Tips


Your event calendar for the year is full and you receive an enquiry for a new trade fair, a new congress, a new concert, a new sports event or something similar. In your calendar you see several possible time slots for this new event, including setup and dismantling periods. It is also possible that your customer has their own ideas for when this event could take place. However, even when taking open options for other events for which you already have enquiries into consideration, which of these proposals best fits your event calendar? You do not want to enter options into the main calendar, because at this point they are only potential time slots? You may also not yet know which of these is the best variant? Maybe you, as is also the case in many other firms, are faced with the challenges of SARS-CoV-2 having to postpone all or many of your events for the year? How do you keep everything in perspective for all of these cases?

Your RUBIN consultant, Jochen Stauffer, has just the solution for you. With the optional RUBIN function of “Area disposition” you have the opportunity of creating various scenarios in as many calendars as you wish. By means of an overlapping calendar with various scenarios, you will be able to readily see how other events overlap. By using such scenario planning in Area disposition, RUBIN offers you the opportunity of approving information at three levels of authority, of determining whether the visibility of various scenarios or of other planning is to be revealed to other users. In addition, you can display various lists, such as the hall or room space assignment change lists, inform your colleagues via email, and also make further analyses available to various stakeholders.

Get further Informationen about the Area Disposition in our Praxistipp Video.

Please contact me if you would like to find out how this feature can make life easier for you!


Communication and sales campaigns for trade fairs have become ever increasingly more complex and have been increasing the demands made on the project teams involved.  Whether doing acquisition work by email, running early booking campaigns, making upselling and cross-selling offers, or arranging last minute booking possibilities through the RUBIN Online Service Center or communicating additional information to exhibitors and visitors – every action requires targeting the right group, individualising the  content and transmitting it at the appropriate point in time. Would it not be beneficial for you if plans were made for email campaigns right at the start during the planning phase and the related follow-up work could automatically be processed by RUBIN ?

Your RUBIN consultant, Matthias Quasdorf, already has just the right solution for you. He would be more than happy to advise you on the RUBIN  “Automatic mailing” functionality.  This function makes it possible to manage campaigns by defining electronic mailings transparently and automatically in RUBIN and managing them more efficiently. RUBIN hereby automatically generates emails at the scheduled point in time and transmits them to the respective recipients. The user has a complete overview throughout the entire campaign and can change the parameters of the “automatic mailing”, if required.

Get further Informationen about the Automatic mailing in our Praxistipp Video.

Please contact me if you would like to find out how this feature can make life easier for you!


Your written communication with your customers, exhibitors, (guest) organisers or service partners is an important part of your day-to-day work. Regardless of whether you are transmitting acquisition emails to new customers, making detailed arrangements with existing customers, offers, rental contracts or placement suggestions; you are generally aware of with which person in which company you are corresponding and to what business matter you are responding. Yet how would you like to have incoming emails from a specific correspondence address, respectively the potential of the address, or for an order, automatically allocated in your RUBIN 5 inbox? And what would it be like if emails that have been automatically allocated are displayed on your RUBIN 5 overview and branched out from there to the contact history? Is this possibly already available? Yes, it is!

Your RUBIN consultant, Jochen Stauffer, would be more than happy to advise you on the:
With this function you can process and document emails arriving in your RUBIN 5 inbox. If it concerns an answer to an email transmitted in RUBIN 5, it will be automatically recognized and assigned. An incoming email without a reference to an email previously transmitted through RUBIN 5 can be assigned later on.

If you are interested in this feature, please do not hesitate to contact me for further information.


Anyone who is planning a trade fair appearance would like to know in advance as quickly and as precisely as possible how much it is going to cost. The costs solely of the stand rental are automatically displayed in your shop for exhibitor registrations. Yet how precisely and transparently does your shop display expenses for customary standard services such as the trash disposal and media lump sum? Maybe you describe these costs in your shop for exhibitor registrations, but do not offer the total result thereof. Especially since these prices may frequently be dependent upon quantity, complex price scales or lump sums.

Your RUBIN consultant, Yasmin Salloum, is very familiar with the problem of complex pricing information in the shop for exhibitor registrations and has the following solution up her sleeve for you. With the optional RUBIN Online Service Center “Pricing consideration of standard services in the shop for exhibitor registrations” function, the compulsory charges are automatically calculated and displayed to the exhibitor in the shop as a total result. The costs of stand rental as well as the total result are additionally displayed on the overview page as a grand total.

In the final result, with this optional RUBIN function, a quick and transparent cost overview is available to the exhibitor in your shop for exhibitor registrations. And you solve the problem of the presentation of complex pricing information on standard services.

If you are interested in this feature, please do not hesitate to contact me for further information.

