Exhibitor Management Software for Organisers
Everything participants need. Everything organisers need to know.
Bring forms, files, deadlines, supplier actions and reminders into one connected participant journey. Each person sees exactly what applies to them, while XpoBay tracks progress, updates reminder audiences and keeps the Event Dashboard current automatically. Your team sees who is ready, what is outstanding and where human intervention is genuinely needed.
✓ One workspace for participants
✓ Automated task reminders
✓ Supplier actions included
✓ One source of truth for organisers
One connected event recordParticipant Workspace + Organiser DashboardParticipants know exactly what to do. Organisers see readiness update as the work gets done.One participant workspace. One Event Dashboard. One current source of truth.
Northstar Group seesOne intelligent Exhibitor Workspace82% ready
ExhibitorGold SponsorShell SchemeStand T65
The organiser seesOne live operational pictureFuture Retail Expo
The real operational problem
Your team should run the event—not connect every moving part by hand.
Sales has the booking. Operations has the stand requirements. Marketing needs profiles and artwork. Furniture, AV, freight, registration and show-app suppliers may all have their own systems.
Keep the systems that already work. Stop making your organiser team stitch the participant journey together with emails, spreadsheets and memory.
XpoBay brings the journey together around them: participants see exactly what they need to do, while organisers see what has been done, what is outstanding and what XpoBay is already following up automatically.
WITHOUT XPOBAYEveryone holds one piece of the picture
“Which link do I use?”“Have I finished everything?”“Who still needs chasing?”
BRING THE JOURNEY TOGETHER
XpoBayONE CONNECTED OPERATIONPeople · actions · deadlines · status
✓Automated reminders✓Current readiness✓Fewer repeat questions
One personalised route to readiness
One personalised checklist—even when the work happens elsewhere.
Participants should not have to care which department, supplier or system owns a task. XpoBay puts the right forms, files, deadlines and external actions into one ordered checklist, so each person knows what applies, where to act and what to do next. Organisers keep the current picture in the Event Dashboard.
Organiser configuresSet the requirements onceEvent rules
XpoBay personalisesRIGHT PERSON.RIGHT ACTION.
RIGHT TIME.User Types · User Categories · event context
JS
Jordan SmithExhibitor · Gold Sponsor · Speaker · Stand T65
PersonalisedYour event readinessEverything relevant, in the right order82%
Personalised by design
Configure the rules once. XpoBay personalises the experience automatically.
Parent User workspaces can be shaped by User Types, User Categories, roadshow location and other event data. Additional Users are controlled separately through their Roles. The result is the same: each person sees what is relevant without your team rebuilding the instructions by email.
Event rulesConfigured once by the organiserLive
Parent User · Shell-scheme exhibitorStand inclusions · furniture · insurance · company profile
12 actionsParent User · Gold sponsor + speakerSponsor artwork · session details · show-app profile
9 actionsAdditional User · Stand contractorPlans · venue rules · freight · build schedule
6 actionsA Parent User can be an exhibitor, sponsor and speaker at the same event. XpoBay combines those responsibilities into one coherent participant workspace rather than creating duplicate accounts or separate journeys.
Connected publishing & automation
Collect it once. XpoBay keeps everything else moving.
When a participant submits an approved profile, XpoBay can complete the related task, stop unnecessary reminders, keep organiser reporting current and make the approved information available to connected website and show-app feeds. One action. Multiple updates. No duplicated admin.
✓ Task status updates
✓ Reminder audience updates
✓ Event Dashboard stays current
✓ Approved data is ready for connected channels
Submit once. Let XpoBay do the follow-through.Northstar Group · Company profile workflowApproved
NSParticipant submits onceCompany profile form in XpoBay
Company nameNorthstar Group
LogoApproved SVG
Company descriptionApproved
Website URLApproved
APPROVED ONCE
One current XpoBay recordWAvailable
Website feedThe approved profile is ready for the connected event website to import on its configured schedule.AAvailable
Show-app feedThe same approved participant information is ready for the connected show app to import.✓One submission can update the whole workflowXpoBay handles the internal status changes automatically and makes approved data available to connected destinations.
Put the repetitive work on autopilot
Give participants clarity. Let XpoBay handle the chasing.
Personalise what each person sees, automatically remind only the people with outstanding work, keep supplier actions in the same journey and let your organiser team focus on the exceptions that actually need attention.
