Shell-scheme fascia nameComplete before print deadline
RequiredOnline Exhibitor Portal Software
Everything exhibitors need. Nothing they do not.
XpoBay replaces the traditional online exhibitor portal with one automatically personalised Workspace for stand information, forms, files, supplier actions, deadlines, contacts, support and promotion — extending the digital exhibitor manual into a clear route to action.
It becomes the single source of truth for every exhibitor, even when specialist work still happens in a meeting-matching app, stand-builder system or another supplier platform.
When an exhibitor is also a sponsor or speaker, those additional responsibilities can sit in the same account instead of forcing the user into another portal.
✓ One clear starting point
✓ Personalised requirements
✓ One checklist across suppliers
✓ Live progress
One source of truthEvery exhibitor action in one Workspace
Supplier actions includedDirect or configured auto-login links
Team collaborationSeparate access for colleagues
Promotion built inReady-to-use branded assets
From confusion to clarity
An exhibitor should not need to search five systems—or decode 57 emails—to find one answer.
An event may involve the organiser, venue, registration team, meeting-matching provider, stand builder and several other suppliers. Each may have its own instructions, deadlines, forms and systems.
XpoBay gives the exhibitor one clear starting point. The specialist platforms can remain in the event stack, while the Workspace shows what applies, who requires it, where to complete it and what needs attention next.
- Event information and contacts
- Stand-specific requirements
- Forms, files and supplier actions
- Checklist progress and deadlines
Personalised by design
The right Workspace for the stand they actually booked.
A shell-scheme exhibitor does not need the same construction information as a space-only exhibitor. A food exhibitor may need licences, declarations and venue approvals that do not apply to everyone else.
XpoBay uses User Types and User Categories to show each exhibitor only the relevant pages, content, forms, files and checklist tasks.
Explore Personalised Workspaces →More than one role at the same event
An exhibitor can also be a sponsor or speaker—without needing another account.
XpoBay can assign more than one User Type to the same user. Exhibitor, Sponsor and Speaker responsibilities then appear in one personalised Workspace, with each form, file, task and deadline clearly associated with the relevant role.
Common company information can be shared where appropriate, while role-specific requirements remain separate. The user gets one login and one overall view without the organiser losing operational clarity.
Explore Personalised Workspaces →A visible route to readiness
Every requirement becomes a clear next step.
Exhibitors can see their outstanding work, deadlines and current progress without asking the organiser for an update. XpoBay forms, downloadable files and actions completed in external supplier systems can all sit inside the same personalised checklist.
Every item can explain who requires it, where it must be completed and when it is due. Linked XpoBay forms update automatically when submitted; external actions can remain visible and trackable alongside them.
Explore Forms, Files & Checklists →One source of truth across the event stack
One checklist—not 57 emails from seven event stakeholders and suppliers.
The event may use a meeting-matching platform such as Grip, an appointed stand-builder system, badge registration, venue services and other specialist tools. Those systems can remain the right place to complete their specialist work.
XpoBay becomes the single source of truth for every exhibitor: what must be done, who requires it, where the action happens, when it is due and whether it is complete. Every organiser requirement and supplier action can be consolidated into the exhibitor's personalised checklist.
Checklist items can open a supplier system through a standard link. Where XpoBay and the supplier have developed and configured auto-login capability, the same action can take the exhibitor directly into the relevant account without another sign-in.
Explore Integrations →Event-aware support
Answers should not require another email.
The XpoBay AI Assistant understands the event information relevant to the logged-in exhibitor, including their stand, category, forms, deadlines and outstanding tasks.
It can answer a question in context and take the exhibitor directly to the information or action they need.
Explore the AI Assistant →Collaboration without shared passwords
Let the right people help without opening the whole account.
An exhibitor may need support from colleagues, a personal assistant, a stand contractor or a marketing agency. Additional Users receive their own login and can be assigned a role that controls what they see.
A contractor can access stand plans, venue rules and technical tasks without seeing invoices or unrelated commercial information.
Better for exhibitors. Visible to organisers.
A simpler exhibitor experience gives the organiser a clearer operation.
As exhibitors read information, submit forms and complete checklist tasks, organiser teams can see progress from the Event Dashboard.
That means fewer manual status checks, more accurate reminder audiences and a live view of who is ready and who still needs help.
Explore Reporting & Visibility →
A better exhibitor journey
One login. One event. Every responsibility in the right place.
XpoBay gives exhibitors a clear, branded route through the information and work required to participate successfully.
Questions
Frequently asked questions
Clear answers about the XpoBay exhibitor Workspace and the online exhibitor portal experience.
What is an online exhibitor portal?+
An online exhibitor portal gives exhibitors a central place to find event information and complete their requirements. In XpoBay, this becomes a personalised Workspace containing only the pages, forms, files, deadlines, contacts and tasks relevant to that exhibitor.
Can different exhibitors see different information?+
Yes. Organisers can use User Types and User Categories to show different pages, content, forms, files and checklist tasks to different exhibitors, such as shell-scheme, space-only, food or other operational groups.
Can exhibitors invite colleagues or contractors?+
Yes. Additional Users receive their own login and can be assigned a role that controls what they can see. This allows colleagues, staff members and contractors to help without sharing the parent exhibitor's password or seeing information they do not need.
Can exhibitors edit a form after submitting it?+
Usually, yes. Organisers can allow exhibitors to update a submission until its deadline, or disable further editing for forms that must be locked after submission.
What happens when an exhibitor is also a sponsor or speaker?+
XpoBay combines every relevant responsibility in the same account and Workspace. The person does not need duplicate accounts or separate portals for exhibitor, sponsor and speaker work.
Can exhibitors promote their participation from the Workspace?+
Yes. Organisers can provide personalised promotional banners, email signatures, video assets, QR-enabled graphics and configured social-sharing options using approved event designs and the exhibitor information already held in XpoBay.
Can exhibitor information update the event website or show app?+
Yes. Selected profile, product and related submission data can be made available through a configured JSON or XML event feed for use by the event website or show app.
Can XpoBay include tasks from other event systems and suppliers?+
Yes. Actions such as meeting matching, stand-builder orders, badge registration and venue services can appear inside the exhibitor's checklist with the relevant instructions, deadline and link. Standard links can be used, and where XpoBay and a supplier have developed and configured auto-login capability, the link can take the exhibitor directly into the relevant supplier account.
Can the exhibitor Workspace use our event brand?+
Yes. The Workspace, forms, emails and promotional assets can use the event's branding. White-labelled deployments can also include options such as a custom domain and branded email identity.
For exhibitors
Give every exhibitor a clearer route to event readiness.
See how XpoBay turns a traditional exhibitor portal into one personalised Workspace for information, action, collaboration and support.