Case Study · October 14, 2026
Case Study: VELOBerlin 2026
Booked simply, invoiced faster: how VELOBerlin managed around 200 exhibitors on one platform, from booking and additional orders in the exhibitor portal to invoicing in half the time.
Booked simply. Invoiced faster.
VELOBerlin is the bicycle festival for everyone: at the former Tempelhof airport, around 200 exhibitors present bicycles, e-bikes and mobility solutions. Organizer Velokonzept ran its 2026 exhibitor management with Fairoo for the first time: from the booking form and offers to the exhibitor portal with shop and the handover of invoices to sevDesk.
- 50 %
time spent on invoicing
200
Exhibitors managed through Fairoo
„For the first time, we have a clear and well-structured exhibitor portal that our exhibitors find intuitive and easy to use. We are especially pleased with the positive feedback. We now hear things like: ‘Registration was finally simple!’ or even ‘Registration can actually be fun!’
We benefit enormously internally, too: I can now, for example, see directly in the system who booked which services, without time-consuming Excel exports. Booking changes can also be made quickly and easily right in the backend. That makes our day-to-day work considerably easier.“
Konrad Abramowski, Project Manager Festivals & Events, Velokonzept
Challenge
The previous system offered exhibitors no more than a login to a booking form. Missing information, such as the booth construction description, had to be requested afterwards by email. To add these details, exhibitors first had to track down their original “return link” and use it to access their booking again. Because this process was so cumbersome, follow-up requests often went unanswered. Internally, orders were added up across several Excel spreadsheets. Transfer errors led to cancellations, and invoicing took five to seven days.
Solution
A digital booking flow through which exhibitors book their space themselves, complemented by modular offers for large exhibitors. Additional orders run almost entirely through the shop in the exhibitor portal, open tasks such as the booth construction description are visible right in the portal instead of only being requested by email, and every order is handed over directly to sevDesk.
Result
Invoicing now takes less than half the original time, with fewer cancellations and a clear overview of the payment status for the whole team. Right after the event, rebooking at early-bird conditions started: exhibitors book their space for the following year themselves via a link, and every rebooking is in the system immediately as a complete record.
Key features in action
These three Fairoo features carry VELOBerlin's exhibitor management: from the first booking and additional orders in the portal to the finished invoice in accounting.
Booking form and offer flow
Most exhibitors book their booth space themselves through the booking form, including products such as power connections or parking spaces. For large exhibitors, the team creates modular offers: either as a closed booking proposal or as an open offer in which exhibitors add further products themselves. Every booking enters the system in a structured way, regardless of how it comes in.
Exhibitor portal with shop and tasks
Almost all of VELOBerlin's additional orders run through the shop in the exhibitor portal. Instead of taking orders by email, the team points exhibitors to the portal, where they book additional services themselves. Open tasks such as the booth construction description appear right at login instead of being requested by email. And internally, who booked what is visible directly in the browser, down to how often a power connection was sold.
Invoicing with sevDesk integration
Every order and every item is transferred exactly to sevDesk and billed as one consolidated invoice, without Excel detours and without manual adding up. The whole team sees in the system whether an invoice has been issued and paid, and invoice copies can be resent directly from the system. Invoicing now takes half the time.
Demo
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