Technical support
Technical support
Technical supervisors
XENIAL EVENTS × TRIVANDI
Great events.
Exceptional
people.
The right people make all the difference.
Event & Conference Workforce
Technical proposal for Trivandi · P01–ECW
REAL PEOPLE. REMARKABLE EXPERIENCES.
Hospitality isin our nature.
PEOPLE FIRST✳ALWAYS.
3,800+
Active UAE collaborators
500+
UAE events annually
110+
KSA events annually
Since 2019
Building human connections
01 / ROOTED IN HOSPITALITYYour people partner, since 2019.
Human connections.
At a remarkable scale.
We build genuine human connections.
Xenial Events is a dynamic event management company bringing warm hospitality to the space between clients, organisers, exhibitors and visitors. Established in 2019, our growing team delivers event staffing and onsite operations with care for every guest experience.
xe·ni·al adjective
From the Greek xenia (ξενία) — hospitality. Creating a welcoming environment that bridges hosts and guests.
◖ Hear “ZEE-nee-uhl” ↗- Legal entity
- Xenial Events L.L.C.
- In the UAE
- 7 years in business
- Our core team
- 20 full-time employees
- Our workforce model
- Full-time, part-time & contract
↔ Drag to explore / Select a region
CONNECTED BY HOSPITALITYLOCAL KNOWLEDGE. SHARED STANDARDS.Across borders.
Across borders.
Always connected.
One founding philosophy, with a presence across four markets.
United Arab Emirates · Our headquarters, established in 2019.
02 / THE PEOPLE BEHIND EVERY MOMENT
Many specialisms.
One Xenial standard.
Our collaborators are our core asset: valued team players in every successful event. Explore how their roles come together.
OUR UAE TALENT POOL3,800+
Active collaborators
Brand marketing
Brand promoters
Surveyors / mystery shoppers
Event operations
Box-office ticketing & cashiers
Runners · VIP Majlis hosts & hostesses
Customer service
Ushers · Information desks
“May I help you” / lollipop staff
Management
Project managers · Supervisors
Zone managers
Administrative support
Registration typists · Accreditation
Administrative support
Bespoke & specialised roles
Tailored staffing for your event’s requirements.
English + Arabic bilingual supportFrench-speaking personnel on requestZone & function-based supervision
03 / PROVEN IN THE FIELDThe experience to deliver yours.
Big moments.
Experienced hands.
From global congresses to the region’s busiest exhibitions. A few places you may have met our people.
Photographs from the Xenial portfolio.
DELIVERY AT SCALEBuilt for complex,
Built for complex,
high-volume events.
650+
Onsite team · DWTC
250,000 attendees
600+
Onsite team · Info Salons
200,000+ attendees
250+
Onsite team · IUCN 2025
12,000 high-level delegates & diplomats
The scope.
The people who can speak to it.
Four event references with delivery scale, services and named contacts.
Dubai World Trade Centre
650+Onsite team
250,000 attendees
250,000 attendees
- Shows
- GITEX Global, Expand North Star, GISEC Global, Gulfood, Gulfood Manufacturing
- Venues
- Dubai World Trade Centre, Dubai Harbour, DEC Expo
- Services
- Scheduling, logistics, onsite operations, crowd control management and coordination
Vinod NalawadeHead of Registration · DWTC, inD Eventsvinod.nalawade@dwtc.com
Info Salons
600+Onsite team
200,000+ attendees
200,000+ attendees
- Shows
- Global Media Congress, BitCoin, Abu Dhabi Sustainability Week, Expand North Star, GITEX
- Venues
- ADNEC, Dubai World Trade Centre & Dubai Harbour
- Services
- Scheduling, logistics, onsite operations, crowd control management and coordination
Chris LloydManaging Director · Info Salons / ADITUSchris.lloyd@infosalons.ae
Informa
180+Onsite team
46,000 attendees
46,000 attendees
- Shows
- Middle East Film and Comic Con, Najah Abu Dhabi, Tawdheef
- Venues
- ADNEC, Abu Dhabi
- Services
- Scheduling, logistics, onsite operations, crowd control management and coordination
Aneel AranhaOperations Director EMEA · Informa Connectaneel.aranha@informa.com
K.I.T. Group
250+Onsite team
12,000 high-level delegates & diplomats
12,000 high-level delegates & diplomats
- Shows
- IUCN World Conservation Congress Abu Dhabi 2025
- Venues
- ADNEC, Abu Dhabi
- Services
- Event permits, vests / lanyards, staff scheduling, logistics and operations
Jelena MilovićDirector, Accounts & Sustainability · K.I.T. Group GmbHjmilovic@kit-group.org
FURTHER HIGHLIGHTS
WETEX · ADIHEX · EXPO 2020 Accreditation · COP 28 United Nations Climate Change Conference Accreditation
A huge thank you to the Xenial team for their outstanding support with onsite staff management and speaker permits management for IUCN Congress Abu Dhabi 2025. Your professionalism, efficiency, and dedication have been instrumental in ensuring a smooth and successful process and delivery, we truly appreciate your partnership!
