Teilnehmer-Management/Backoffice-Services

Back office services for trade fairs & events—professional attendee support

After invitations and registration, we take over complete attendee support: from hotline services and change management to support and follow-up. Our experienced back office team ensures smooth operations worldwide—multilingual, reliable and around the clock.

Get in Touch

The challenge

After registration, the real challenge begins: attendees have questions, change requests and support needs—often across multiple languages, time zones and topics. At the same time, numerous organizational processes must be coordinated in parallel—from ticketing to visitor logistics.

24/7 support

Requests and questions arrive at any time—including nights and weekends. They must be answered quickly, competently and in multiple languages.

High communication workload

As attendee numbers increase, so does the volume of questions, change requests and support cases—often across multiple channels.

Operational complexity

Ticketing, shuttles, badges and reports—many sub-processes must be handled in parallel and documented cleanly.

Our Services

With our backoffice services, we handle all communication and organization in participant management – multilingual, professional, and always available. This frees up your team and ensures your participants receive the best possible support.

24/7 Phone Hotline

Multilingual first-level support for participants – professional, friendly and available around the clock.

Multilingual Support

Competent communication in all relevant languages for international participant groups.

Badges & ID Cards

Creation, printing and distribution of visitor badges, name badges and access documents.

Shuttle & Transfer Organization

Planning and coordination of all transfer and shuttle services – reliably and on schedule.

The Process

In five steps to an efficient back office: From setting up the hotline and managing participant communication to follow-up — transparent, structured, and scalable at any time.

Call center setup

Setup of a multilingual hotline with defined availability—up to 24/7 if required.

Call center setup

Setup of a multilingual hotline with defined availability—up to 24/7 if required.

Attendee support

Answering questions, following up invitations and supporting attendee management—on your behalf.

Attendee support

Answering questions, following up invitations and supporting attendee management—on your behalf.

Badge Creation

Creation and distribution of visitor and name badges, including ticketing solutions.

Badge Creation

Creation and distribution of visitor and name badges, including ticketing solutions.

Transfer Organization

Planning and coordination of shuttle and transfer services for your event.

Transfer Organization

Planning and coordination of shuttle and transfer services for your event.

Visit Reports

Capturing, documenting and analysing visitor activities — the basis for follow-ups and lead management.

Visit Reports

Capturing, documenting and analysing visitor activities — the basis for follow-ups and lead management.

Your Benefits

Our back-office services include shuttle and transfer coordination, badges and credentials, ticketing, and visitor reporting to support your lead management. Even invitation follow-ups are handled by our call center agents on your behalf.

Comprehensive service for participants
24/7 hotline support
Multilingual communication
One-stop organizational support
Lead and visitor management
Seamless EMS integration

Service Quality

24/7

Hotline on Demand

Multilingual

Support

100%

Satisfaction Guarantee

Additional services

Discover all attendee management systems from XFAIR

Invitation Management

Online Registration

Hotel Management

Lead Management

Teilnehmer-Management/Backoffice-Services

Back office services for trade fairs & events—professional attendee support

Get in Touch

The challenge

24/7 support

Requests and questions arrive at any time—including nights and weekends. They must be answered quickly, competently and in multiple languages.

High communication workload

As attendee numbers increase, so does the volume of questions, change requests and support cases—often across multiple channels.

Operational complexity

Ticketing, shuttles, badges and reports—many sub-processes must be handled in parallel and documented cleanly.

Our Services

24/7 Phone Hotline

Multilingual first-level support for participants – professional, friendly and available around the clock.

Multilingual Support

Competent communication in all relevant languages for international participant groups.

Badges & ID Cards

Creation, printing and distribution of visitor badges, name badges and access documents.

Shuttle & Transfer Organization

Planning and coordination of all transfer and shuttle services – reliably and on schedule.

The Process

In five steps to an efficient back office: From setting up the hotline and managing participant communication to follow-up — transparent, structured, and scalable at any time.

Call center setup

Setup of a multilingual hotline with defined availability—up to 24/7 if required.

Call center setup

Setup of a multilingual hotline with defined availability—up to 24/7 if required.

Attendee support

Answering questions, following up invitations and supporting attendee management—on your behalf.

Attendee support

Answering questions, following up invitations and supporting attendee management—on your behalf.

Badge Creation

Creation and distribution of visitor and name badges, including ticketing solutions.

Badge Creation

Creation and distribution of visitor and name badges, including ticketing solutions.

Transfer Organization

Planning and coordination of shuttle and transfer services for your event.

Transfer Organization

Planning and coordination of shuttle and transfer services for your event.

Visit Reports

Capturing, documenting and analysing visitor activities — the basis for follow-ups and lead management.

Visit Reports

Capturing, documenting and analysing visitor activities — the basis for follow-ups and lead management.

Your Benefits

Comprehensive service for participants
24/7 hotline support
Multilingual communication
One-stop organizational support
Lead and visitor management
Seamless EMS integration

Service Quality

24/7

Hotline on Demand

Multilingual

Support

100%

Satisfaction Guarantee

Additional services

Discover all attendee management systems from XFAIR