About the Client
Koelnmesse GmbH, with around 80 trade fairs and over 2,000 conferences annually, is one of Germany’s largest trade fair organisers. Koelnmesse Pvt. Ltd is the Indian subsidiary established in 2008, the company addresses the needs of India's growing trade fair market. Globally recognized for organising high-quality trade events, Koelnmesse Pvt. Ltd. hosts four annual exhibitions in India: Anuga Select, Anuga FoodTec, ORGATEC, and the International Hardware Fair.
The Challenge
Managing four large-scale exhibitions within a five-month window required meticulous coordination.
The complexity was amplified by:
- Two globally established events,
- One relatively new event, and
- One being launched for the first time in India.
The operations team faced challenges in:
- Juggling between domestic and international exhibitor data,
- Managing multiple forms in PDF formats,
- Coordinating with contractors through long email threads and spreadsheets.
This manual workflow led to:
- Confusion and inefficiencies,
- Delayed responses and errors,
- Increased pressure on timelines,
- A risk of compromising exhibitor satisfaction, which is critical for international brand-led events.
Koelnmesse recognised the urgent need for digitization, but not just any platform. They sought a technology-first partner with deep understanding of the exhibitions and trade show domain, and the flexibility to accommodate their specific requirements.
The Solution
Coconnex partnered with Koelnmesse through a consultative and collaborative approach.Using our Client Zone module, we brought together all key stakeholders; exhibitors, contractors, and sponsors on a single, streamlined platform.
Key features included:
- Digital service forms with clear deadlines and automated reminders tailored to each exhibitor.
- Real-time dashboards for Koelnmesse’s team, eliminating the need for manual tracking.
- Online exhibitor directory, enhancing visibility for participants and simplifying discovery for attendees.
The Results
- 98%+ exhibitor onboarding success
- 80% reduction in email follow-ups and manual coordination
- Significantly fewer errors and missed deadlines
With reduced stress on the team and a far smoother workflow, Koelnmesse delivered a world-class experience to exhibitors earning strong post-show feedback from stakeholders. The success of this collaboration has laid a solid foundation for an ongoing partnership as Koelnmesse continues expanding its presence in India.
