Build visually
Create branded forms without code.
Exhibitor Forms & Checklist Software
Every requirement.One clear path to completion.
Build branded forms in XpoBay's WYSIWYG form builder, attach the right files and consolidate every action—inside XpoBay or anywhere else in your event technology stack—into one automatically personalised checklist.
✓ Visual form building
✓ External tasks consolidated
✓ Automatically personalised
✓ Live completion status
my.xpobay.com / event requirementsLive
WYSIWYG form builderPreview
Text
Choice
Upload
Section
Page break
FCompany ProfileGold Sponsors
Drop artwork here
Deadline · 22 August
Jordan Smith
Your event checklist
72%
✓Company profileXpoBay form · SubmittedComplete
FUpload insuranceXpoBay form · Due FridayOpen
↗Order lead scannerExternal supplier platformOpen link
↗Register stand staffRegistration platformOpen link
↓Review venue rulesDownload PDFView file
+ Add form to checklist
Organiser viewLive status
5 requirements · 3 completeConsolidate everything
Bring internal and external work into one checklist.
Personalise automatically
Show only what applies to each person.
Let status update itself
Forms, reminders and reporting remain connected.
One checklist. Your whole tech stack.
Participants do not care which system owns the task.
Badges may live in a registration platform. Lead retrieval may sit with a supplier. Furniture, freight, accommodation and venue services may all have their own links and logins. XpoBay gives the user one place to see every requirement and one clear next action.
BRegistrationBadge platform
Register stand staff
LLead retrievalSupplier portal
Order lead scanner
SStand builderOrder portal
Confirm furniture package
FFreightLogistics provider
Book delivery window
VVenue servicesExternal order form
Order electricity
HAccommodationBooking link
Reserve event hotel
✓
One XpoBay checklist
Every requirement appears in the same organised path, even when the action happens elsewhere.
B Register stand staffL Order lead scannerV Order electricityS Confirm furniture packageH Reserve event hotelF Book delivery window
XpoBay does not need to replace every specialist platform. It replaces the confusion between them.
WYSIWYG form builder
Build forms without writing code.
XpoBay gives organisers a visual form builder for collecting the information an event actually needs—from company profiles and artwork to insurance, staff lists, stand plans and approvals.
Create the experience visually, brand it for the event and decide exactly who should see it.
- ✓Text, choices, instructions, uploads, sections and multi-page forms
- ✓Conditional logic that changes what the user sees or what happens next
- ✓Visibility by User Type, User Category, Additional User Role or roadshow location
- ✓Deadlines, notifications, approvals, multiple entries and priority order
- ✓Known user and event information prefilled wherever appropriate
Company ProfileComplete your public event listing
Upload SVG, PNG or JPG
Automatically personalised
One platform. A different checklist for every person.
For Parent Users, XpoBay uses User Types, User Categories, stand details, location and other event context. For Additional Users, it can combine selected Parent User content with content assigned through their Additional User Role. One Parent User may be an exhibitor, speaker and sponsor at the same time; their checklist brings those responsibilities together without duplicate accounts or separate portals.
JSJordan SmithStand C45 · Hall 2
✦ Checklist generated from all three roles
ESubmit company profileExhibitor · XpoBay formComplete
SUpload sponsor artworkGold Sponsor · Due 22 AugustOpen
MConfirm speaker biographySpeaker · XpoBay formOpen
↗Register stand staffExternal registration platformOpen link
ALAlex LeeAdditional User · Stand C45
✦ Only contractor responsibilities are shown
CAccept contractor termsCompulsory · XpoBay formOpen
↑Upload stand planContractor · Due FridayOpen
↓Review venue build rulesDownload fileView
↗Book loading accessVenue supplier portalOpen link
Everybody works in the same platform. Nobody works through the same irrelevant list.
EVENT FILESManaged once
PDFVenue build regulationsBuild & logistics
DWGHall 2 floor planStand planning
XLSFreight delivery scheduleLogistics
◎Northstar contract.pdfMatched to this participant
✓CHECKLIST TASKUpload stand plan
Venue build regulations View PDFFFORMStand planning
Hall 2 floor plan Open DWGJSPERSONALISED WORKSPACEJordan Smith
Northstar contract View document
Files where the work happens
Stop making participants hunt for the right document.
XpoBay puts the file beside the action that needs it. Venue rules can sit with the stand-plan task, a floor plan can appear inside the relevant form, and a participant-specific contract can be surfaced only to the person it belongs to.
