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Invitation Management

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.

XFAIR takes over the worldwide invitation management

Thanks to our event management software EMS, we are able to optimally support you as the project manager in your invitation management. For example, XFAIR takes care of the translation of your invitation letters into all designated languages and sends them out by mail and e-mail. We operate worldwide and regardless of the size of the event. On request, we also offer personalized printing, packaging and postage optimization. It goes without saying that we at XFAIR attach great importance to the responsible handling of names and address data to ensure data protection.


Would you like support with your invitation management?

Then tell us about your planned event. We will then be happy to advise you on how XFAIR can support you at your trade fair or event.

We look forward to hearing from you!


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.


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.


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.


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.