XpoBay
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Exhibition Software for Associations

Every event can be different. The operating model does not have to be.

Run recurring exhibitions, conferences, roadshows and member trade events through one connected platform. Give every participant a relevant Workspace while authorised association teams manage each event from its own Event Dashboard.

Book a demo →See event templates
✓ Complete events in seconds✓ Event-specific branding✓ Personalised Workspaces
AAssociation event programmeAuthorised organiser access
Switch event ▾
ANNUAL TRADE EXPOEvent DashboardLive status
Participants842Across 4 groups
Ready78%+6% this week
Outstanding186Current actions
Next deadline22 AugSponsor artwork
Readiness by participant groupCurrent
Exhibitors82%
Sponsors71%
Speakers88%
Contractors64%
Upcoming deadlines3 priorities
!Sponsor artwork37 outstanding22 Aug
FCompany profiles64 outstanding26 Aug
✓Speaker details88% complete30 Aug
↻Complete event templateEverything ready for the next eventSeconds
Pages, menus & content IncludedForms, files & checklists IncludedEmails, reminders & branding Included
✓ One event-specific Dashboard
↻ Complete template → new event
Complete event templates

Spin up the next event in seconds—complete with everything from your template.

Save an entire event as a reusable template. When the next event is created, XpoBay brings across every element held in that template—pages, menus, content, forms, files, checklists, email templates, reminders, branding, participant structures, settings and workflows. Change only the dates, venue and details that are different for the new event.

↻Complete event templateEverything saved. Ready to create the next event in seconds.
Pages & menusForms & filesChecklistsEmails & remindersBranding & settingsParticipant structure
ANNUAL EVENT

National Trade Expo

Created from the complete association template and ready for this year’s event-specific updates.

  • Template applied Complete
  • Created In seconds
  • Next step Update dates
ROADSHOW

Member Education Series

The same complete foundation, adapted for several cities and destination-specific requirements.

  • Template applied Complete
  • Locations 4 cities
  • Next step Set city dates
SPECIALIST FORUM

Leadership Conference

A complete event created immediately, then refined for a speaker-led hybrid programme.

  • Template applied Complete
  • Format Hybrid
  • Next step Adjust content
Everything in the template arrives with the new event. Change only what is different.
A distinct identity for every event

One association platform. Several unmistakable event brands.

The association should not have to choose between operational consistency and a distinctive event experience. Each event can carry its own identity across participant Workspaces, forms, emails and promotional assets.

  • Apply event-specific logos, colours, backgrounds and navigation styling.
  • Keep forms and communications visually connected to the event.
  • Support different brands for annual events, regional programmes and specialist forums.
  • Use enterprise white-label options where the deployment requires them.
Explore Branding & White Labelling →
Annual ExpoRoadshowForum
annualexpo.association.org
ANNUAL TRADE EXPO

Welcome back, Jordan

Your event Workspace

Everything relevant to your stand, sponsorship and speaking responsibilities.

✓ Event identity changes. The underlying operating model remains familiar.
Personalised participant Workspaces

Give each person the responsibilities that actually apply to them.

An association event may involve members, exhibitors, sponsors, speakers, contractors and other stakeholders. XpoBay does not force those people through separate disconnected portals—or show every requirement to everyone.

One person can hold several event responsibilities. XpoBay combines the relevant pages, forms, files, checklist tasks, deadlines and information in one Workspace.

  • Different guidance for shell-scheme and space-only exhibitors.
  • Sponsor deliverables shaped around the correct package.
  • Speaker materials and session requirements in the same account.
  • Controlled Additional User access for colleagues and contractors.
Explore Personalised Workspaces →
EExhibitorStand T65
SGold SponsorArtwork & benefits
SpSpeakerMain stage
+Additional UserMarketing role
JSJordan's WorkspaceExhibitor · Gold Sponsor · SpeakerOne login
YOUR EVENT RESPONSIBILITIESOne clear route to readiness
EXHIBITORStand complianceDue 24 August
SPONSORArtwork uploadDue 22 August
SPEAKERBiography & headshotComplete
SHAREDEvent informationCurrent
Event switching without a fictional portfolio dashboard

Move between authorised events. Keep each Event Dashboard focused.

Authorised association users can switch between the events available to them. Each event retains its own participants, branding, content, deadlines, communications, reporting and operational status.

Association eventsEvents available to this organiser user3 authorised events
Annual Trade ExpoMelbourne · 842 participantsOpen Event Dashboard →
Member Roadshow4 cities · 1,280 participantsOpen event →
Leadership ForumSydney · 416 participantsContinue setup →
Annual Trade ExpoEvent Dashboard · MelbourneCurrent event
Participants842
Ready78%
Priority items64
Exhibitors 82%Sponsors 71%Speakers 88%Contractors 64%
In-person, hybrid and virtual operations

The delivery format changes. The operational work still needs to happen.

XpoBay organises the people, information, materials, forms, deadlines and communications surrounding the event—without pretending to replace every specialist delivery system.

V

In-person events

Coordinate exhibitors, stands, venue requirements, logistics, badges, sponsor deliverables and speaker materials.