- ✓Manage common event files once, then surface them wherever they are needed
- ✓Place files directly inside pages, forms and checklist tasks
- ✓Match participant-specific documents such as contracts and invoices automatically
- ✓Give users the right file in context instead of another download library to search
Connected automation
One submission can finish five jobs.
When a participant submits information, XpoBay can use that single action everywhere it matters—without your team updating checklists, reminder lists, website content or reporting by hand.
PARTICIPANT ACTIONCompany profile submitted
SubmittedProfile details and logo received once.
AUTOMATICChecklist updates
The profile task is marked complete.
AUTOMATICReminders stop
Completed users leave the outstanding audience.
AUTOMATICWebsite & show app update
Approved profile data can publish through connected feeds.
LIVEOrganiser status updates
The Event Dashboard shows the new completion status.
Submit once. No chasing. No duplicate updates. No shadow spreadsheet.
Recurring & multi-event workflows
If XpoBay already has it, do not ask for it again.
For recurring events, reusable forms can bring forward a participant's most recent matching submission—including uploaded files—so returning users start with what XpoBay already knows.
They review what is still correct, update what has changed and submit. Your process stays consistent while repeat participants avoid entering the same information year after year.
RETURNING PARTICIPANTNorthstar Group
PREVIOUS EVENTCompany Profile2025
CompanyNorthstar Group✓
DescriptionExhibition technology specialists✓
Logonorthstar-logo.svg✓
Brochurenorthstar-brochure.pdf✓
↻Latest matching submission foundPrefilled automatically
NEW EVENTCompany Profile2026
CompanyNorthstar GroupCarried forward
DescriptionExhibition technology specialistsCarried forward
Logonorthstar-logo.svgCarried forward
Brochurenorthstar-brochure.pdfReview
Organiser visibility
The platform already knows. You do not need another spreadsheet.
See progress across forms, file tasks and external actions from the Event Dashboard where the process was configured. Identify who has not logged in, what is overdue and which approvals are waiting—without manually reconciling several systems.
- ✓Completion by requirement, checklist or audience
- ✓Outstanding users ready for targeted reminders
- ✓Deadlines, approvals and login activity in context
Event Dashboard
Updated nowEvent readiness
Users428
Ready87%
Overdue19
Requires attention12 users have not logged in7 deadlines are due this week3 approvals are waiting
The result
One organised process for participants. One reliable status for organiser teams.
Forms collect the information. Files provide the guidance. Checklists connect every requirement—including the work completed elsewhere.
A clear next step
Every participant can see exactly what remains, where to complete it and when it is due.
Less manual follow-up
Participants who have completed the work fall out of reminder audiences while outstanding participants remain visible.
No shadow tracker
The organiser team sees the status the platform already knows in the Event Dashboard instead of recreating it in Excel.
Questions
Forms, files & checklists FAQ
Clear answers about how XpoBay brings event requirements into one personalised path to completion.
Can XpoBay forms be built without coding?+
Yes. XpoBay includes a WYSIWYG form builder so organisers can visually create and edit fields, instructions, uploads and page structure without writing code.
Can a checklist include links to systems outside XpoBay?+
Yes. An Other Task can direct the user to another platform in the organiser's technology stack, explain what must be completed there and provide the relevant deadline. The user still sees that requirement alongside every other task in one XpoBay checklist.
Can forms and checklist tasks be personalised?+
Yes. Visibility can be controlled using User Types, User Categories, Additional User Roles and roadshow locations, so each person receives only the forms, files and tasks that apply to them.
What happens when a form is submitted?+
The relevant checklist task can update automatically. The user can then leave the outstanding-reminder audience, while organisers see the new completion status without maintaining a separate spreadsheet.
Can we reuse information across recurring events?+
When configured for reuse or auto-completion, a form can bring forward a user's most recent matching submission from an earlier event, reducing repetitive data entry.
Can one user submit the same form more than once?+
Yes. Multiple-entry forms can be used for information such as staff lists, products, vehicles or other repeating records.
Can files be added to checklist tasks?+
Yes. A task can link directly to a file that the user needs to download or review. XpoBay can also provide user-specific documents such as contracts or invoices.
Can optional tasks be marked as not required?+
Yes. Where permitted, a non-compulsory task can be marked Complete or Not Required. Compulsory tasks can be configured to require completion.
One clear path to readiness
Build the process once. Let XpoBay keep every requirement connected.
Replace scattered forms, file links, supplier portals and tracking spreadsheets with one automatically personalised checklist.