 


Long before the exhibition starts you need to organise the first prearrangements. Almost leisurely, the agreements with your service partners start, the first orders from your customers are received and the flow of information runs at defined time intervals. But coming into the final preparation phase you are constantly busy conducting the logistics orchestra of technology and service partners. Especially at this moment, it is important to lose as little time as possible.
But how do you actually provide your service partner with the information? Do you plot plans from RUBIN Graphics and visualize which services have been ordered? And how do you transmit the actual order to the service partner? Does he perhaps already use the RUBIN Online Service Center service partner portal and pick up his own orders? Wonderful! Then let RUBIN support you in conducting information a little more.

Your RUBIN consultant Matthias Quasdorf recommends the following practical solution. With the optional function “service partner-specific hall plans”, you automate the information process even a bit more. Using the RUBIN Online Service Center service partner portal, the service partner will always be provided by up-to-date floor plans including visualized orders, clearly arranged on the RUBIN dashboard.

If you are interested in this feature, please do not hesitate to contact me for further information.


For almost every exhibitor the budget planning is a special challenge. There are expenditures for logistics, accommodation, human resources and so on. But what does the exhibition stand cost and which services must be added? As an exhibitor, the answer is quite simple: “I will ask my contact person at the fair.” This is where you start running and search for services and prices to create the best offer for your customer. If the customer then changes the demand of services or would like to have a different exhibition space, your work starts for from the beginning.

Your RUBIN consultant Matthias Quasdorf recommends the following practical solution using the stand offer out of a potential. Already for your acquisition activity, you mark every likely exhibitor as a potential / lead. With only a couple of clicks you create a whole offer as PDF including relevant stand information, services and costs. If the customer decides to accept the offer you can immediately convert the application into a real stand registration just by hitting one more button.

Let me know if you are interested in providing a stand offer out of a potential and contact me for further information.


The co-exhibitors registration process isn’t that easy to coordinate and there are a lot of questions during the process e.g. which co-exhibitors were invited and who has committed so far? What is the associated nomenclature and who are the contact persons? Recording this and many other information manually could be a nasty piece of work for those who are responsible for the exhibition.

Your RUBIN consultant Nicolas Neumann recommends the following practical solution: Using the feature “co-exhibitor registration” enables the main exhibitor not only to take over the co-exhibitors from a previous application or to register them by himself. With the additional option of uploading co-exhibitor data and the opportunity for co-exhibitors to capture their information easily online by themselves, everybody will save valuable time. After the registration process, confirmation e-mails will be sent to those who are responsible and keeps the main exhibitor up to date.

Please do not hesitate to contact me for further information, if you are interested in the feature “co-exhibitor registration”.


“An address without an attribute may well be worthless.” – a sentence you probably have heard of one of the RUBIN consultants before. This refers to the fact that attributes are often the basis for selections and target group formation. An address without an attribute could even turn into an expensive address, if the origin of the data, as demanded by the GDPR, has been forgotten.

Your RUBIN consultant Jochen Stauffer recommends the following solution. In RUBIN 5 you have the possibility to drag & drop mandatory attributes of the basis profile that must be maintained at least once per address. All attributes of the basic profile are clearly visualized next to the address and are recognizable at a glance. RUBIN 5 will automatically alert you, if an attribute can’t be assigned or has already been assigned, and visualizes actively if an attribute is missing.

If you are interested in this feature, please do not hesitate to contact me for further information.


There are many reasons why you might want to invite or honour the jubilarians amongst your exhibitors. Maybe you want to honour all exhibitors who participate for the 10th, 20th or even 30th time in your fair? Or you are celebrating the anniversary of your event and would like to thank those exhibitors who have been especially loyal during all the years? If your answer is “yes” to one of these questions, another one will immediately come up; “Who are the jubilarians of my event?” It seems all evident to start looking through the digital registrations, to select and export data in order to find the answer to that last question. But you are quite likely to reach certain limits: Do you know the customers who changed their companies’ names in the previous years? And where do you find the information, if a customer used to participate as an exhibitor even before you were using RUBIN?

RUBIN Consultant Armin Güse is quite experienced regarding this issue: „The RUBIN function Participation counter provides you with the required information in no time. The anniversary list, which comes with the function, shows you the number of participations of each exhibitor as well as it shows those exhibitors who reach a certain milestone anniversary. Address changes, new company names and mergers are taken into account. I am pleased to share my experience with you – please email me your questions!”


When a customer plans an event, enquiry is often already made well in advance. The customer ultimately wants to ensure the date desired at the location desired and thereby still have time to compare different offers. In order to plan the budgets and to have the comparison of the various suppliers to be as complete as possible, all services should be tabulated already in the first offer. And all this at a point in time when generally only the parameters of the event are known and the details will still be changed often. As a consequence such an offer is not only many pages long, but until the event actually takes place, can quickly have four, five or more revisions. And what happens then? The question frequently arises: “What has actually changed?”

Your RUBIN consultant, Jochen Stauffer, has often been confronted with this challenge: “Have you ever experienced having to manually compare several offers, in order to filter out the changes since the last offer was prepared? Then you will most certainly find this new function RUBIN Dates and Facilities Offer with history interesting. I’d be very happy to tell you about this – feel free to contact me by e-mail!”