Exhibitor Manual Software for Exhibition Organisers
Stop chasing
Exhibitors
XpoBay takes the manual out of the exhibitor manual. Each exhibitor, speaker and sponsor gets one personalised list of the information, forms, deadlines and actions that apply to them—even when the work happens in another system.
Your team can see what is complete, what is still outstanding and where someone genuinely needs to step in. XpoBay handles the routine reminders; the specialist systems and suppliers you already trust stay exactly where they are.
Stop chasing. Let XpoBay do the work.
Event readinessEvery participant · Every assigned actionJS
Jordan SmithExhibitor · Gold Sponsor · Speaker
82% ready
✓Everything they need. Nothing they don’t.
◎Get more done with your event on autopilot.
↻Automated task reminders. No more chasing.
Trusted by exhibition organisers
Built around real events.
Built around real events.
Proven by the people running them.
Hear how organisers use XpoBay to cut the chasing, keep deadlines visible and give exhibitors, speakers and sponsors a clearer route through the work before an event.
Customer perspective
Chelsea Stott
Deputy Head of Events · Reuters Events
How XpoBay brings the pre-event workload into one clear process for exhibition teams and the people they need to get ready.
Customer perspective
Abi Smith
Exhibition Organiser · QMJ
Why one personalised route to readiness matters to organisers—and to everyone preparing for the event.
Trusted by exhibition organisers around the world.
What organisers say
Less chasing. Less admin.
Less chasing. Less admin.
More time for the event.
Four organisers on what changed after moving their exhibitor workflows into XpoBay.
Keir DuncanWE Events
Since we started using XpoBay our exhibitors have virtually stopped calling and emailing us with questions about the event!
Natalie GabyNational Media
XpoBay saves us so much time & effort with our events that it’s like we’ve arrived at a whole new world!
Louise BinnerTalk2 Media & Events
We have had the best response from exhibitors I have ever known with regards to logging in, using and completing the online manual!
Chelsie StottReuters Events
We run 75 to 80 events a year on the platform. XpoBay has really allowed us to develop a one-stop-shop for our exhibitors.
The real participant problem
Your participants are managing the event
Your participants are managing the event
from their inbox.
The exhibitor manual sits in a PDF. The stand builder emails. AV and furniture may come from somebody else. Meeting matching, exhibitor badging, the show app and organiser forms all arrive through different links and reminders. People put it off, then search their inbox for what they have missed—and your team becomes the help desk.
OInbox1,307
Which link was for furniture?Can you resend the supplier login?
XChasing_FINAL_v9.xlsx
Exhibitor Manual142 pages · Final_FINAL.pdf
TOperations team
Has Jordan completed the AV order?
Resend show
app link!4:30pm
app link!4:30pm
☎
12 callsWhere do I...?
XpoBayOne clear route.Assemble every relevant actionForms, files and approvals in XpoBay sit alongside the correct supplier and specialist-platform actions.
Give each person one routeParticipants see what applies, where to complete it and when it is due—without searching old emails.
Manage readiness from one viewOrganisers see checklist progress, target outstanding users and automate the follow-up recorded in XpoBay.
The XpoBay difference
One personalised checklist.
One personalised checklist.
Every action.
Some work belongs inside XpoBay. Other work belongs with your stand builder, AV supplier, meeting-matching platform, exhibitor-badging system or show app. XpoBay keeps each specialist system doing what it does best, while stitching every requirement into one definitive, personalised checklist.
✓Know what applies
↗Open the correct destination
◷See every deadline
↻Keep progress together
Explore checklists →
XpoBayASSEMBLES THE RIGHT ROUTEJS
Jordan's event checklistPersonalised across every responsibility
82% ready↻Reminders current↗Supplier links ready▣Website & app feeds live✦AI context ready⌁Reports updated
Intelligence without complexity
Not one generic manual.
Not one generic manual.
The right route for each person.
One person may be an exhibitor, a sponsor and a speaker at the same event. XpoBay recognises every responsibility and brings the relevant guidance, tasks, deadlines and external actions into one clear Workspace.
- One login, regardless of how many roles someone has.
- The right content, forms, files, supplier links and deadlines appear automatically.
- Additional Users can receive role-specific access without sharing credentials.
JS
Jordan SmithNorthstar Group
ExhibitorGold SponsorSpeaker
My eventStandSponsorshipSessionsFormsFiles
WELCOME BACK, JORDAN
Everything you need to do, in one place.
✦ Every responsibility—and every destination—appears in one intelligent Workspace.
