Participant management

The participants are the focus of your event. In connection with binding measures and further training programs for your clients, partners and employees, they represent the actual reason for holding your event.

Consideration of the needs of your participants does not begin on the day of the event itself. Participant management is a process that has to be geared intensively to the demands of the participants. The challenge is to manage the enormous volume of related information as simply as possible and at the same time maintain a high quality of service.

FairOrg is an intelligent and user-friendly system for resolving these conflicting goals. Its modules cover all relevant areas of communication and tasks of your event.

Specifically this is ensured through the features invitation management, participant registration, information counter, program management as well as accommodation and travel management.

Data administration made easy

With Mit FairOrg you can manage participant data (employees and personnel with important functions at the event, invited guests) without any problem. This includes mobile phone numbers, respective department, departmental responsibilities, language skills, available times as well as travel and accommodation bookings. Prior to the event these data are recorded individually for the specific persons and kept on hand in the system for future events:

  • Importing respective data records into the system prior to the event (e.g. Excel import) as well
  • Generating individual access data and rights for different user groups taking into account their functions with the option of individual updating of personal information
  • Automatic e-mail transmission of access data
  • Updating and matching of data, online management
  • Convenient means of exporting data


Invitation management

  • Address management and processing, matching of data (importing Excel lists, etc.)
  • Sending multistage invitation mailings to different participant groups (room reservation indicator with event link, e-mail and newsletter marketing, personalized invitations, etc.)
  • Letter shop: design, personalization, preparing and sending invitations via letter or fax


Participant registration

  • Management of replies (acceptances, cancellations and rebookings)
  • Online registration and management
  • Sending individual confirmation e-mails with event-specific information
  • Printing participant badges with RFID or barcode technology
  • On-site accreditation and attendance and absence data capture, access control
  • Electronic management of cloakroom numbers for smooth and convenient cloakroom service
  • Updating participant data, reprinting name tags
  • Online updating and management of participant and attendance lists with easy data export (Excel, ASCII, PDF)
  • Convenient overview of all personal information in the information counter module


Information counter

The information counter plays a major role at your event. It serves as the first place of contact for arriving participants. At the same time it is frequently used as a meeting point before customer talks and other appointments. Consequently the information counter can be compared to a central gathering place where a large number of people make inquiries on diverse topics at brief intervals.

The module we have developed specially for this scenario offers you the following added value, taking into account all data stored in FairOrg:

  • Competent and rapid reply to questions of participants regarding accommodation and travel bookings, responsibilities, appointments and dates, attendance and availability (employees, personnel, invited guests) with the help of an integrated keyword search
  • Direct contact to desired personnel at a click of the mouse: calling up telephone numbers (“click-to-call” with connected VoIP telephone system), sending text messages (mobile services) and storing messages in the system

Program management

The agenda of the event usually includes several successive and in some cases parallel items on the agenda. Series of lectures, rounds of discussion, participant workshops, training courses, seated meals or excursions are only some examples.

The program management module enables you to control the capacity for specific items on the agenda without any problem and allocate respective allotments to participants. This enhances the organizational quality of your event and ensures a smooth procedure. The basis for this is provided by the efficient method of reading in participant badges using RFID or barcode technology.

  • Participant registration and matching number of participants to existing capacities (seats, tables, etc.)
  • Attendance and absence data capture making it possible to provide information on whether important participants (guests of honor, leading personalities, major clients, etc.) are already part of the audience (for instance, as a prerequisite for beginning a lecture)
  • Managing seat reservations and seating plans (supporting program, supplementary events, etc.)
  • Proof of participation for specific persons at certain items on the agenda (e.g. at certified workshops or sessions, including collection of further training points) with automatic confirmation process via e-mail
  • Measuring numbers of participants at each item on the agenda
  • Convenient overview of all information in the information counter module


Accommodation and travel management

Professional and comprehensive event organization has to take into account the needs of the participants regarding their arrival and departure as well as booking appropriate accommodations on site.

With FairOrg you can control the related administrative procedures simply, quickly and reliably. At the same time the service quality for your participants is enhanced by virtue of uncomplicated communication of the results.

FairOrg encompasses the following functions in this context:

  • Easy addition of allotments regarding hotel rooms, private accommodations and travel options with person-specific allocation
  • Management: monitoring of overbookings and underbookings, deadlines, expiration dates and methods of payment
  • Taking into account individual participant preferences (same accommodations as in previous year, travel via train or plane, etc.)
  • Self-booking or allotment management in the framework of cooperation with other service providers (travel agencies, hotels, etc.)
  • Individual travel planning with outline of information regarding place, time and other arrangements
  • Transfer planning/shuttle service: optimal tour planning taking into account arrival or departure times
  • Automatic confirmation process via e-mail