Jelena Milovic · Director, Accounts & Sustainability · K.I.T. Group GmbH
Xenial Events brings a level of structure and reliability that is essential in high-pressure event environments, while still maintaining a strong human touch in how they engage with attendees. What stands out is their ability to understand the importance of the in-person experience, not just from an operational standpoint, but from the perspective of how people interact, move, and connect within an event. This balance between operational control and human awareness is not easy to achieve, and Xenial delivers it well.
Enrico Gallorini · CEO & Co-Founder · GRS Research & Strategy
Xenial Events - a true powerhouse of energy, enthusiasm, and professionalism. I can confidently say they set the gold standard in the industry. Xenial is truly an extension of my team. Their dedication, knowledge, exceptional execution, leadership, expertise, attention to detail, ability to adapt make them crème de la crème of the staffing industry in this region. They don’t just deliver - they elevate every event they are part of.
Vinod Nalawade · Head of Registration · Dubai World Trade Centre, inD Events
“
04 / YOUR TEAM, EXTENDED
One relationship.
A whole team behind it.
Fully engaged departments work as a seamless extension of Trivandi. Finance, client relations, IT and operations coordinate around your account.
INTEGRATED ACCOUNT MANAGEMENTTrivandi × Xenial
Clear communication. Connected delivery.
Financial control
& compliance
Financial accuracy, transparent commercial processes and strict contract compliance.
Client
relations
Initial engagement, ongoing communication and alignment on expectations.
IT & technical
support
Technical backbone, digital enablement and system infrastructure.
Event
operations
Onsite execution, complex resource allocation and direct logistics staffing.
Four departments. One coordinated account.
TR
Thusitha Rajamuni
Partnerships & Growth Manager
Account Manager & primary point of contact
- Lead communication and planning.
- Proactively review the event calendar and staffing patterns before scopes are shared.
- Consult before events to optimise staffing structures, flow and resource efficiency.
- Meet weekly or bi-weekly, as preferred.
- Be onsite during key days of high-impact events.
- Provide post-event reviews and insights for future deployments.
CRM
Client Relations Manager
Per-event support + weekly administration
- Prepare and revise quotes based on staffing requirements.
- Check minimum-hours compliance and cost clarity.
- Handle invoices, confirmations and related documentation.
- Coordinate approvals before deadlines.
- Maintain consistent service levels across workflows.
Seamless administration keeps the work moving and supports compliance.
PM
Project Manager
Pre-event → onsite
Full operational engagement
- Lead staffing deployment.
- Oversee briefings and check-ins.
- Manage allocations and performance.
- Optimise shifts.
- Act as the onsite operations lead.
- Manage real-time adjustments.
- Provide post-event reports.
EARLY COLLABORATION DELIVERS
Operational & cost efficiencies
Less rework & fewer quote revisions
Better collaborator utilisation & motivation
Higher stakeholder service quality
A partnership that
keeps moving forward.
We engage before scopes are finalised to refine roles, shift patterns, visitor flow and onsite requirements.
- 01
Understand
Explore your needs and goals to lay the foundation for the partnership.
- 02
Shape the solution
Tailored expertise, recommendations and commercial proposals.
- 03
Deliver onsite
Allocate resources and handle operations from registration to technical support.
- 04
Listen & reconcile
Gather feedback, improve delivery and reconcile the final schedule.
- 05
Build the relationship
Close commercials and develop long-term partnerships and repeat business.
05 / FROM PLAN TO SHOWTIMEConsidered at every step.
Ready before
the doors open.
A structured mobilisation roadmap keeps people, positioning and communication in sync. Select a phase to explore.
RECRUITMENT & ONBOARDING
Our dedicated recruitment team screens and interviews applicants throughout the year, keeping a diverse talent pool active, current and growing across roles, skills and languages.
- 01
Staffing process
Receive the request, check collaborator numbers, timings and requirements, and source candidates.
- 02
Staffing assignment
Check availability and skills, create schedules, manage duration and establish communication tools.
- 03
Training
Internal code of conduct, event-specific protocols, skill enhancement and behaviour.
- 04
Onsite operations
Coordinate arrivals, meeting points and attire, and address challenges or emergencies.
- 05
Performance
Monitor and evaluate the team, gather client evaluation, review internally and recognise top performance.
- 06
Quality assurance
Check work quality, evaluate after the event and initiate corrective actions.
