XFAIR - flexibility through ability
XFAIR Logo
Participant Management
Online RegistrationInvitation ManagementHotel ManagementBackoffice Services
Booth Management
Booth Management SystemsShop SystemsCatering SystemsEvent Staff
Lead Management
IT & Network Technology
Mobile Apps
About Us
TeamCareersReferences
News
BlogTrade Fair Calendar
Contact
+49 89 30 90 96 8 0info@xfair.com
Teilnehmer-Management/Hotel-Management

Hotel management for all trade fair participants

XFAIR supports you with complete hotel quota management – from selecting suitable accommodations through booking processing to participant check-in. This way you secure optimal conditions and save valuable time in event planning.

Request now

The challenge

At trade fairs, congresses and large events, demand for accommodation is high, capacities are often limited and prices fluctuate greatly. Without professional hotel management, effort and costs quickly increase – from booking to billing.

High accommodation demand

At large events, hotel quotas can quickly run out – central management ensures availability.

Rising costs

Without coordinated planning and framework agreements, budgets explode with short-term bookings.

Complex management

Reservations, changes, no-shows and billing processes require professional organization.

Our services

With the XFAIR Event Management System (EMS), you control your entire hotel management centrally – from quota planning through bookings to billing. Automated processes minimize costs, avoid double bookings and ensure smooth processes.

Manage hotel quotas

Central management of your hotel quotas in the XFAIR EMS – efficient, transparent and always up to date.

Significantly reduce costs

Through automated processes, cancellation, no-show and overbooking costs are significantly reduced.

Booking confirmations

Participants receive their booking confirmations directly via the system – fast, secure and multilingual.

Multilingual support

The XFAIR service team supports your participants with hotel inquiries and changes in multiple languages.

The process

Five steps to efficient hotel management – from selecting suitable hotels to transparent billing via the XFAIR EMS.
01

Hotel selection

Careful selection of suitable hotels based on location, capacity, quality and price for your event.
01

Hotel selection

Careful selection of suitable hotels based on location, capacity, quality and price for your event.
02

Contract management

Negotiation and conclusion of framework and individual contracts with hotels for optimal conditions and quotas.
02

Contract management

Negotiation and conclusion of framework and individual contracts with hotels for optimal conditions and quotas.
03

Quota management

Efficient management of hotel quotas in the XFAIR EMS to reduce cancellation and no-show costs.
03

Quota management

Efficient management of hotel quotas in the XFAIR EMS to reduce cancellation and no-show costs.
04

Booking confirmations

Automated sending of booking confirmations to all participants directly via the EMS software.
04

Booking confirmations

Automated sending of booking confirmations to all participants directly via the EMS software.
05

Billing & Support

Central billing and multilingual participant support throughout the entire event.
05

Billing & Support

Central billing and multilingual participant support throughout the entire event.

Your advantages

XFAIR takes over the entire hotel management – from hotel selection through contract management to billing. Through central management in the EMS, cancellation and no-show costs are significantly reduced, budgets are protected and booking processes are accelerated.
  • Central hotel management
  • Significantly fewer cancellations
  • Reduced no-shows
  • Cost savings & budget control
  • Multilingual support

Service quality

24/7

Hotline on request

Multilingual

Support

100%

Satisfaction Guarantee

Professional hotel management for your event?

Let us take over your hotel organization. Contact us for an individual offer.

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 participant management systems from XFAIR

Project manager at trade fair

Invitation Management

Technician sets up LED wall

Online Registration

Service image

Backoffice Services

Service image

Lead Management

Company
  • About us
  • Team
  • Careers
  • References
Participant Management
  • Online registration
  • Invitation Management
  • Hotel management
  • Backoffice Services
Booth management
  • Booth management systems
  • Shop systems
  • Catering systems
  • Event staff

More services & news

  • Lead management
  • IT & network technology
  • Mobile apps
  • News
  • Blog
  • Trade fair calendar

Contact

+49 (0)89 3090968-0
info@xfair.com
Elisabeth-Schiemann-Bogen 1, 85716 Unterschleißheim

Follow us

ISO 27001

© 2026 XFAIR GmbH. All rights reserved.

Legal noticePrivacy policyTerms