Automechanika 2024 in Frankfurt

The Task

For this trade fair, our customer needed to register staff in advance and handle hotel management through that registration process. In addition, meeting room administration, catering, attendance tracking for the customer evening event, and guest management were important topics where we could provide support. Another major requirement was ensuring internet supply and cabling for the entire forum area of Messe Frankfurt (around 3,000 m²).

Implementation

First, we configured an online registration using our web-based Event Management Software (EMS), with both the hotel module and the meeting room administration module enabled. This allowed participants not only to register for the trade fair, but also, in the same step, to request a hotel room and, if required, meeting rooms at our customer’s stand.
Meeting rooms were assigned by the customer’s contacts using admin access, while our Customer Care team handled hotel allotment management and communication with hotels, taking cancellation deadlines and related requirements into account.

After registration was completed, participants received their trade fair ticket and information about their hotel booking via email from the XFAIR system. Our service also included comprehensive guest management: we created a dedicated inbox for the customer to handle all queries relating to attendance, tickets and hotel bookings.

We also offered another practical solution with our Catering App. Using iPads provided by us, trade fair participants could place orders independently both in the catering area and in meeting rooms, as well as at additional meeting tables.

For attendance tracking at the customer evening event, we developed a new solution for this customer: using our self-service kiosks, participants could check themselves in with the QR code sent to them. After scanning, name badges were printed directly at the kiosk within seconds and handed to the participant. The entire process works without additional staff.

Due to the size of the stand area, network planning had to be particularly thorough. XFAIR provided Wi-Fi coverage for the entire forum area of Messe Frankfurt, meaning that a network with at least 1,000 free IP addresses had to be set up. As the building has no raised floors, our technical team had to establish many connections via Messe Frankfurt’s VLANs. The access points were distributed in the rigging. As always, cables had to be routed as discreetly as possible and escape routes kept clear at all times.

Our Services

Hardware:

• 6 self-service kiosks

• 15 iPads

• 5 workstations across 2 information desks

• 1 printer

• Wi-Fi network

Software:

• Online registration

• Hotel management

• Meeting room administration

• Catering App

The Result

Thanks to our flexible, combinable solutions, we were able to put together a worry-free package tailored to the requirements discussed in advance. Registration, ticket delivery and hotel planning could all be covered within a single solution.

On site, we were very satisfied with the first real-world use of our new self-service kiosk solution at the customer evening event before the trade fair began, and we’re looking forward to offering it at further events soon.
With two information desks, we were also able to ensure efficient and clear stand management. Four workstations were set up at the main desk, enabling hosts and hostesses to handle general enquiries from stand visitors. For meeting room administration, our technical team set up an additional workstation at a help desk. From there, participants could be guided to their pre-booked rooms and newly created appointments managed — i.e. assigned to the five additional tables organised at short notice.

A particular highlight for the XFAIR team was the excellent communication — primarily with our customer, of course, but also with Messe Frankfurt and the stand builder / stand technology team, as well as the competent on-site IT support.