YOUR MOBILISATION ROADMAP
Choose a phase below to view its checklist.
Phase 1 of 7 · AlignEach phase has its own checklist
PLAN AHEAD
45 days Draft staffing schedule
30 days Confirmed schedule
Before the event06 / PREPARED TO MAKE A DIFFERENCEConfidence comes from preparation.
Ready for the role.
Alive to every perspective.
Training considers organisers, exhibitors, visitors and collaborators, aligning event goals with the experience on the ground.
We develop professional, approachable teams who welcome delegates warmly, communicate effectively and resolve conflict with confidence.
Leadership & essential event skills
Professionalism, leadership, problem-solving, time management, dedication, perseverance and meticulous attention to detail.
Teamwork
Open communication, shared goals and mutual respect help our collaborators thrive as a team.
Event-specific training
Agenda, feature areas and respective roles: registration, information desks, customer service, visitor assistance and VIP service.
Technical briefing
A pre-event technical brief prepares the team for the registration system and process.
Venue protocols & guidelines
Site tours, facilities, security and safety create confidence in the event environment.
Incident reporting & escalation
Established protocols connect collaborators with supervisors, managers and clients to address event challenges.
THE XENIAL SIGNATURE01 Business suit02 Formal shirt03 Formal trousersSOPHISTICATION. ELEGANCE. VISIBILITY.One unmistakable
One unmistakable
standard.
Our signature black dress code creates a consistent, professional presence.
- Black business suit
- Black formal shirt
- Black formal trousers
- Black closed, comfortable shoes
Men: well-groomed hair and beard.
Women: well-groomed hair tied in a ponytail, or a plain black, neatly pinned sheila / hijab for those who wear one.
IN OUR COLLABORATORS’ WORDSSupported people.
Supported people.
Better experiences.
Google review excerpts shared in our proposal.
★★★★★“I actually enjoy working in a team as yours. Xenial believes that effective teamwork involves Communication, Dividing tasks and Supporting each other.”
— Kelechi
★★★★★“Working with Xenial teams is always amazing. Great and professional leaders and management. Very supportive and they treat us well. Long hours are not an issue.”
— Mona
★★★★★“Staff are professional, approachable and accommodating. I am new but I feel like I'm part of their family every time I work with them. Keep up the good work!”
— Giblert
★★★★★“Extremely grateful and blessed for the opportunities and wonderful experiences. Taught us amazing work ethics while working with highly professional people.”
— Diana
07 / QUALITY AT EVERY TOUCHPOINT
Prepared with care.
Delivered with control.
Our repeatable Service Quality Framework covers pre-event preparation, onsite execution, post-event review and continuous improvement, regardless of event size or season.
BEFORE THE EVENTEight checks.
Eight checks.
One consistent standard.
- 01Review organiser requirements and attendee forecasts.
- 02Validate job roles, shift patterns and allocations.
- 03Cross-check minimum hours, breaks, gender mix and skill profiles.
- 04Check local labour requirements and client-specific guidelines.
- 05Verify collaborator ID, experience, skills and attire readiness.
- 06Brief supervisors and Project Managers.
- 07Share event-specific SOPs internally.
- 08Plan contingencies and backup resources.
Monitor the detail
Attendance, break scheduling, performance checks, real-time behaviour and customer service assessments.
Maintain consistency
Show-wide service quality, escalation management, collaboration with organiser teams and live manpower reallocation.
Document the day
Attendance tracking, issue logs and live adjustments, with an end-of-day summary submitted to the Account Manager.
Internal audits & compliance
Before and during peak periods: random senior-management onsite audits; checks on uniforms, behaviour, punctuality and conduct; audit findings fed into post-show learning; reinforcement and retraining where needed.
COMPLAINT & ISSUE RESOLUTIONA concern is raised.
A concern is raised.
Everyone knows the next step.
Concerns received in person, by WhatsApp, email or radio are captured in a central event issue log. Explore each category.
Minor: administrative or non-urgent matters. Supervisors make immediate corrections for minor and time-sensitive issues and document them in daily logs.
Major: impacts exhibitor satisfaction or staff performance. The Project Manager handles structural or recurring issues, reallocates resources and realigns expectations with organiser teams.
Critical: impacts visitor safety, queue flow, VIP protocol or event experience. Escalate instantly to the Account Manager; critical or repeated concerns receive corrective action plans and follow-up summaries.
- 01
Supervisor
ImmediateAction at the point of delivery. Escalate immediately to the Project Manager.
- 02
Project Manager
5–10 minutesAddress structural or recurring issues and coordinate resources.
- 03
Account Manager
Within 15 minutesCritical issues and repeated concerns, corrective action and follow-up.
