Swiss Property Fair GmbH is an event management company specialising in property events, based in Switzerland. The company organises the annual property investors’ fair IMMO, one of Switzerland’s most important trade fairs, which brings together exhibitors from the fields of consultancy, finance, construction and maintenance. Swiss Property Fair GmbH is responsible for the overall planning, coordination and running of the fair.
Initial situation
Before partnering with Blinno, Swiss Property Fair GmbH managed its trade fair data in a highly complex Excel spreadsheet containing numerous worksheets and nested formulas. Tasks, deadlines and responsibilities were not clearly visible at a glance – this cost valuable time in day-to-day operations and increased the likelihood of errors.
Exhibitor contracts had to be processed manually, product options entered individually and invoices created by hand. The various processes ran in separate, stand-alone systems – resulting in a significant amount of coordination work. What was needed was a scalable, end-to-end digital solution that would bring all of this together under one roof, and within a strict timeframe dictated by the fixed trade fair date.
Solution
We have set up a central platform for the company that covers the entire exhibitor process from start to finish. Instead of scattered Excel spreadsheets and manual data entry, there is now a single overview on monday.com – featuring all exhibiting companies, contact persons, stand options, additional services and the current status of each trade fair participation. The whole team works from the same basis; misunderstandings and duplication of effort are a thing of the past.
When an exhibitor books their stand, a personalised quote is automatically generated in the background. This is made possible by a central product catalogue on monday.com, which contains all available services and prices – from a small exhibition stand to a premium package including advertising in the catalogue and a private meeting room. The automation software Make accesses this catalogue and adds the booked products directly to the relevant exhibitor’s record in the system. No manual searching, no typing, no errors. If the exhibitor speaks French, the system recognises this automatically – and all documents, products and invoices appear in the correct language.
Once the quote is ready, all it takes is a single click: Make transfers all the relevant data to the Bexio accounting programme, the invoice is generated automatically and appears immediately as a PDF in monday.com. Discounts or subsequent changes made in Bexio are automatically reflected. As soon as a payment is received, this is visible on the dashboard, the team can see in real time, at any time, what has already been invoiced, what has been paid and what is still outstanding.
No duplicate data entry, no tedious cross-checking of lists.
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