Spielwarenmesse 2025 in Nuremberg

The Requirements

At Spielwarenmesse, our long-standing customer was looking for solutions to manage registrations for their globally active staff for the event. Alongside this, ticket dispatch and any required visa documents needed to be organised. Accommodation for the staff on duty at the trade fair, as well as various external service providers, was also a concern that needed to be handled in advance.
A particularly important requirement during the trade fair was to allow access to the exhibition stand only to invited guests. For this too, our customer was looking for a coherent and straightforward solution. Previously planned customer appointments at the stand needed to be managed and displayed at the respective booked room. To ensure that visitors and staff could store their personal belongings securely during their time at the stand, locker allocation had to be coordinated and managed on site.

This time, the customer also wanted on-site support for the information desk, which was not only to be technically equipped, but also staffed with experienced personnel. Finally, everyone on the stand needed to be provided with name badges.

Implementation

To implement these extensive requirements, the Customer Care team configured an online registration with customer-specific data fields for employees who were to register in advance for their trade fair duties. As part of registration, they could indicate the need for hotel accommodation and, if required, a visa invitation. The customer received the documents to be signed for the latter in batches, so the processing on the customer side could be handled without major effort. The Customer Care team managed the hotel allotments in close coordination with the customer's contact person. XFAIR also provided guest management services during the trade fair. In addition, ticket dispatch for exhibitor passes to stand staff also ran via the XFAIR online registration.

Invited guests also used the pre-registration, but could also complete it on the day of their visit. For this purpose, QR codes were provided at the information desk which, when scanned, led to on-site registration. Naturally, no hotel or visa questions were asked for this registration group. Name badges for staff and visitors registered in advance were already prepared at the information desk. Newly registered people could print their badges themselves at the two self-service terminals — a fairly new hardware offering from XFAIR.

Our Services

Hardware:

• Set-up and dismantling of the workstations for the information desk

• Meeting room management including room displays

• Configuration, set-up and dismantling of the self-service terminals

• On-site support before, during and after the trade fair

Software:

• Online registration including visa invitations and ticketing for staff and customers

• Hotel and guest management for staff and external partners

The Result

After more than eight months of preparation in close coordination with the customer and five days of build-up at the stand, it finally started — Spielwarenmesse 2025!

The self-service terminals and information desk workstations were ready and staffed with experienced XFAIR personnel to handle the rush of visitors professionally and efficiently.
Registration was not only used as a planning aid in advance, but also as part of access control during the trade fair. Once registration was completed, a name badge with the provided information and a personal QR code could be printed and handed out. When entering the stand, this had to be shown to the security team equipped with iPhones and the XFAIR check-in solution. This ensured that registration had been fully completed and that only authorised personnel were granted access to the stand. The key issue desk for the lockers located on the stand — also staffed by XFAIR — ensured that visitors and staff could focus entirely on their conversations and the exhibition without constantly worrying about their personal belongings.

Overall, we can look back on an exciting — and complex — project in which XFAIR's versatile portfolio was used to its full extent. Projects like this repeatedly demonstrate how smoothly the individual solutions — software and hardware alike — can interlock.
A particular highlight of Spielwarenmesse was the tour of the stand that is not accessible to the general public, which we were kindly given. What makes us happiest, of course, is the overwhelmingly positive feedback on the all-round service and on-site support from our contact person.

If you would like to have the support of a competent team with complex solutions in both hardware and software at your side for future events, please do not hesitate to contact us. You can use the contact form, email or, quite classically, the phone.