Frequently asked questions

Fairoo is modular trade show management software for organizers, the end-to-end operating system for the exhibitor business of trade shows. The platform covers every step between organizer and exhibitor, from the first inquiry to rebooking. Existing CRM, ERP and accounting systems stay in place and are kept in sync.

Yes. Fairoo is built for professional trade shows: from a trade fair with 150 exhibitors to an event with well over 1,000 exhibitors, multiple halls and integrated service providers. Organizers with more than 2,500 exhibitors a year already rely on Fairoo.

No. Fairoo can be used without any technical background. Our team guides you through setup, from CAD import to your first booking form, and then offers extensive support and training packages.

Pricing depends on event size and the modules you use. In a short intro call we'll put together a custom offer for you.

It depends a lot on the modules, your existing data structure and the import. The first modules can be live within a few days, while a full rollout with all integrations typically takes two to four weeks.

Yes. Fairoo does not replace your CRM. Contacts and deals sync in both directions with external systems, and invoices flow into your accounting via integrations like sevDesk or Lexware Office.

Yes. Fairoo is fully GDPR-compliant. All data is stored and processed exclusively on European servers.

You create offers and counteroffers in a few seconds and provide them to the exhibitor directly in the portal or send them via an encrypted link.

Optionally, yes. As soon as a space is planned, or an already planned space is assigned, the exhibitor sees their position on the floor plan directly in the offer.

Yes. Booking forms do not have to be publicly accessible. You can put a freely configurable contact form in front of them, or a login through which exhibitors are approved before they can book.

Yes. Organizers add their own legal checkboxes whose text links to their own terms, optionally with a must-read function: a pop-up appears that the exhibitor has to scroll through completely before they can accept the terms.

As a rule, the exhibitor submits a contract offer to the organizer, who accepts or rejects it. Depending on the organizer's terms and conditions of participation, the booking is then binding for the exhibitor.

Contacts and deals sync both ways with your existing CRM. No duplicate data entry, no separate sources of truth.

Invoices, partial invoices and outstanding amounts are tracked per deal and connected to your accounting. You always see what revenue sits in the pipeline.

Yes. In the exhibitor portal, exhibitors configure their booth, book add-on services in the shop and upload certificates. Access works via a one-time code, no password.

A personalizable dashboard with booth spaces, news and open tasks, plus all bookings, the shops for add-on services and the organizer's information pages. Everything for show preparation is in one place.

Every task has a deadline, and organizers can freely schedule reminders for it and send them to the responsible people at the exhibitor.

Yes. Behind every task there can be an approval process: your team or an external service provider approves submissions or rejects them with a comment, for example for fire safety certificates. The complete history is documented per task.

Yes. In the layout editor, exhibitors see their area with dimensions on the floor plan, place their logo, draw in booked products such as power connections and confirm the individual layers.

Yes. You set up several shops per event, for example for marketing and booth construction, structure them into categories and subcategories and give each category its own booking deadline. You embed your own shop terms and conditions directly.

Via support requests directly in the portal, including attachments. The requests reach the responsible people on your team, and an AI drafts suggested replies.

The floor plan designer imports floor plans in DXF format with the full layer structure. Alternatively, SVG, PNG, PDF or JPEG serve as a plan base. Every layer can be shown or hidden individually, and objects snap to selected layers.

The price is calculated from booth type, size and booking date, and can be overridden or discounted manually. Cut-outs for columns and other obstacles are deducted from square meters and price.

The sidebar shows which areas are sold but not yet placed and which inquiries exist. Via drag and drop you assign areas or place them on the plan. Deal and area are linked both ways.

As a PDF, SVG, PNG or CAD file, with freely selectable layers, page size and unit of measure. On your website the plan runs as an interactive plugin, and in the booking form exhibitors select available areas directly on the plan.

Yes. All layers from the CAD import and all layers you add yourself can be shown and hidden, locked or adjusted in their transparency.

Yes. Past floor plans drawn in CAD are imported by us, and the corresponding booth spaces are created automatically. Floor plans that are not available in CAD format we add in the background, for example as a PDF, so that they serve as orientation for planning in the first year.

Yes. A floor plan from 2026, for example, can be duplicated for the 2027 event. The booth spaces are then created as available areas of the new event. If the rebooking module is used, we pre-reserve the available areas for the previous year's returning exhibitors. Prices can be adjusted automatically to the new per-square-meter pricing.

Yes. The editor runs entirely in the browser, and several team members edit the same plan in parallel. Provisional booth numbers and custom color markers help while the layout is still in motion.

You create the following year and duplicate the floor plan from the previous one; the spaces are pre-reserved for your returning exhibitors. For each returning exhibitor, a rebooking offer is created with pre-filled contact, company and billing data. Exhibitors book bindingly with a digital signature, on site at the show or online in the portal.

Yes. A hall plan from 2026, for example, can be duplicated for the 2027 event. The booth spaces are created as available areas of the new event and pre-reserved for the previous year's returning exhibitors. Prices can be adjusted automatically to the new per-square-meter pricing or overridden as a fixed price per booth.

Before you send out the offers, you can freely edit and move the booth spaces in the new floor plan. In addition, a rebooking offer can reference just the space without a position: the exhibitor then books their booth dimensions and square meters, without a claim to a specific position in the floor plan.

Exhibitors see all offers assigned to them in the exhibitor portal or the rebooking portal. Access works via a one-time code sent to the email address on file or through a personalized link. They take over the data from the previous year or adjust it, review the items and add further products, on site with your sales team or any time after the show.

Optionally, yes. Organizers decide from which point the logos of exhibitors who have already booked are shown on the live floor plan. This is particularly effective once large anchor exhibitors have committed.

