every visitor quickly finds the right contact person. This creates structured processes and measurable satisfaction—for everyone involved.

Get in Touch

The challenge

Successful trade fair interactions only happen when visitor requests are organized efficiently, routed quickly and supported professionally.

Quality of visitor interactions

High visitor volumes make personal, high-quality support a challenge—without clear structure, interaction quality suffers.

Fast routing

When visitor traffic is high, requests and contacts must be routed quickly to the right people—delays appear unprofessional.

Efficient coordination

Without central control and clear processes, bottlenecks and double assignments occur—smooth coordination of all staff is crucial.

Our Services

With the event management software EMS, stand management systems can be individually adapted to your trade fair appearance – for efficient processes, clear communication and smooth team coordination on site.

Info System as Central Tool

The central information system enables visitors to be quickly and systematically directed to the appropriate contact person – transparently and in real time.

Staff Calling for Fast Connection

The Staff Calling module allows employees to be notified directly – for immediate contact and fast processes at the booth.

Smart Staff Check-In

Employees check in and out via the app or, if desired, are automatically logged in and out based on scheduled appointments. This gives you real-time visibility into working hours, availability, and staff presence at all times.

Meeting Room Management

Keep track of available meeting rooms at all times, plan occupancy and coordinate bookings centrally via the EMS.

Special Modules

Specialized Modules for Optimal Coordination

Part of the Stand Management Systems on EMS Basis

Checkin Module

This allows your exhibition staff to check in and out via smartphone. Your helpdesk team (e.g. at the information desk) can see at any time which contact person is currently available. In addition, absence duration and planned return time can be recorded.

Also available as a terminal version with RFID.

Meeting Room Info Module

Another feature available within XFAIR’s stand management systems. This tool can, for example, be accessed on tablets mounted outside meeting room doors. This gives your team a real-time overview of which meetings are taking place during the event — and with whom.

Real-time overview of all meetings.

The Process

In five steps to perfectly aligned booth management with clear processes and efficient on-site communication.

Needs analysis

We start by analyzing your requirements, team structure and communication paths—forming the basis for perfectly aligned booth management.

Needs analysis

We start by analyzing your requirements, team structure and communication paths—forming the basis for perfectly aligned booth management.

System configuration

Based on the analysis, we configure your booth management system within EMS—tailored to your booth size, processes and goals.

System configuration

Based on the analysis, we configure your booth management system within EMS—tailored to your booth size, processes and goals.

Integration

The system is seamlessly linked with visitor registration, lead capture, catering or shuttle modules — for end-to-end processes and central data management.

Integration

The system is seamlessly linked with visitor registration, lead capture, catering or shuttle modules — for end-to-end processes and central data management.

Training & Support

Your teams receive hands-on training and are supported by our support team throughout the trade fair — for smooth operations.

Training & Support

Your teams receive hands-on training and are supported by our support team throughout the trade fair — for smooth operations.

Live Operation

During the event, you manage and monitor all processes in real time. Changes can be implemented immediately — flexible and transparent during live operation.

Live Operation

During the event, you manage and monitor all processes in real time. Changes can be implemented immediately — flexible and transparent during live operation.

Your Benefits

Looking for a software solution that centrally manages all your booth operations? With XFAIR’s EMS, you get a fully integrated system that seamlessly connects organization, communication, and visitor coordination — ensuring smooth operations and measurable success.

Fast and precise placement
Digital check-in & check-out
Automated lead capture
Meeting room and service booking
Custom access and permission solutions
Central system integration

Service Quality

100%

Tailored Configuration

Multilingual

Support

24/7

Live On-Site Support

Booth Management Systems for your booth?

Request consultation now +49 (0)89 3090968-0

Or contact us directly:

info@xfair.com +49 (0)89 3090968-0

XFAIR GmbH · Elisabeth-Schiemann-Bogen 1 · 85716 Unterschleißheim

Additional services

Discover all booth management systems from XFAIR

Shop Systems

Digital Experiences

Catering Systems

Event Staff

Messestand-Management/Stand-Managementsysteme

Booth management for successful trade fair presences

Get in Touch

The challenge

Successful trade fair interactions only happen when visitor requests are organized efficiently, routed quickly and supported professionally.

Quality of visitor interactions

High visitor volumes make personal, high-quality support a challenge—without clear structure, interaction quality suffers.

Fast routing

When visitor traffic is high, requests and contacts must be routed quickly to the right people—delays appear unprofessional.

Efficient coordination

Without central control and clear processes, bottlenecks and double assignments occur—smooth coordination of all staff is crucial.

Our Services

Info System as Central Tool

The central information system enables visitors to be quickly and systematically directed to the appropriate contact person – transparently and in real time.

Staff Calling for Fast Connection

The Staff Calling module allows employees to be notified directly – for immediate contact and fast processes at the booth.

Smart Staff Check-In

Meeting Room Management

Keep track of available meeting rooms at all times, plan occupancy and coordinate bookings centrally via the EMS.

Special Modules

Specialized Modules for Optimal Coordination

Part of the Stand Management Systems on EMS Basis

Checkin Module

Also available as a terminal version with RFID.

Meeting Room Info Module

Real-time overview of all meetings.

The Process

In five steps to perfectly aligned booth management with clear processes and efficient on-site communication.

Needs analysis

We start by analyzing your requirements, team structure and communication paths—forming the basis for perfectly aligned booth management.

Needs analysis

We start by analyzing your requirements, team structure and communication paths—forming the basis for perfectly aligned booth management.

System configuration

Based on the analysis, we configure your booth management system within EMS—tailored to your booth size, processes and goals.

System configuration

Based on the analysis, we configure your booth management system within EMS—tailored to your booth size, processes and goals.

Integration

The system is seamlessly linked with visitor registration, lead capture, catering or shuttle modules — for end-to-end processes and central data management.

Integration

The system is seamlessly linked with visitor registration, lead capture, catering or shuttle modules — for end-to-end processes and central data management.

Training & Support

Your teams receive hands-on training and are supported by our support team throughout the trade fair — for smooth operations.

Training & Support

Your teams receive hands-on training and are supported by our support team throughout the trade fair — for smooth operations.

Live Operation

During the event, you manage and monitor all processes in real time. Changes can be implemented immediately — flexible and transparent during live operation.

Live Operation

During the event, you manage and monitor all processes in real time. Changes can be implemented immediately — flexible and transparent during live operation.

Your Benefits

Fast and precise placement
Digital check-in & check-out
Automated lead capture
Meeting room and service booking
Custom access and permission solutions
Central system integration

Service Quality

100%

Tailored Configuration

Multilingual

Support

24/7

Live On-Site Support

Booth Management Systems for your booth?

Request consultation now +49 (0)89 3090968-0

Or contact us directly:

info@xfair.com +49 (0)89 3090968-0

XFAIR GmbH · Elisabeth-Schiemann-Bogen 1 · 85716 Unterschleißheim

Additional services

Discover all booth management systems from XFAIR