Toy Fair 2025 in Nuremberg
Between January 28 and February 1, 2025, everything in Nuremberg revolved around fun and games, in keeping with the Spirit of Play, the motto of this year's Spielwarenmesse. As every year, the big players, fresh start-ups, buyers from established retail chains and independent retailers met here. Divided into 13 product groups, the leading suppliers of the toy industry presented themselves in the brightest colors - XFAIR was also able to get involved again this year as an IT service provider! In the following project review, we show you how we were able to actively support our key account both before and during the trade fair.The task
At the Spielwarenmesse, our long-standing customer was looking for solutions for handling the registration of its globally active employees for the event. At the same time, ticket dispatch and any necessary visa documents were to be arranged. The accommodation of the trade fair staff and various external service providers was also a concern that needed to be taken care of in advance.
A particularly important requirement during the trade fair was to ensure that only invited guests had access to the stand. Our customer was also looking for a coherent and uncomplicated solution for this. The previously planned customer appointments at the stand needed to be managed and displayed in the respective booked room. To ensure that visitors and employees could keep their personal belongings safe during their time at the stand, a locker allocation had to be coordinated and managed on site.
This time, the customer also wanted on-site support for the information desk, which not only needed to be technically equipped but also staffed with experienced personnel. Last but not least, the people on the stand had to be provided with name badges.
The implementation
In order to implement these extensive requirements, the Customer Care team configured an online registration with the customer-specific query values for the employees who were to register for the trade fair service in advance. During the registration process, they were able to indicate their need for hotel accommodation and, if necessary, a visa invitation. The customer received the documents to be signed for the latter in batches, so to speak, so that the process could be completed by the customer without any major inconvenience. The hotel allotments were managed by the Customer Care team in close cooperation with the customer’s contact person. XFAIR also provided its guest management services during the trade fair. In addition, tickets for exhibitor passes were also sent to stand employees via the XFAIR online registration system.
The invited guests also used the pre-registration, but were also able to do so on the day of their visit. For this purpose, QR codes were provided at the information desk, which, once scanned, led to on-site registration. Logically, no hotel or visa questions were asked of this registration group. Name badges were already available at the information desk for employees and visitors who had registered in advance. The newly registered persons were able to print their own badges at the two self-service stations – a fairly new offering in terms of hardware at XFAIR.
Our services
Hardware:
- Set-up & dismantling of workstations for information desk
- Meeting room management including displays
- Configuration and assembly/disassembly of the self-service steles
- On-site support before, during and after the trade fair
Software:
- Online registration including visa invitations & ticketing for employees and customers
- Hotel & guest management for employees and external guests
Customers registered on site
All in One PCs
Name badge printer
Persons with hotel booking
Infotheque telephones
Hotels
Pre-registered customers
Overnight stays
Printed name badges
Calls from the information desk
Meetings
QR code scanner
Registered employees
Self-service steles
MFC printer
The result
After more than eight months of lead time in close cooperation with the customer and five days of stand set-up, the Spielwarenmesse 2025 finally got underway!
The self-service booths and information desk workstations were ready and manned by experienced XFAIR staff to handle the rush of visitors professionally and efficiently.
Registration not only served as a planning aid in advance, but also as part of access control during the trade fair. Once registration was complete, a name badge with the specified information and personal QR code could be printed and handed out. When entering the stand, this had to be shown to security staff equipped with iPhones and the XFAIR check-in solution. This enabled the colleagues to ensure that the registration process was completed in full and that only authorized personnel were granted access to the stand. The key issue for the lockers on the stand, which was also manned by XFAIR, ensured that visitors and employees were able to concentrate fully on their discussions and the exhibition without having to keep a constant eye on their personal belongings.
All in all, we can look back on an exciting and complex project in which XFAIR’s versatile portfolio was put to full use. Projects like this prove time and time again how smoothly the individual solutions – software and hardware – can work together.
A particular highlight of the Spielwarenmesse was the guided tour of the stand, which is not open to the public and which we were kindly given. What we are most pleased about, however, is the generally extremely positive feedback we received from our contact person for the all-round service and on-site support.
If you would also like to have the support of a competent team with complex solutions in both the hardware and software areas at your side for future events, please do not hesitate to contact us. To do so, you can use the contact form, e-mail or the traditional telephone.