Event resource management software in trade fair construction

Update: 29.08.2024

The planning of a trade fair appearance or participation in an event involves a long and intensive period of preparation. It is often not only exhibitors and stand builders who work together, but also other service providers who complete the trade fair presentation. Event resource management helps to maintain an overview of trade fair planning and save working time. You can find out exactly what this looks like in the blog article.

Using event resource management to plan a trade fair stand

Digitalization has arrived in all areas of our working world and our everyday lives, so why not in the trade fair industry too? In today's VUCA world (volatility, uncertainty, complexity and ambivalence/ambiguity), work steps need to become more agile.

But what options do I have with such an ERM system when planning my trade fair stand and how does such a system work? I would like to explain this using the ExpoCloud portal as an example:

How can the ExpoCloud event resource management software increase my agility?

Trade fair appearances can be planned, designed and ordered easily and online with trade fair rental systems in the ExpoCloud portal. The appropriate event logistics, trade fair set-up and dismantling, individual advertising materials and trade fair catering can also be selected and booked online. The evaluation of the performance of your current live communication reveals optimization potential that can be incorporated into future event planning.

ExpoCloud enables you to continuously improve your trade fair appearances and achieve greater success simply and efficiently by digitizing your event management. This means you can plan, execute and analyze your trade fair appearances with ExpoCloud. 

I would like to explain the advantages of such an ERM system in the rest of this blog article:

Advantages of using event resource management software

1. No cancellation fees for cancellations at short notice

A booking that is largely automated via the ExpoCloud portal enables us to carry out the events with the lowest possible processing costs. For this reason, canceling events at short notice is not associated with the high cancellation fees that are common in the industry.

2. Time savings when planning an exhibition stand

With ExpoCloud, holistic event planning is so process-optimized that you can reduce the planning time per event by up to 75%, allowing you to plan all upcoming trade fairs in autumn without time pressure. You can put together your individual trade fair stand online using our trade fair systems or your own exhibits or graphics. This means you can easily create and plan several trade fair appearances in a short space of time. 

3. Maintain an overview of trade fair participations

With many upcoming trade fairs and events, it is particularly important to keep track of all events. That's why you have online access to the ExpoCloud portal at any time and from anywhere. From there, you can see all item availability, from advertising materials to your own and free rental trade fair systems to your individual trade fair graphics.

You can view your current projects and their current status in detail so that you never lose track. This means you always know exactly which delivery is outstanding and when it will arrive, which exhibition stand has been set up, dismantled or is already on its way back. With ExpoCloud, you have a complete overview at the touch of a button.

4. Use exhibition systems for rent

In our event resource management system, you can use rental systems or trade fair accessories (counters, counters etc.) for your planning. We can put together modular exhibition systems to create your desired exhibition stand; only the textile graphics need to be newly produced

In addition to the fact that you increase your agility when planning the exhibition stand, the exhibition systems can be used countless times. This option is therefore much more sustainable than building a new exhibition stand. Find out more about our rental systems here.

5. Book a comprehensive trade fair service from a single source

Once you have created your exhibition stand in the ExpoCloud portal, you now need to ask yourself how the stand will get to the exhibition venue. Our trade fair service offers you an all-round package for all logistical processes in event management. This includes the set-up and dismantling service or the shipment of trade fair equipment. After a trade fair, your equipment is checked, cleaned and professionally stored. You reduce your trade fair costs and increase your process speed for successful and smooth event management.

6. Trade fair follow-up in event resource management

After the trade fair, the work is not quite done: the follow-up of a trade fair includes controlling the success of the event. But how successful is your live communication really? We provide you with transparent real-time data and statistics for evaluation, which you can use to analyze, compare and sustainably optimize your events. The number of trade fair visitors, their length of stay and the number of return visitors are the data you can use to optimize your future trade fair appearances. You know what is worthwhile, know the exact trade fair leads and can make data-based decisions. You can keep an eye on your trade fair budget at all times and your trade fair controlling is easier than ever. After all, data is the raw material of digital transformation in live marketing.

Conclusion on event resource management

No matter which event resource management system you use: In times of digitalization and the current situation, which includes countless trade fair cancellations due to the coronavirus, you should make your work as agile as possible. It is advisable to use a system that allows you to take care of all the steps involved in planning your trade fair stand and keep track of everything so that you can save time and money.