Simplicity is the ultimate sophistication
Incredibly capable.
Incredibly capable.
Unbelievably clear.
XpoBay handles the complexity behind the scenes, so organiser teams, exhibitors, speakers and sponsors see only what matters next.
Forms that already know who is completing them
Target forms by role and category, prefill repeat information and track every submission.
One checklist across XpoBay and external suppliers
Combine forms and files with direct actions for furniture, AV, insurance, shipping, exhibitor badging, show apps and other specialist systems.
Automated reminders that adapt
Follow up with the right people about the work still outstanding in their personalised checklist.
Readiness without another chasing spreadsheet
See forms, checklist status, logins, campaigns and recorded progress across participant groups.
Websites and show apps that stay current
Publish approved exhibitor, speaker, product and sponsor information through JSON or XML feeds.
Branding that feels entirely yours
From the Workspace and forms to emails and banners, every touchpoint can match your event.
1
ExhibitorSubmits company profile
2
XpoBayUpdates the website
Automatic3
XpoBayMarks the task complete
Automatic4
XpoBayStops future reminders
AutomaticOne submission. Multiple updates. No manual chasing.
From manual follow-up to automatic progress
Enter it once.
Enter it once.
XpoBay handles what happens next.
Once information is submitted, XpoBay can complete the relevant task, stop future reminders, keep reporting current and make approved data available to the event website—while external actions remain organised in the same personalised journey.
Oneroute to readiness
Lessduplicate follow-up
XpoBay AI Assistant
Answers,
Answers,
not searching.
Because the AI Assistant understands the event, the user's roles, stand details, deadlines and checklist, it can point them to the right XpoBay form or external supplier action without sending them back through their inbox.
Understands who is askingKnows the relevant checklistPoints to the correct destination
XpoBay AssistantEvent-aware supportAsk about your event… ↑
Complete visibility
See who's ready.
See who's ready.
Let XpoBay follow up with everyone who isn't.
The Event Dashboard shows what is complete, what remains outstanding and where attention is needed across XpoBay and assigned external actions. XpoBay follows up with the right people automatically, so your team keeps control without rebuilding the same picture in a spreadsheet.
Event readinessUpdated just now
Users activated92%+8.4%
Internal actions1,24884 outstanding
External actions78%Recorded ready
Email delivery98.6%12,409 delivered
Readiness by participant groupCurrent event
Needs attention74 participants
!Insurance uploads18 outstanding · In XpoBay✓ Auto-reminder active
!Furniture & AV actions31 outstanding · External✓ Auto-reminder active
!Show app profiles25 outstanding · External✓ Auto-reminder active
White-labelled by design
Your event.
Your event.
Your brand.
Our platform.
Apply your event identity across the workspace, forms, emails and banners. Selected enterprise configurations can extend that branding to custom domains and email identity.
Explore enterprise →X
Welcome back
3 tasks dueYour participant workspace
✓Company profileCompleted in XpoBayComplete
2Order stand furnitureOfficial supplier · Due 18 AugustExternal
3Create social bannerReady to personaliseOpen
Works with your existing tech stack
Keep the systems you rely on.
Keep the systems you rely on.
Bring their tasks together in XpoBay.
Keep your event website, meeting-matching and lead-tracking platforms, exhibitor-badging system, CRM, show app and specialist suppliers. XpoBay brings the tasks they generate into each person’s personalised Workspace; it does not ask you to replace the systems themselves.
APIs and feeds move approved data where it needs to go. A task can be completed in a specialist system and still remain visible in XpoBay, so the user and organiser can see what is done, what is outstanding and where to go next—without needing to understand the technology underneath.
✓
Explore integrations →
No rip-and-replace.Keep your stack. Connect the participant experience.
Your existing tech stackKeep what already works.
Works alongside your stack
XpoBay
ONE WORKSPACE
One source of truth
Sync dataSurface actionsAutomate follow-up
Nothing I don't. One personalised workspace, even when actions happen elsewhere.
✓Connected systems stay connected
✓External actions stay visible
✓Follow-up stays automated
Pricing that scales with your eventPowerful enough for global organisers.
Discuss your events →
Powerful enough for global organisers.
Simple enough for one event.
Every exhibition and trade event is different—whether it is in-person, hybrid or virtual. We will help you choose the right setup based on your events, audiences and requirements.
Stop chasing.
Let XpoBay do the work.
Give exhibitors, speakers and sponsors one clear view of what they need to do. XpoBay handles the routine reminders, while your team stays current on what is complete and what still needs attention.