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Participant Management

Planning a trade show appearance or hosting a congress requires one thing in particular: a high degree of organization. After all, hundreds or even thousands of participants have to be coordinated. And every single one of you wants your visit to the trade fair or event to run smoothly.

Accordingly, it is important for project managers to meet this demand and ensure optimally functioning participant management. A wide variety of components have an influence on this: from invitation management to online registration and accompanying back-office services to hotel management.

EMS – The software for highly efficient subscriber management

Our experience from over 600 successful event projects flows into a web-based solution that numerous global corporations trust and not without reason. Because the Event Management System EMS makes it much easier for you to carry out a trade fair appearance or event.

Instead of having to deal with complex Excel spreadsheets and long, printed lists, this solution from XFAIR provides you with a state-of-the-art participant management system. The benefits for you are obvious, because this solution is digitally accessible on different devices, simple, user-friendly and efficient.

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.


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.

Our solutions create flexibility.

Whether world fair, international congress or regional fairs. We take care of your request and find the right solution.