The International Motor Show (IAA), which saw some 500,000 visitors and 1,000 exhibitors, has just concluded, and last week the Frankfurt Book Fair began. Around 280,000 visitors are expected, 7,500 exhibitors from the book industry are presenting their new releases, and approximately 10,000 journalists and bloggers have been accredited. The Book Fair itself also lists over 4,000 events, planned during the fair.
A challenge for anyone responsible for attendee management.
The high attendance figures and diverse visitor groups are the most obvious Challenges. A trade show always implies large scale: huge exhibition areas, multiple entrances, many visitors, many exhibitors. All of this must be coordinated flawlessly and in a synchronized manner. Trade show management is therefore always also attendee management. Digitalization and automation simplify these complex processes.
Even if many satellite projects are managed and handled externally, more than enough tasks remain with the central trade show management.
What requirements are placed on attendee management in the context of trade shows? In summary, the following requirements and tasks can be grouped together:
Without structured and precise planning, optimal Attendee Management not feasible in this context. Digitalization and automation simplify complex processes. The various participant groups, such as exhibitors, trade visitors, general visitors, journalists, and VIPs, can be easily categorized and managed using carefully structured participant management software.
Even sending out invitations requires segmenting the guest list into different guest categories. A carefully prepared and maintained guest list within an efficient participant management tool supports the entire event planning process.
Along with the invitation, participants are asked to register for the event. For trade fairs, it is often also asked whether guests will attend for the entire duration of the fair or only on selected days. Unlike private visitors, trade visitors can often attend the opening or a preview. Additionally, journalists can register for press conferences or specific press appointments.
Declining visitor numbers also make it necessary for trade fairs to address their No-Show-Rate . Careful invitation and participant management, along with well-timed and prepared reminders, help reduce this rate.
Many visitors prefer purchasing tickets online rather than at the box office. Integrating a flexible payment tool is usually not an issue for most participant management systems.
Tickets and invitations for a trade fair or its satellite events must allow for easy and quick access to the event. For many companies and their employees, trade fairs always mean stress, and this should not be increased at the entrance.
Friendly staff who welcome visitors, quickly and carefully check tickets, distribute name badges, and wish them a pleasant event – all without delays caused by queues or searching for the right name badge: this is what efficient participant management should look like.
The more visitors expected and the more guest groups they form, the more complex the registration and admission process. Short waiting times and a smooth check-in confirm the professionalism of an event.
Quick admission and cheerful staff immediately enhance comfort for visitors and participants, paving the way for a successful event. Efficient, digital participant management that ensures a smooth process is essential for this. The system must be fast, as the volume of guests is high. Satisfied visitors who gain quick and easy access are the focus here.
Instead of pre-produced and alphabetically sorted name badges, a professional, automated, and above all fast on-site printing saves long waiting times.
General attendees who have already paid for their ticket online can go directly to the entrance, scan their QR code, and gain access to the exhibition, without extending the waiting times for trade visitors who need to register on-site and collect their name badge on their first visit.
Ultimately, using participant management software also means that all collected data can be evaluated after the event. How many guests actually attended the event, and on which days? Which guests were not reached through the system? This provides important data to further optimize participant management in the future.
Plan your own events with up to 50 guests — including landing page, email delivery and ticket scan.
Try it now
