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FutureBuild ExpoParticipant team workflows
Organiser configured
Role workflows4 live
People connected63
Automatic follow-upActive
78% ready
Exhibitor Team & Contractor Workflows
Set up the workflows once. Let every participant bring in the right people.
Create reusable role-based workflows for co-exhibitors, marketing contacts, stand builders, logistics contacts, assistants and agencies. Your organiser team decides what each role can see and do.
Where enabled, participants can add the people helping them and choose from the role options you make available. Each person receives a separate login and focused Workspace, while completed work stays connected to readiness and automated follow-up.
✓ Reusable role workflows
✓ Participant-managed teams
✓ Focused access
✓ One readiness picture
One event. Reusable participant-team workflows.
63 connected people
CO
Colleague / Co-exhibitor21 connected people
Reusable roleProfiles, badges + promotion
✓Apex Exhibits · B24Company profile approvedDone
BDNorthstar Group · C18Stand staff badgesOpen
PRVertex Labs · A12Promotional assets readyView
SB
Stand Builder27 connected people
Reusable rolePlans, venue rules + insurance
PLApex Exhibits · B24Stand plan due 18 AugOpen
AGNorthstar Group · C18Contractor agreementOpen
✓Vertex Labs · A12 + A13Insurance currentDone
LG
Logistics Contact15 connected people
Reusable roleDeliveries, vehicle access + schedules
DLApex Exhibits · B24Delivery booking due 22 AugOpen
VANorthstar Group · C18Vehicle access instructionsView
✓Vertex Labs · A12Build-up schedule acknowledgedDone
✓Configure each role once. Use it across every participant who adds someone in that role.
Define roles onceReuse the same workflow across the event.
Let participants add their teamWithin the role choices you make available.
Keep access focusedShow the work, hide unrelated information.
Keep one current statusEvery contribution stays connected.
Build the rules once
Define the role workflows once. Let participants add the right people.
The organiser creates the role choices that make sense for the event—such as Colleague, Co-exhibitor, Marketing Contact, Stand Builder, Logistics Contact, Assistant or Contractor.
Each role can carry its own welcome email, pages, Content Blocks, forms, files, checklist tasks and reminders. Your team can add supporting users centrally. Where enabled, the main participant can add or manage their own people and choose from the roles you have made available.
These are Additional User Roles in XpoBay. They are more than labels: a role can shape what the person sees, what they need to do and how XpoBay communicates with them.
Run workflows across the whole show
Run one stand-builder workflow across the whole show.
An organiser may be working with dozens of exhibitors and many different stand builders. Configure the Stand Builder role once, then reuse the same technical route across the show.
Each appointed builder receives the venue rules, plan-upload requirements, insurance forms, build-up information and reminders for the stand or stands they are connected to. The organiser sees progress across all of them.
One builder can support more than one stand. Where the event configuration allows it, the same supporting user can be connected to multiple stand records without receiving access to every exhibitor.
Different people. Different access.
Let a colleague help without exposing billing, invoices or contracts.
A co-exhibitor or marketing contact may need profiles, badges, logos and promotional assets. They do not automatically need the main participant's financial, contractual, sponsorship or technical information.
Connected users can inherit the main participant's visibility by default. Where a different view is required, the organiser can apply role-specific visibility to pages, Content Blocks, files, forms and checklist tasks—including content created only for a particular supporting role.
Explore Personalised Workspaces →
The stand builder experience
Give each stand builder a Workspace built around the stand or stands they support.
Put linked stand numbers and dimensions, venue rules, build-up access, technical files, plan uploads, insurance requirements and relevant deadlines in one clear place.
The stand builder sees what they need to read, download, complete or upload next. They do not need to search the exhibitor's inbox or ask which attachment is current.
Role-specific welcome and follow-up
Welcome and remind the person who actually owns the task.
Do not ask the main exhibitor to forward every instruction to the stand builder, marketing contact or logistics team. Give each person a clear welcome and communicate directly with the people responsible for outstanding work.
Automated reminder audiences can stay current as work is completed, so finished users stop receiving reminders for the task they have already done.
Explore Campaigns & Reminders →
One connected readiness picture
Delegate the work. Keep one current view of readiness.
Maya can complete the company profile while Liam handles the stand plan and Sofia books the delivery. Their work does not create three disconnected records.
Applicable completions contribute to the same participant preparation, update organiser visibility and can change who remains in automated reminder audiences.
One operation, several contributors. The participant can involve the right people while the organiser keeps a current view of what is done, what is outstanding and what XpoBay is already following up.
AI help with the right context
The AI Assistant knows what each person needs to do.
A stand builder can ask what is outstanding, where to find the venue rules or when plans are due. A marketing contact can ask about profile requirements or promotional assets. The AI Assistant answers from the Workspace of the person asking and can direct them straight to the relevant action.
Access still stays controlled. Liam does not receive unrelated Apex Exhibits information, and Apex does not automatically inherit Liam's role-only guidance or AI conversation simply because the accounts are connected.
