One current view
Every task, deadline, file and instruction in one personalised Workspace.
Digital & Online Exhibitor Manual Software
The exhibitor manual was only the beginning.
The traditional exhibitor manual was built to distribute information. It was never designed to coordinate exhibitors, speakers and sponsors—or the specialist systems now involved in getting them ready.
XpoBay takes the manual out of the process. Each person sees one personalised list of what they need to know and do; organisers see what is complete, what is outstanding and who needs reminding.
✓ One current view
✓ Only relevant information
✓ Automated progress
PDF
Exhibitor Manual
A static document for exhibitors — surrounded by separate manual processes.
Sponsor artwork by email
Speaker details in spreadsheets
Supplier actions on separate portals
your-event.com
Welcome back
Jordan Smith
ExhibitorGold SponsorSpeaker
Your event workspaceEverything that applies to you.
✓Company profileComplete
2Upload insurance22 Aug
3Gold Sponsor artwork25 Aug
4Speaker biography28 Aug
✓ One login
✓ One checklist
✓ Automatically personalised
Automatically personalised
Every person sees only what applies to their roles, stand and responsibilities.
Automated progress
Tasks complete, reminders stop and approved information moves automatically.
The exhibitor problem
Exhibitors are not ignoring information. They are drowning in it.
Before an exhibition, an exhibitor may hear separately from the organiser, marketing team, stand builder, exhibitor-badging provider, lead-tracking company, venue suppliers, freight partner and website team.
Each source brings its own email, link, form, deadline or login. The exhibitor is left to work out which instruction applies, which version is current and what needs to happen next.
- ×Too many senders and separate systems
- ×Relevant instructions buried among irrelevant ones
- ×No single place to see every outstanding action
The result: “Can you send me the information again?”
JS
Jordan SmithExhibitor47 event emails6 logins9 deadlines4 portals
The XpoBay way
One clear view for each side.
Exhibitors, speakers and sponsors get a personalised route through the work. Organiser teams can see who has completed what, what remains outstanding and where intervention is genuinely needed.
User viewOnly what applies
JS
Jordan SmithExhibitor · Gold Sponsor · Speaker
✓Company profileComplete
2Insurance document22 Aug
3Gold Sponsor artwork25 Aug
4Speaker biography28 Aug
One current
event recordConnected automatically
event recordConnected automatically
Organiser viewEverything in one place
642Total users
84%Ready
Company profiles91%
Insurance78%
Sponsor artwork86%
Speaker information89%
Beyond the old exhibitor manual
One event Workspace. Every role.
The old manual was built around exhibitors. Sponsors and speakers were usually managed through separate manual processes. XpoBay gives each person the right Workspace without forcing organisers to create another portal.
One person, multiple roles
Jordan Smith
A single user can be an exhibitor, sponsor and speaker at the same event. Their login never changes; the workspace adapts automatically.
ExhibitorGold SponsorSpeaker
Shell scheme
Space only
Additional Users
Event-specific roles
Jordan's event workspace
One loginEvery responsibility, together.
01 · EXHIBITORStand checklistInsurance and stand specification
02 · SPONSORSponsor deliverablesArtwork and activation details
03 · SPEAKERSpeaker sessionBiography, photo and presentation
04 · SHAREDForms and filesOne organised place for every action
AUTOMATICALLY PERSONALISEDNo separate portals. No duplicate accounts. No irrelevant content.One workspace assembles itself around the user's actual responsibilities.
Only relevant information
More information is not the answer. Relevance is.
A shell-scheme exhibitor should not have to work through space-only instructions.
A sponsor should not have to search through speaker requirements unless they are also a speaker.
XpoBay shows each person only the information relevant to their roles and responsibilities.
Shell-scheme build rulesExhibitor guidance
Space-only stand approvalStand construction
Gold Sponsor artworkSponsorship deliverable
Speaker presentation uploadProgramme content
Public liability insuranceVenue compliance
City-specific freight detailsRoadshow logistics
XpoBay
personalisationRules + event data
personalisationRules + event data
JS
Jordan SmithExhibitor · Gold Sponsor · Speaker
1Shell-scheme build rulesRead
2Gold Sponsor artwork25 Aug
3Speaker presentation28 Aug
User typeUser categoryStandLocationRoleEvent city
One clear path to readiness
One checklist replaces the email avalanche.
Every specialist supplier can keep doing the work it does best. XpoBay gives the user one organised place to see and act on every requirement.
Each relevant request becomes a clear task with a status, deadline and direct action. The user does not need to understand which company or system sits behind it.
