XpoBay
Sign inBook a demo
For event agencies

Exhibitor management software built for event agencies. One operating model. Every client's brand.

Create complete client events from reusable templates in seconds. Give exhibitors, speakers, sponsors and other stakeholders a personalised Workspace while your agency and authorised client teams manage each event through its own Event Dashboard.

Book a demo →See the agency model
✓ Complete client events in seconds✓ White-labelled per client✓ Controlled agency and client access
Complete client-event templates

Turn your best delivery process into an agency asset.

Save an entire event as a reusable template, then create the next client event in seconds with everything already in place. This goes far beyond copying a task list: pages, menus, content, forms, files, checklists, email templates, reminders, branding, participant structures, settings and workflows all arrive with the new event.

↻Complete agency event templateYour proven operational foundation, saved and ready.
Pages and menusForms and filesChecklistsEmails and remindersBranding and settingsParticipant structure
CLIENT EXHIBITION

Northstar Industry Expo

A complete event created immediately, then adapted to Northstar's identity, venue and participant mix.

  • Template applied Complete
  • Created In seconds
  • Next step Update dates
SPONSOR FORUM

Horizon Leadership Forum

The same reliable operating model, refined for sponsor packages, speakers and a hybrid programme.

  • Template applied Complete
  • Client brand Horizon
  • Next step Adjust content
MULTI-CITY ROADSHOW

Apex Partner Series

A complete foundation copied into a three-city delivery with destination-specific dates and requirements.

  • Template applied Complete
  • Locations 3 cities
  • Next step Set city dates
Everything in the template arrives with the new client event. Change only what is different.
White-label client delivery

Your operating system. Their event identity.

Every client should receive a polished experience that feels built for their event, not a generic software portal with another vendor's logo. XpoBay lets the agency retain a familiar operating model while each event carries its own identity.

  • Apply event-specific logos, colours, backgrounds and navigation styling.
  • Keep participant Workspaces, forms, emails and promotional assets visually connected.
  • Use custom domains and branded email identity where enabled.
  • Deliver a white-labelled experience powered quietly by XpoBay.
Explore Branding & White Labelling →
Personalised participant Workspaces

Manage more than exhibitors without creating more portals.

Client events can involve exhibitors, sponsors, speakers, contractors, media partners and other stakeholders. XpoBay shapes the experience around each person's User Types and User Categories rather than sending everyone through the same generic journey.

One person can hold several event responsibilities. The relevant pages, forms, files, checklist tasks, deadlines and information are combined 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 →
Multiple client events, kept properly separate

Move between authorised events. Keep every Event Dashboard focused.

Agency users can switch between the client events available to them. Each event retains its own participants, branding, content, deadlines, communications, reporting and operational status. Client users can be limited to their own event and responsibilities.

A wider pre-event operation

More than a portal. More than an exhibitor task list.

XpoBay connects the information, actions, communication, promotion and visibility surrounding client exhibitions and trade events. The agency can run the same operational layer for in-person, hybrid and virtual delivery while specialist registration, streaming or broadcast systems remain where they are needed.

1

Collect and organise

Replace fragmented manuals, attachments and spreadsheets with targeted content and connected requirements.

  • Digital exhibitor manual
  • Forms, files and checklists
  • Deadlines and approvals
2

Communicate and automate

Use event data to target the right participants and focus agency time on genuine exceptions.

  • Campaigns and reminders
  • Reporting and readiness
  • AI-assisted answers and actions
3

Publish and promote

Turn approved participant data into useful client-facing content and branded promotional activity.

  • Website and show-app feeds
  • Personalised promotional assets
  • Client-branded communications
One connected source of truth for the pre-event operation. Every capability works from the same event, participant and status information.
Agency, client and supplier access

Delegate the work without sharing unrestricted access.

Event agencies coordinate their own project teams, client colleagues, venues and specialist suppliers. Those users should not share one administrator account or see functions unrelated to their work.

  • Agency administrators can manage the complete event.
  • Project managers can be restricted to selected events, menus and functions.
  • Client users can be limited to the event and responsibilities they own.
  • Vendor users can access only the relevant pages and workflows.
  • Participant Additional Users remain separate from organiser-side access.
Connected automation

One participant action can update the whole operation.

When forms, checklists, reminders, reporting, publishing and promotional tools use the same event record, agency teams no longer have to repeat the same administrative step across disconnected 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.
  • Promotional assets can use the participant information already collected.
  • The improved event can become the next complete reusable template.
Explore Campaigns & Reminders →Explore integrations
A repeatable agency operating model

Scale delivery without making every client event look the same.

The goal is not to force every client into one template. It is to stop the agency rebuilding the same operational foundations for every project.

Patchwork delivery

Every client event becomes another manual reconstruction.

  • New spreadsheets and folders for every project
  • Old forms copied without clear ownership
  • A visible mix of unrelated vendor platforms
  • Client access managed through shared accounts
  • Status reports rebuilt before every meeting
  • Knowledge stays with individual project managers
XpoBay agency model

A complete client event in seconds, ready for everything that makes it unique.

  • Create the event from a complete saved template
  • Apply the client's own brand, content and requirements
  • Give agency, client and vendor teams controlled access
  • Automate forms, reminders, reporting and publishing
  • Keep every event separate in its own Event Dashboard
  • Improve the template after every successful delivery
Questions

Event agency FAQ

Clear answers about exhibitor management software, complete event templates, white labelling, client access, participant Workspaces and connected delivery.

What is exhibitor management software for event agencies?+
It is a platform that helps an agency organise the participant information, content, forms, files, checklists, deadlines, communications, promotion and readiness required before a client exhibition or trade event. XpoBay combines personalised participant Workspaces with an Event Dashboard for authorised agency and client teams.
Can an agency create a new client event from a complete template?+
Yes. An agency can save a complete event as a reusable template and create a new client 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.
Can every client event have its own branding and domain?+
Yes. Each event can use its own logo, colours, content, forms, emails and participant experience. White-label options, custom domains and branded email identity can be enabled according to the agreed deployment.
Can client teams access only their own event?+
Yes. Authorised organiser-side users can be restricted to the events, menus and functions relevant to their work. Each event retains its own participants, content, deadlines, reporting and Event Dashboard.
Can an event agency manage several client events from one login?+
Yes. Authorised agency users can switch between the events available to them. Each event remains separate and opens into its own Event Dashboard rather than combining unrelated client data into one fictional portfolio view.
Does XpoBay manage sponsors, speakers and contractors as well as exhibitors?+
Yes. XpoBay supports exhibitors, speakers, sponsors and other stakeholders. One person can hold several User Types and User Categories, and the relevant responsibilities are combined in one personalised Workspace.
Can XpoBay automate reminders and show live readiness?+
Yes. Campaigns and automatic reminders can target participants with outstanding forms or tasks. Current submissions, checklist progress, logins and campaign activity are visible from the organiser side through reporting and the Event Dashboard.
Can XpoBay connect with a CRM and publish client event content?+
Yes. Structured imports and documented API workflows can create and update users. Approved exhibitor, speaker, sponsor, product and other configured data can be made available through event-specific JSON or XML feeds for websites and show apps.
Can agencies use XpoBay for in-person, hybrid and virtual events?+
Yes. XpoBay manages the participant information, forms, materials, deadlines, communications and readiness surrounding in-person, hybrid and virtual delivery. Specialist registration, streaming or broadcast systems can remain connected where required.
Agency-scale delivery

Build the event once. Deliver it under every client's brand.

Create the next client event in seconds from your complete template, then adapt only what makes that event unique.

Book a demo →Explore the platform