Explore the AI Assistant →Same event. Different people. Relevant answers.Permission aware
SB
Liam ReedStand Builder · Apex Exhibits
What do I still need to do?
You have two actions outstanding.1Upload the stand plan by 18 August →2Provide the insurance certificate →
Context used: Liam's Stand Builder access, Stand B24, assigned tasks and permitted technical content.
🔒
AE
Apex ExhibitsMain exhibitor Workspace
What remains outstanding for us?
Your exhibitor declaration remains open.1Complete the declaration by 20 August →✓Shared readiness is currently 78%.
Kept separate: Liam's role-only guidance and AI conversation are not added to the main exhibitor's answer.
✓The AI Assistant follows the Workspace. It uses the information, tasks and actions available to the logged-in person, while shared completion can still update the connected participant status.
Choose access by the relationship
Helping one participant—or servicing the whole event?
The real-world job may be described as contractor, supplier, agency or partner. The right XpoBay access depends on whether that person is helping one participant or working for the organiser across many participants.
Helping one participant
Give them a focused Workspace.
Use this when a colleague, assistant, stand builder, designer or contractor is helping a particular exhibitor, speaker or sponsor prepare for the event.
✓Connected to the participant they are helping.
✓Own login and personalised participant-side Workspace.
✓Only the information and actions relevant to their role.
✓Completed work can contribute to participant readiness.
XpoBay calls this an Additional User. Example: Apex Exhibits appoints its own stand builder, who receives Stand B24 dimensions, venue rules, technical forms and the stand-plan upload task.
Working across the event
Give them selected-form access.
Use this when an event-appointed service provider needs entries from specifically authorised forms across the participants they are servicing.
✓Authorised by the organiser team.
✓Read-only access to entries from selected forms.
✓No participant Workspace required.
✓No unrelated participant or wider event data.
XpoBay calls this Vendor access. Example: the event-appointed plumber retrieves plumbing-service submissions for the relevant stands without opening participant Workspaces.
TOrganiser team members are different again. They use the Event Dashboard as Teammates, with full or restricted organiser-side access according to their responsibilities.
Workflows organisers can create
Build the roles around how your exhibitors, speakers and sponsors actually work.
Use the language your participants already understand, then give each role the pages, forms, files, checklist tasks, reminders and AI context relevant to that job.
Colleague or co-exhibitor
Profiles, badges, promotional assets and selected administration—without exposing billing, invoices or contracts where they are not required.
Participant's own teamStand builder
Linked stand details, venue rules, plan uploads, insurance, technical forms and build-up access.
Reusable contractor workflowLogistics contact
Delivery windows, vehicle access, freight instructions, storage guidance and ordering tasks.
Logistics workflowMarketing contact
Company profile, logos, listings, artwork and personalised promotional assets.
Marketing workflowAssistant or PA
Speaker materials, deadlines, travel details and selected administration for the person they support.
Administrative supportDesigner or agency
Artwork requests, specifications, approvals and branded assets connected to the right participant.
Creative workflowQuestions
Participant team workflows FAQ
Plain-English answers about organiser-defined roles, participant-managed teams, focused Workspaces and access for outside partners.
Can exhibitors add their own colleagues or contractors?+
Yes. Where the event is configured to allow it, the main participant can add and manage supporting users from the event portal. The organiser defines the role options available, and the participant chooses the appropriate role when adding each person.
Can organisers create different workflows for colleagues, stand builders and logistics contacts?+
Yes. Organisers can create event-specific Additional User Roles and use them to control role-specific welcome emails, pages, content blocks, forms, files, checklist tasks and reminders.
Can a colleague help without seeing billing, invoices or contracts?+
Yes. Organisers can use role-specific visibility so a colleague receives the information and actions needed for their work while unrelated billing, contractual, sponsorship or commercial content remains out of view.
Can the same stand-builder workflow be used across many exhibitors?+
Yes. An organiser can configure a Stand Builder role once and attach the relevant technical content, forms, files, checklist tasks, welcome email and reminders. Different appointed builders can then use that workflow for the stands they are connected to.
Can one stand builder support more than one stand?+
Additional Users can be associated with one or more stand records where the event configuration allows it.
Can reminders go directly to the person responsible for the work?+
Yes. Automated reminders can target supporting users whose selected forms or checklist tasks remain incomplete, rather than relying on the main participant to forward every instruction.
Does work completed by a supporting user update participant readiness?+
Yes. When a connected supporting user completes an applicable form or checklist task, that work can contribute to the main participant's readiness and organiser reporting.
What is the difference between a participant-appointed contractor and an event-appointed supplier?+
A contractor helping a particular participant can receive a focused participant-side Workspace; XpoBay calls this an Additional User. An event-appointed service provider that needs entries from selected forms across many participants can instead receive Vendor access.
Participant team workflows
Define the workflows once. Let every participant bring in the right people.
Give colleagues, stand builders, logistics contacts, assistants and agencies their own focused way to contribute, while XpoBay keeps progress, reminders and organiser visibility connected.