  • Stand and venue information
  • Compliance and logistics
  • On-site readiness
H

Hybrid programmes

Bring physical-event requirements and digital-content responsibilities into one participant journey.

  • Presentation and media files
  • Physical and online deadlines
  • One combined checklist
◉

Virtual delivery

Manage profiles, sessions, materials, sponsor assets and communication around the chosen virtual platform.

  • Speaker and sponsor content
  • Participant instructions
  • Connected external actions
XpoBay coordinates the operation. Streaming, broadcast and specialist registration platforms can remain where they are needed.
Teammates & Vendors

Delegate the work without sharing unrestricted access.

Association events often involve internal departments, committees, agencies, venues and specialist suppliers. They should not all use one administrator account—or see functions unrelated to their responsibilities.

  • Administrators can manage the complete event.
  • Managers can be restricted to selected menus and functions.
  • Vendor users can access only their relevant pages and workflows.
  • Participant Additional Users remain separate from organiser-side access.
AAssociation administratorFull organiser access
Users & roles FullForms & checklists FullCampaigns & reports FullBranding & settings Full
VVenue supplierRestricted organiser access
Venue forms AllowedStand plans AllowedParticipant finance HiddenEmail campaigns Hidden
One event. Different responsibilities. Controlled organiser access.Every authorised user enters the correct Event Dashboard with the access configured for their work.
Connected automation

Let completed work update the rest of the operation.

When the same event record drives forms, checklists, reminders, reporting and publishing, association teams do not need to repeat the same administrative step in several systems.

  • A submitted form can update the relevant checklist task.
  • The participant can leave the outstanding reminder audience.
  • Current status becomes visible in the Event Dashboard.
  • Approved profile data can become available to the website or show app.
  • The complete event can be saved as the next reusable template.
Explore Campaigns & Reminders →
1Participant actsProfile or requirement submitted
2Task updatesChecklist reflects completion
3Reminder stopsOutstanding audience changes
4Dashboard updatesOrganiser sees current status
5Content publishesApproved data enters the feed
One action keeps the connected process current.Less re-keying, fewer manual lists and a clearer operational record.Automatic progress
Designed for recurring association programmes

Consistency where it saves work. Flexibility where the event needs it.

The goal is not to make every event identical. It is to stop the association rebuilding the same operational foundations every time.

Starting from zero

Every event becomes another manual reconstruction.

  • New spreadsheets for every programme
  • Old forms copied without clear ownership
  • Participant groups rebuilt in several systems
  • Branding and emails recreated independently
  • Progress tracked differently by every team
  • Knowledge disappears between event cycles
Complete XpoBay template

A complete new event in seconds, ready for the details that make it unique.

  • Create the event from a complete saved template
  • Pages, menus, forms, files and checklists arrive already in place
  • Email templates, reminders, branding and settings are carried across
  • Participant structures and workflows are ready from creation
  • Every event retains its own identity, data and Event Dashboard
  • Update only what is different, then save the improved template
Questions

Association FAQ

Clear answers about complete event templates, recurring programmes, participant Workspaces, delivery formats and organiser access.

Can an association create a new event from a complete template?+
Yes. An association can save a complete event as a reusable template and create a new event in seconds with everything stored in that template already in place—including pages, menus, content, forms, files, checklists, email templates, reminders, branding, participant structures, settings and workflows. The team then changes only what is unique to the new event.
Can authorised association teams create and configure their own events?+
Yes. Authorised organiser users can create and configure events, apply event-specific branding, add participants and build the pages, forms, files, checklists, reminders and other workflows required for that event.
Can each association event have different branding and content?+
Yes. Each event can have its own logo, colours, content, forms, deadlines, communications and participant experience while the association retains a consistent underlying operating model.
Can XpoBay support recurring annual events and roadshows?+
Yes. Associations can operate recurring exhibitions, conferences, roadshows and other trade events. Authorised users can switch between the events available to them, and each event retains its own Event Dashboard, participants, content, deadlines and reporting.
Can one person be an exhibitor, sponsor and speaker at the same association event?+
Yes. A Parent User can hold several User Types and User Categories. XpoBay combines the relevant pages, forms, files, checklist tasks, deadlines and information in one participant Workspace.
Can XpoBay support in-person, hybrid and virtual event operations?+
Yes. XpoBay manages the participant information, forms, materials, deadlines, communications and readiness surrounding in-person, hybrid and virtual delivery. Specialist streaming or broadcast systems can remain connected where required.
Can association staff and suppliers have different access levels?+
Yes. Teammates can receive full or menu-restricted organiser access, while Vendor users can be limited to the pages, information and functions relevant to their work.
Can participant information publish to an association event website or show app?+
Yes. Approved exhibitor, speaker, sponsor, product and other configured form data can be made available through an event-specific JSON or XML feed for connected websites and show apps.
Complete event templates

Create the next event in seconds. Improve it every time you run it.

Save the complete operating model as a template, carry everything into the next event, then change only what is different.

Book a demo →Explore the platform