- 04
Senior Management
30 minutesCritical issues only.
EVERY ISSUE HAS A RECORD
TimestampDescriptionOwnerAction takenResolution time
Issues and resolutions feed into the post-show report. Long-term improvements enter the continuous improvement tracker.
Service levels.
Clearly committed.
Predictable, reliable and accountable support throughout the event lifecycle.
| Interaction | Service level |
|---|---|
| Exhibitor assistance, where applicable | Within 3 business hours |
| Standard-scope quote turnaround | Within 24 hours |
| Quote turnaround during urgent cycles | 6–12 hours |
| Collaborator profiles, if required | Within 48 hours after quote approval |
SupervisorAvailable at all times during show hours.
Project ManagerOnsite during build-up, show days and peak hours.
Backup resourcesOn standby during high-volume shows.
08 / YOUR REQUIREMENTS, ANSWEREDPackage P01–ECW
The detail behind
our commitment.
All 13 partner responses, in one place.
Open a requirement to read our approach.
No matching requirements. Try “Arabic”, “insurance” or “schedule”.
Rates, role allocations and shift durations are provided in the separate Commercial Response.
09 / BETTER, TOGETHER
Value that goes
beyond staffing.
A practical partnership that reduces administration and brings clarity to every event.
Live staffing visibility
A shared, live Google Sheet lets Trivandi view allocations in real time, approve revisions and maintain strict version control.
Smarter event planning
We review layouts with your Operations team, recommend staffing positions and queue designs using crowd-flow data from similar events, and help design schedules and operational plans.
A shared opportunity
Fixed referral commission on net revenue from eligible exhibitor staffing, media and branding orders placed via Trivandi channels. Post-event reconciliation details total orders, net revenue and the commission due back to Trivandi.
Higher quality & consistency
Fair minimum-shift policies and structured recruitment support better staff retention and consistency.
Digital efficiency
Paperless operations reduce administrative effort and support sustainability.
Data beyond headcounts
Comprehensive post-event reports and KPIs provide insight into delivery.
10 / INTEGRATED EVENT SOLUTIONS
More expertise.
Fewer moving parts.
Technical, registration, media and production support through one trusted partner, simplifying supplier coordination.
01 / EVENT STAFFING
A considered visitor experience
Strategic event staffing and onsite operations that connect people, roles and the attendee journey.
02 / IT SOLUTIONS & FACILITATION
The technical backbone
Laptop and printer rentals, barcode scanners, technical support and equipment for event build-up and breakdown, and onsite registration system support.
03 / EVENT PERMITS
The paperwork, handled
Paperwork and logistics to secure the required event permits and licences.
04 / PRODUCTION, AV & STAGE
Your brand, brought to life
Custom event signage, AV and stage design, with full production for a seamless, impactful, tech-driven brand experience.
05 / MEDIA
Capture the whole story
Photography of key moments, speakers, attendees and atmosphere. Dynamic event videography. Conference coverage of presentations, panels and networking. Professional interviews capturing your journey, insights and vision. Full-year social media assets.
06 / PRINTING & PRODUCTION
The finishing details
Lanyard and merchandise printing, branding and collateral, aligned with global quality standards and sustainability. Digital totems; PET, R-PET and bamboo-based lanyards; badge stocks in various sizes; and sustainable paper badge wallets.
SEAMLESS DIGITAL ORDERING FOR EXHIBITORSBranded for your event.
Branded for your event.
Simple for your exhibitors.
We will create a fully customised online exhibitor order form aligned with the event’s branding and theme. It will simplify hostess selection and order submission, improving the exhibitor experience and reducing organiser administration.
Exhibitor support also includes stand staffing, social media content creation, photography, branding / printing and IT rentals.
EXHIBITOR SERVICESYour event.
Your event.
Your branding.
01 Hostess selection
02 Order submission
Customised online order form · Proposed service11 / LET’S GET SOCIAL
See our people.
In their element.
Event films from the Xenial portfolio.
Select a film to watch on YouTube.
XENIAL EVENTS × TRIVANDI
Let’s make
great things
happen.
Together, we aim to turn our shared vision into meaningful action: delivering exceptional events while positively impacting people, livelihoods and the world around us. Care, collaboration and genuine human connections guide our work.
YOUR PARTNERSHIP STARTS HERE
Thusitha Rajamuni
Partnerships & Growth Manager
thusitha@xenialevents.com +971 54 586 5270XENIAL EVENTS L.L.C. · UAE HEADQUARTERSOffice 401, C34 Building, Khalifa Street
Abu Dhabi, PO Box 94449+971 2 666 0191admin@xenialevents.com
Abu Dhabi, PO Box 94449+971 2 666 0191admin@xenialevents.com