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AI Assistant for Exhibitors, Sponsors & Speakers

Let the AI Assistant answer before your team has to.

XpoBay's AI Assistant understands who is asking, what applies to them and what remains outstanding. It answers routine questions immediately and opens the exact page, form, file or checklist action they need—before the question becomes another email or phone call.

See it in action →Explore workspaces
✓ Event context✓ Permission-aware✓ Direct actions
✦Northstar Event AssistantPersonalised help inside XpoBay
Ready
Gold SponsorStand A243 tasks outstanding22 August deadline
What do I need to do next?
✦

Your Gold Sponsor artwork is the next compulsory item. It is due on 22 August and has not yet been submitted.

Open Sponsor Artwork FormCompulsory · Due 22 AugustOpen →
When is build-up?Where is my logo?What is still outstanding?
Ask about your event… ↑
✓ Access rules applied→ Direct route to action
Personal to every participant

The AI Assistant knows each participant — and exactly what they need to do.

It works from the event context available to that person: their responsibilities, stand or session details, deadlines, forms, files, checklist tasks and outstanding work. The answer is relevant, permission-aware and immediately useful.

E

Event-aware

Answers from the configured pages, files, deadlines and guidance for this event.

R

Role-aware

Recognises whether the person is an exhibitor, speaker, sponsor or Additional User.

✓

Task-aware

Understands relevant forms, checklist items, deadlines and outstanding work.

◉

Permission-aware

Uses the content and actions available to that user—not information intended for somebody else.

One question. Different answers.

Every responsibility changes what matters next.

The useful answer to “What do I need to do next?” depends entirely on who is asking. XpoBay considers their responsibilities, categories, event details and current progress before responding.

  • Exhibitors receive stand and operational guidance
  • Sponsors receive benefit, artwork and deliverable information
  • Speakers receive session, biography and material requirements
  • Additional Users receive answers based on their configured access
What do I need to do next?
EExhibitorUpload the insurance certificate for Stand A24 by Friday.Relevant
SGold SponsorSubmit sponsor artwork using the 1920 × 1080 specification.Relevant
MSpeakerConfirm the biography and headshot for the opening session.Relevant
AAdditional UserReview the selected stand information and complete the assigned technical form.Relevant
Answers that lead somewhere

Answer the question. Open the action.

The most useful answer removes the next search. Where appropriate, the AI Assistant can send the user directly to the page, form, file or checklist item connected to the answer.

  • Open the exact outstanding form
  • Show the relevant event page or guidance
  • Take the user to the correct file
  • Return them to the checklist action that needs attention
? Where do I upload my insurance?
✦

Your Insurance Certificate is still outstanding. It applies to Stand A24 and is due on Friday.

FInsurance CertificateOpen the upload form
✓Event checklistView all outstanding work
PInsurance guidanceRead the event requirements
↗Operations contactAsk for human support
Stop being the search engine

Give every participant a first place to ask — before they ask your team.

The same questions keep coming: where is the form, what is due, which rule applies, what is still outstanding? The AI Assistant answers from the user's own event context and takes them straight to the next action, leaving your team free for the questions that genuinely need a person.

01Participants ask
E
Exhibitor · Stand A24Where do I upload my insurance?
S
Gold SponsorWhat size should my artwork be?
M
SpeakerWhat time is my session?
C
Additional UserWhen can I enter the venue?
✦
AI AssistantParticipant context already applied
Ready
ExhibitorStand A242 tasks outstandingFriday deadline
Where do I upload my insurance?
✦

Your Insurance Certificate is still outstanding for Stand A24 and is due on Friday.

Insurance CertificateOpen the upload formOpen →
✓ Correct answer✓ Correct action✓ Correct participant
02XpoBay handles it
✓
Answer given instantlyNo searching through emails or pages
→
Next action openedThe right form, file, page or checklist item
◎
Only relevant information shownPermissions and participant context stay applied
✓
Routine question resolvedNo email. No phone call. No organiser interruption.
Let the AI Assistant handle the routine questions.Your team handles the exceptions, decisions and relationships.
The same access model

Permissions still apply to every answer.

The AI Assistant does not override the access rules you have carefully configured. It responds only from the information available to the person asking, using the same relevance model as the rest of XpoBay.

  • Parent Users receive answers shaped by their User Types and User Categories
  • Additional Users may receive selected Parent User content, Role-specific content or both
  • Restricted information remains outside the answer
  • One person can hold several responsibilities in one workspace
Available context
Selected stand details
Venue access page
Assigned technical form
Commercial invoice
→
Answer shown
Access time and gate
Relevant venue rules
Direct technical-form link
Unrelated content excluded
Additional User example: the answer can combine selected information connected to the Parent User with content assigned specifically to the Additional User's Role.
AI Assistant reporting

See what people are trying to understand.

Organiser teams can review AI Assistant questions and activity. Repeated themes show where guidance is unclear, a deadline is easy to miss or a process is creating avoidable uncertainty.

  • Review the questions people ask
  • Identify recurring topics and support themes
  • Improve pages, instructions and communications
  • Use real participant uncertainty to make the next event easier
AI Assistant reportIllustrative view

Common question themes

Venue accessFrequent
Artwork deadlinesFrequent
Forms and uploadsRegular
Session informationRegular

Recent questions

When can our team enter Hall 2?Additional User · Access information
Has my sponsor artwork been submitted?Gold Sponsor · Form status
What time is my rehearsal?Speaker · Session information
Questions

AI Assistant FAQ

Clear answers about context, permissions, direct actions and organiser oversight.

What information does the AI Assistant use?+
It uses the event information and user context available through XpoBay, including relevant responsibilities, categories, stand or session details, deadlines, forms, tasks and permitted content.
Does every user receive the same answer?+
No. The answer can change according to the event, the person asking, their responsibilities, their outstanding work and the information they are allowed to access.
Can the AI Assistant open the relevant form or page?+
Where appropriate, the assistant can direct the user to the relevant page, form, file or checklist action within their XpoBay workspace.
Can Additional Users use the AI Assistant?+
Yes, where enabled. Their answers can reflect the selected Parent User content and Additional User Role-specific content available to them.
Can organisers review what people ask?+
AI Assistant reporting allows organiser teams to review questions and activity so they can identify common areas of uncertainty and improve event guidance.
Does the AI Assistant replace organiser support?+
No. It provides a practical first place to ask questions that can be answered from configured event information and user context, while organiser teams remain available for issues requiring human support.
Ask instead of searching

Give every participant an answer that already understands them.

See how XpoBay turns approved event information, user context and outstanding work into practical answers that lead straight to the next action.

Book a demo →Explore the platform