Everything relevant in one ordered checklist—including XpoBay tasks and external supplier actions.
Explore checklists →Collect profiles, stand plans, compliance and other structured information without chasing attachments.
Automatically remind the people who still have work outstanding—and stop reminding them when the relevant XpoBay task is complete.
Everything they need. Nothing they don’t. Automatically shaped around each participant and their responsibilities.
Make approved profiles and event content available to connected websites and show apps without rekeying.
See readiness, outstanding work and automated follow-up from one Event Dashboard.
Give staff, agencies and contractors separate logins with the access relevant to their role.
Let the AI Assistant answer routine questions before they reach your organiser team.
Keep your event brand front and centre across participant workspaces, forms, emails and promotional assets.
Live organiser visibility + automated follow-up
See who is ready. Let XpoBay follow up with everyone who isn’t.
The Event Dashboard shows who is complete, what is still outstanding and what each participant needs to do next. XpoBay can then automatically remind the people with selected incomplete forms or checklist tasks—so your team is not building reminder lists, checking spreadsheets or chasing people who have already finished.
Explore reporting and visibility →Readiness reportFuture Retail Expo · Live event viewExport
ParticipantReadyOutstandingAutomation
Northstar GroupExhibitor · T6583%Furniture orderChecklist reminder
Vertex LabsGold Sponsor75%Upload artworkReminder scheduled
Maya ChenSpeaker100%NoneNo reminder needed
Access without the oversharing
Give every organiser-side user the access their work requires.
Your internal team and appointed vendors can work in the same event without every person receiving unrestricted access.
Full access across the event and its configuration.
Leadership · system ownersMenu-based access to the functions relevant to their work.
Operations · marketing · contentRestricted organiser-side access for an appointed supplier or partner.
AV · logistics · stand servicesA separate participant-side login linked to a Parent User and refined by role.
Staff · contractors · logistics
Built for how exhibitions actually operate
One event. A roadshow. An entire event portfolio.
Reuse proven structures while keeping each event’s branding, content, participants, deadlines and suppliers specific to that show. Roadshow cities can carry their own dates and requirements without fragmenting the participant experience.
Explore multi-event and roadshow workflows →↻Reuse the operating modelAdapt the event-specific rules, content and supplier routes.
Purpose-built for exhibition & trade event operations
Not generic event software with an exhibitor tab added later.
XpoBay starts with the operational relationship between organisers and the people preparing to participate. The platform is built around stands, roles, categories, deadlines, compliance, suppliers, content, profiles and readiness.
Questions organisers ask
Exhibitor management software FAQ
Clear answers to the questions organisers ask when they want fewer emails, less manual follow-up and one reliable view of participant readiness.
What does exhibitor management software do?+
XpoBay gives organisers one place to manage participant information, personalised content, forms, files, checklists, deadlines, reminders, publishing and readiness across exhibitors, speakers, sponsors and other stakeholders.
Can XpoBay include tasks completed through external suppliers?+
Yes. Furniture, AV, insurance, freight, registration, show-app and other external actions can sit in the same personalised checklist as XpoBay forms and files, with the correct link, instructions and deadline.
Does every participant see the same content?+
No. Parent User workspaces can be targeted using User Types, User Categories and event data. Additional Users are controlled separately through their Roles, so each person sees only the content and tasks relevant to their responsibilities.
Can XpoBay automate reminders for incomplete work?+
Yes. Organisers can schedule reminders for selected forms and checklist tasks. Work completed inside XpoBay can update the outstanding audience automatically; external actions remain tracked through their checklist status or configured integration.
Can information update our website or show app?+
Yes. Approved form information can be made available through an event-specific JSON or XML feed for connected websites and show apps to import on their configured schedule.
Can several people collaborate on one exhibitor account?+
Yes. Additional Users receive separate accounts linked to a Parent User, and roles can refine the content and responsibilities available to staff members, contractors or other collaborators.
Can XpoBay support roadshows and several events?+
Yes. Each event can have its own participants, branding, content, deadlines, reporting and suppliers, while authorised organiser users can work across the events available to them.
Stop chasing
Let XpoBay do the work.
Give every participant one clear route through the event requirements, automate the repetitive follow-up and give your organiser team one current view of readiness.