Teilnehmer-Management/Einladungsmanagement

Efficient invitation management for your trade fair and event attendees

From design and sending to data management and translations - XFAIR handles your complete invitation management worldwide.

Get in Touch

The challenge

The larger the event, the more complex invitation management becomes. From design and data maintenance to translations and shipping logistics, many factors must be coordinated professionally.

Large attendee volumes

As attendee numbers grow, organization, data volume and coordination effort increase—efficient systems become essential.

Content creation

Brand-compliant content, the right wording and legally sound phrasing require experience and consistency.

International events

Multilingual content, cultural differences and worldwide delivery logistics must be aligned precisely.

Our Services

With XFAIR EMS and experienced project teams, we accompany you through all steps of invitation management – worldwide, multilingual and in compliance with data protection regulations.

Worldwide Shipping

Automated shipping via post or email – reliable and internationally scalable.

Multilingual Translations

Professional translation and local adaptation of your invitations into all relevant languages.

Personalized Printing

Individual invitation printing including assembly and shipping optimization as required.

GDPR Compliant

Certified processes according to ISO 27001 ensure comprehensive protection of sensitive participant data.

The Process

Our process in individual steps

Content creation

Short, brand-compliant invitation copy with personalized content.

Content creation

Short, brand-compliant invitation copy with personalized content.

Data handling

Central maintenance of recipient data and assignments in EMS.

Data handling

Central maintenance of recipient data and assignments in EMS.

Dispatch

Automated invitation sending by email or in combination with postal mailings.

Dispatch

Automated invitation sending by email or in combination with postal mailings.

Follow-ups

Reminder and follow-up emails based on responses.

Follow-ups

Reminder and follow-up emails based on responses.

Tracking & Analysis

Overview of responses and attendance rates for reliable planning.

Tracking & Analysis

Overview of responses and attendance rates for reliable planning.

Your Benefits

XFAIR handles delivery, translations, and data management — globally, scalable, and fully privacy-compliant.

Worldwide shipping
Multilingual communication
Personalized invitations
Cost-optimized printing
Data protection & security
Central integration

Service Quality

24/7

Hotline on Demand

Multilingual

Support

100%

Satisfaction Guarantee

Additional services

Discover all attendee management systems from XFAIR

Online Registration

Backoffice Services

Hotel Management

Lead Management

Teilnehmer-Management/Einladungsmanagement

Efficient invitation management for your trade fair and event attendees

From design and sending to data management and translations - XFAIR handles your complete invitation management worldwide.

Get in Touch

The challenge

The larger the event, the more complex invitation management becomes. From design and data maintenance to translations and shipping logistics, many factors must be coordinated professionally.

Large attendee volumes

As attendee numbers grow, organization, data volume and coordination effort increase—efficient systems become essential.

Content creation

Brand-compliant content, the right wording and legally sound phrasing require experience and consistency.

International events

Multilingual content, cultural differences and worldwide delivery logistics must be aligned precisely.

Our Services

With XFAIR EMS and experienced project teams, we accompany you through all steps of invitation management – worldwide, multilingual and in compliance with data protection regulations.

Worldwide Shipping

Automated shipping via post or email – reliable and internationally scalable.

Multilingual Translations

Professional translation and local adaptation of your invitations into all relevant languages.

Personalized Printing

Individual invitation printing including assembly and shipping optimization as required.

GDPR Compliant

Certified processes according to ISO 27001 ensure comprehensive protection of sensitive participant data.

The Process

Our process in individual steps

Content creation

Short, brand-compliant invitation copy with personalized content.

Content creation

Short, brand-compliant invitation copy with personalized content.

Data handling

Central maintenance of recipient data and assignments in EMS.

Data handling

Central maintenance of recipient data and assignments in EMS.

Dispatch

Automated invitation sending by email or in combination with postal mailings.

Dispatch

Automated invitation sending by email or in combination with postal mailings.

Follow-ups

Reminder and follow-up emails based on responses.

Follow-ups

Reminder and follow-up emails based on responses.

Tracking & Analysis

Overview of responses and attendance rates for reliable planning.

Tracking & Analysis

Overview of responses and attendance rates for reliable planning.

Your Benefits

XFAIR handles delivery, translations, and data management — globally, scalable, and fully privacy-compliant.

Worldwide shipping
Multilingual communication
Personalized invitations
Cost-optimized printing
Data protection & security
Central integration

Service Quality

24/7

Hotline on Demand

Multilingual

Support

100%

Satisfaction Guarantee

Additional services

Discover all attendee management systems from XFAIR