Your event checklist
Everything you need to complete
68%
Complete company profileMarketing team
Completed
CompleteUpload insuranceOrganiser operations
22 Aug
Due soonConfirm stand specificationStand builder
24 Aug
OutstandingOrder lead retrievalLead-tracking provider
25 Aug
Due soonRegister stand teamRegistration
28 Aug
OutstandingSubmit Gold Sponsor artworkSponsorship team
30 Aug
Outstanding
Remove the manual work
Submit once. XpoBay handles what happens next.
A digital exhibitor manual should do more than display information. It should move the process forward.
User submits company profile
The correct form is completed inside their workspace.
Task marked complete
The checklist status updates immediately.
AutomaticFuture reminders stop
Participants who have completed the work are removed from follow-up audiences.
AutomaticProfile publishes
Approved data can update the event website or show app.
AutomaticOrganiser team sees progress
Completion is visible from the Event Dashboard.
LiveOne action. Multiple updates. No duplicated work.
The right answer without another email
Stop searching. Start asking.
The AI Assistant already understands the event, the user's roles, their stand, deadlines, assigned forms and outstanding tasks.
Instead of searching a long PDF, opening old emails or contacting the organiser, users can ask a natural-language question and go directly to the relevant action.
- ✓Answers shaped around the logged-in user
- ✓Direct links to the relevant form, page, file or checklist
- ✓Only information the user is permitted to access
Event Assistant Ready
Do I still need to submit sponsor artwork?
Yes. Your Gold Sponsor artwork is due on 22 August.
You can complete the form here.
Complete Sponsor Artwork Form →
You can complete the form here.
Complete Sponsor Artwork Form →
What else is outstanding?
You have two remaining compulsory tasks:
Upload Insurance · Confirm Speaker Biography
Upload Insurance · Confirm Speaker Biography
Old way versus XpoBay
The old exhibitor manual distributed information. XpoBay runs the process.
The PDF is not the only thing being replaced. XpoBay replaces the fragmented manual work that grew around it.
The old way
Manual and fragmented
- ×Static PDF exhibitor manual
- ×The same information for everyone
- ×Sponsors and speakers managed separately
- ×Multiple suppliers sending multiple logins
- ×Manual reminders and completion tracking
- ×Profiles copied into the website manually
- ×Organisers reconcile inboxes and spreadsheets
- ×Questions return to the organiser
The XpoBay way
Automated and personalised
- ✓One connected event workspace
- ✓Only relevant information for each user
- ✓Exhibitors, speakers and sponsors together
- ✓One user can hold multiple roles
- ✓One personalised checklist and one login
- ✓Automated reminders and task completion
- ✓Approved data can publish automatically
- ✓One current operational view, managed from the Event Dashboard
Frequently asked questions
Digital exhibitor manual FAQs
What is an exhibitor manual?
An exhibitor manual is the collection of operational information, requirements, forms, deadlines, contacts and instructions that exhibitors need before an exhibition. Traditionally it was supplied as a printed document or PDF.
What is a digital exhibitor manual?
A digital exhibitor manual moves event guidance online and connects it to forms, files, checklists, deadlines, reminders and progress tracking. XpoBay goes further by giving each exhibitor, speaker and sponsor one personalised Workspace built around their own responsibilities.
How is XpoBay different from an online PDF?
An online PDF still gives everyone largely the same static information. XpoBay can show different pages, forms, files, checklist tasks and deadlines according to each Parent User's User Types, User Categories, stand details and responsibilities.
Can one person be an exhibitor, sponsor and speaker?
Yes. A single XpoBay user can hold multiple user types. Every relevant responsibility is brought together in one automatically personalised workspace without duplicate accounts or separate portals.
Can tasks from different suppliers and teams be brought together?
Yes. Organiser teams and specialist suppliers can keep their existing roles, while XpoBay gives each exhibitor, speaker or sponsor one organised checklist containing the relevant actions, deadlines, links and information they need.
Can XpoBay automate reminders and website updates?
XpoBay can target reminders to people with work outstanding, update checklist status when forms are completed and publish approved profile data to a website or show app through feeds and integrations.
Does XpoBay replace every specialist supplier system?
No. Specialist systems can stay where they add value. XpoBay centralises the tasks, not the technology, giving each person one personalised Workspace with the relevant instructions, deadlines and direct actions.
Can the digital exhibitor manual be white labelled?
Yes. XpoBay Workspaces can carry the event logo, colours, styling, forms and email communications. Selected enterprise implementations can also support custom domains and branded sending arrangements.
The exhibitor manual, evolved
Replace information overload with one clear path to readiness.
Turn the traditional exhibitor manual into one personalised route through the work for exhibitors, speakers and sponsors—and one current view for the organiser team.