Exhibition hall with stands seen from above

For trade fair organisers, event agencies, venues & suppliers

Three weeks to the fair, two hundred open questions in the inbox. Who still has the overview?

ivato digitalises the processes behind trade fairs and events: exhibitor registration and stand planning, quotes with variants, attendee communication, equipment and logistics, team scheduling and invoicing. Your software stays, or we build a system where Excel rules today. Your team can focus on the experience instead of chasing answers by phone.

Call back from an industry adviser →View case studies ↓

Clients from this industry

Your day-to-day

Do you recognise these sentences before the next event?

Trade fairs and events thrive on the experience on site. Behind it are hundreds of arrangements with exhibitors, attendees, suppliers and team, and they often still run via email and Excel.

You recognise 0 of 6 statements

Tap the statements you recognise from your day-to-day work.

In short: The experience is right, but behind the scenes coordination costs too much time and margin.

Talk about it ↓

Process

Where do you lose the most between enquiry and invoice?

Pick a stage. You will see how it often works today, what ivato implements there and what changes.

Today

Every quote by hand

Availability, prices and services are pieced together again for every enquiry.

With ivato

Quote from building blocks

  • Availability check for venue and equipment
  • Draft quote with variants using AI
  • Automatic follow-up

What changes

Faster to the order

Quotes go out the same day, double bookings are ruled out.

Case studies

What does this look like in a company like yours?

Two examples, each with starting point, solution, result and calculation.

  • Trade fair organiserLeipzig25 employees3 fairs per year

    Exhibitor portal instead of email ping-pong

    Starting point
    Registrations, documents and stand construction orders arrived by email and were maintained in Excel. Before every fair the team worked overtime for weeks.
    Solution
    Exhibitor portal with documents, orders and deadlines, an assistant for exhibitor questions, automatic invoices and reminders.
    Result
    Noticeably fewer queries, complete documents before the deadline and invoicing that is finished when the fair is.
    Investment
    €38,000
    Funding
    €15,200
    Own contribution
    €22,800
    Payback
    8 months

  • Event agency with rentalBavaria16 employeesCorporate events

    Quotes on the same day, no double bookings

    Starting point
    Quotes were built from old documents, equipment was booked twice, and something was always missing on the day of the event.
    Solution
    Availability check for equipment, quote toolkit with variants, packing lists from the order and a team app for the event day.
    Result
    More orders with the same team, no double bookings and fewer equipment losses.
    Investment
    €24,000
    Funding
    €9,600
    Own contribution
    €14,400
    Payback
    7 months

More case studies · Funding programmes

Solutions

Which tools does ivato use for trade fairs and events?

Building blocks that fit into your processes. Chosen according to what costs you the most time or margin.

Your systems

Do we have to change our software?

No. Ticketing, accounting and existing event software stay. Where Excel rules today, we build a system that fits your processes and connect it to the rest.

Your systems stay

  • Connection via existing interfaces
  • Answers only from your approved content
  • Data on servers in Germany
  • AI model can be swapped

Process & prices

How do we start between two events?

With a 30-minute conversation. After that you decide step by step. Your effort is a few meetings with management and project leads.

  1. Step 1

    Initial call

    30 minutes with an adviser who knows your business model. We discuss where margin and time are lost, and tell you honestly what pays off.

    free of charge

    Request a callback ↓

  2. Step 2

    Strategy

    We look at the path from enquiry to invoice, calculate the business case in euros and agree a roadmap.

    max. €7,000 net · eligible for funding

    To Strategy →

  3. Step 3

    Implementation

    We implement the most effective building blocks, connect your systems and train your team until it runs.

    Fixed price by scope · 8–12 weeks

    To Implementation →

Estimate your funding

Funding rate
Funding
€12,000
Your contribution
€18,000

Simplified calculation. Rate and maximum amounts depend on the programme, federal state and company size. Consulting can additionally receive a grant of up to €5,600.

Projects successfully supported
1,000+
Projects successfully supported
Years of experience
25+
Years of experience
Funding for implementation
up to 60%
Funding for implementation
dedicated contact person on the project
1
dedicated contact person on the project

Frequently asked questions

Questions from organisers and event agencies

Your question is not here? In the initial conversation we take 30 minutes for your specific topic.

Yes, if each event takes a lot of coordination. In the initial call we calculate when it pays off.

No. We connect it with exhibitor, equipment and invoicing processes.

Most building blocks are running after 8 to 12 weeks. We plan so that your next event is not disrupted.

Depending on location and project, consulting and implementation are eligible for funding. We check this in the initial call.

Read on

Contact

Exchange ideas with one of our specialists from your industry.

30 minutes, free of charge. We tell you openly where you are losing time and margin and what is worthwhile.

  • Callback within one working day
  • NDA on request

Request a callback

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