No. Instead of a fixed position, rebooking offers can reference just the booth space, meaning dimensions, square meters and price. Returning exhibitors request their space for the following year without a claim to a specific position, and you keep full freedom in planning the hall.

No. Contacts and deals sync in both directions with your existing CRM. Your leading system stays in place, Fairoo handles the trade show business. If you're not tied to a CRM of your own, you work with the built-in CRM component.

Companies and people as contacts, plus leads and deals in pipelines with custom stages. Notes, activities, tasks and email templates live directly on the record. Every booking, offer and booth space builds on this data.

Yes. You organize deals in multiple pipelines with freely definable stages, for example per event or sales process. The status of every deal is visible at any time, from the first inquiry to closing.

Automations react to status changes and categories: send an email from the matching template, create a task or assign a tag. You also create tasks manually for deals and leads, for example for callbacks.

Yes. Emails and appointments sync with Gmail and Outlook and appear directly on the contact. The complete correspondence lives where your team works.

No. Your ERP stays in place and gets extended, not replaced. Fairoo manages the show-specific products, packages and inventory of the exhibitor business.

Regular products charged per exhibitor and booth products assigned to a booth space. Every product carries an internal and an external name in multiple languages, SKU, tags, price and VAT rate. Booked booth products appear as a CAD object or color marker in the floor plan.

You bundle multiple products or booth spaces into one package, for example an all-in-one offer of floor space, power and marketing services. Exhibitors book complete services in a single step.

You create one or more inventories per event. The available quantity is calculated automatically from sold, assigned and requested units. Quantity changes require a documented reason, and the transaction overview shows every assignment.

Through the resource calendar: you define available time slots per day with their own capacity, from forklifts to masterclasses. Exhibitors pick their slots directly in the inquiry, and for every slot you see who has requested, reserved or booked.

That depends on which steps the software needs to cover. Exhibitor management software should cover the entire lifecycle: acquisition, offer and booking, show preparation and rebooking. Fairoo is the modular end-to-end operating system for the exhibitor business of trade shows and covers every step between organizer and exhibitor, from trade fairs with 150 exhibitors to events with well over 1,000 exhibitors. Since launching in September 2025, 26 trade shows run on the platform with 22 million euros in processed booking volume, and existing CRM, ERP and accounting systems stay in place and are kept in sync.

A generic CRM manages contacts, leads and deals. The exhibitor business adds show-specific objects: booth spaces with a position in the floor plan, booking forms with products and a digital signature, tasks with deadlines and approval processes, and shops for add-on services. Fairoo combines both: a lean CRM is built in, your existing CRM stays the leading system, and contacts and deals sync in both directions.

Four phases around one central deal: acquisition and booking with a digital signature, portal and shop for tasks, certificates and add-on services, the event itself with an up-to-date floor plan and short-notice rebookings, and rebooking at the live show. The phases are fixed, the order follows your process.

Every task has a deadline and a visible status: open, in progress, done. Reminders before and after the deadline run automatically. The dashboard also shows open and won deals, offers sent and hall utilization.

During or after the show, exhibitors reserve their space for next year, at the booth or in the portal, with pre-filled data. The floor plan can be duplicated for the new event: with the rebooking module, available areas are pre-reserved for the previous year's returning exhibitors, and prices can be adjusted automatically to the new per-square-meter pricing.

Start with the exhibitor side. A new trade show is a two-sided chicken-egg problem, and the harder side to win is the exhibitors. The order is clear: a professional presence and positioning, then securing a few anchor exhibitors, then offering clear booth packages and a lean booking, selling personally and following up in parallel, and thinking about rebooking for the second edition from the start.

Offer a standalone value that does not depend on visitor numbers. As long as numbers are missing, participation convinces mainly through trust: well-known anchor exhibitors as a reference, a professional web presence, transparent prices and fixed booth packages, and a personal contact. An allocation of free guest passes works on top, because the exhibitor invites their own customers and thus brings part of their audience themselves.

An anchor exhibitor is a well-known company that leads its sector, whose participation draws in other exhibitors and visitors, much as a large department store as an anchor tenant makes a shopping center attractive. To win one, noticeable discounts or generous partner contracts are worthwhile, because the name lowers the risk for everyone else. Tie the terms to a clear consideration and do not make yourself dependent on a single anchor.

Offer a few, clearly distinguishable packages plus personal advice. First-time exhibitors cannot yet judge booth sizes with confidence, so a simple entry works: for example three graduated sizes with an included power connection and basic equipment. How big the packages should be and how they are structured follows from hall, sector, and format.

Only the details truly needed to close the contract: the chosen package, a short brand or company text, the most essential company data, billing information, and a contact person. Collect extensive exhibitor profiles, logos, and technical requirements after booking in the portal, because every additional mandatory field increases the likelihood of abandonment. A save-and-resume for the booking step further supports closing.

Not for a first edition. A self-service booking flow lowers the barrier for exhibitors who are already convinced. The persuasion itself is done at the start by conversations, cold outreach, and offers. Both are needed in parallel: a lean booking for the decided and personal sales with consistent follow-ups for everyone else.

Make rebooking as easy as possible and transfer the data directly into the following year. Winning back an existing exhibitor is usually easier than acquiring a new one, because trust already exists. Prepare rebooking early and provide a pre-filled follow-up offer that the exhibitor accepts directly.

That depends heavily on hall, format, and scope, so no serious flat figure can be given. From the perspective of the exhibitor business, two levers are decisive above all: the terms for anchor exhibitors, which may deliberately be generous at first, and the effort for personal sales in the launch phase.