One source of truth
Every task, deadline, file and instruction in one connected event workspace.
Digital & Online Exhibitor Manual Software
The exhibitor manual was only the beginning.
The traditional exhibitor manual was a PDF for exhibitors. A modern online exhibitor manual needs to connect everything else — sponsors, speakers, contractors, stand builders, supplier requests, reminders and website updates — instead of leaving them in separate emails, spreadsheets and systems.
XpoBay replaces the entire manual process with one connected platform: personalised participant workspaces and an Event Dashboard for organiser teams.
✓ One source of truth
✓ 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
Contractors on separate logins
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, information may arrive from the organiser, marketing team, stand builder, registration provider, lead-tracking company, venue suppliers, freight partner and website team.
Each source has its own email, link, form, deadline or login. The exhibitor is expected to understand which instruction applies, which version is current and what they need to do 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 source of truth. Two clear views.
Participants get one automatically personalised path to readiness. Organiser teams see every stakeholder, deadline and outstanding action from the Event Dashboard.
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 stakeholder.
The old manual was built only for exhibitors. Sponsors, speakers, contractors and stand builders were managed through separate manual processes. XpoBay brings them into the same intelligent system.
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
Contractors
Stand builders
Additional Users
Any stakeholder type
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 stakeholder 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
Contractor 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 team and specialist supplier can still contribute to the event. XpoBay gives the user one organised place to act.
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.
The digital exhibitor manual should not merely 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, sponsors, speakers and contractors 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 source of truth, 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 creating one personalised workspace for every relevant stakeholder.
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 still contribute to the event, while XpoBay gives each participant 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 participants with outstanding work, 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?
Not necessarily. Specialist systems can remain where needed. XpoBay acts as the connected operations platform, giving each participant one workspace containing the relevant instructions, tasks, deadlines and direct actions.
Can the digital exhibitor manual be white labelled?
Yes. XpoBay participant 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.
Bring every stakeholder, task, deadline and piece of information into one connected platform—with a personalised workspace for each participant and an Event Dashboard for organiser teams.