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Personalised Exhibitor Workspaces
Everything they need.
Nothing they don't.
XpoBay automatically shapes each workspace around the person using it—their roles, stand, sponsorship, sessions, location and responsibilities. Exhibitors, sponsors, speakers, contractors and other participants see exactly what they need to do, while organisers see exactly what has been done from the same connected event record.
✓ One login✓ Every role combined✓ Only relevant content✓ One source of truth
JS
ExhibitorSilver SponsorSpeaker
My eventStandSponsorshipSessionsFormsFiles
WELCOME BACK, JORDAN
Everything you need, in one place.
78%
✓ One login
✓ One combined checklist
✓ 100% relevant
Personalisation that removes work
Clear for participants.
Clear for participants.
Complete visibility for organisers.
People stop hunting through manuals, emails and separate portals. XpoBay shows each person the right content, forms, files, deadlines and actions, while organisers retain the complete event picture.
One login, however many roles
An exhibitor can also sponsor or speak without switching accounts or juggling separate portals.
Everything relevant. Nothing else.
Each person sees the pages, forms, files, deadlines and actions that apply to their actual event responsibilities.
One source of truth
Participants and organisers work from the same connected record, so progress never needs reconciling across separate trackers.
One person. Multiple roles.
One person shouldn’t need three portals.
An exhibitor can also be a sponsor and a speaker. XpoBay recognises every responsibility and brings it into one personalised workspace—one login, one checklist and one clear view of what needs doing.
ExhibitorStand T65 · compliance · passes
Silver SponsorArtwork · benefits · guest passes
SpeakerBiography · headshot · presentation
X
ONE PERSON · THREE ROLES · ONE WORKSPACEJordan’s personalised workspace
Stand, sponsorship and speaker responsibilities are assembled automatically around Jordan—not split across separate accounts.
One loginOne checklistOnly what appliesOne source of truth
Everything they need. Nothing they don’t.
Every workspace is built around the person.
XpoBay uses roles, categories, stand details, location and event context to decide what appears. Irrelevant information stays out of the way—even when one person has several responsibilities.
- A shell-scheme exhibitor sees different guidance from a space-only exhibitor.
- A Silver Sponsor sees the benefits, artwork and pass allocation attached to that package.
- A speaker sees their biography, headshot, session and presentation requirements.
- An Additional User can receive selected Parent User information, content assigned to their Additional User Role, or a combination of both.
Shell-scheme graphicsSpace-only riggingSponsor artworkCatering orderSpeaker biographyFreight manifestHall 1 accessHall 4 guidanceStand T65 insuranceBronze benefits
XpoBay rulesRole · Category · Stand · Location
JSJordan’s viewExhibitor · Silver Sponsor · Speaker
One platform. Different experiences.
The same event can look completely different to each participant.
No duplicate portals. No copied content. XpoBay automatically assembles the right view for each person from the same event setup.
EShell Scheme ExhibitorStand T65 · Hall 1
- Stand graphics Required
- Insurance Due Friday
- Entry passes 3 allocated
SSilver SponsorPackage benefits
- Sponsor artwork Open
- Benefit selections 2 remaining
- Guest passes Allocated
MSpeakerTheatre 2 · 14:20
- Biography Complete
- Headshot Approved
- Presentation Due Monday
CStand ContractorControlled access
- Stand plans Open
- Venue rules View file
- Contractor agreement Complete
Every responsibility. One checklist.
One clear list of what needs doing.
When one person has several roles, their tasks appear together in one organised checklist. Shared information is collected once, while role-specific work stays clearly labelled.
- One company profile can support several responsibilities.
- Exhibitor, sponsor and speaker work remains easy to distinguish.
- Deadlines and completion status stay visible in the same place.
- The organiser sees the same current status without reconciling separate trackers.
JSJordan SmithExhibitor · Silver Sponsor · Speaker7 of 10 complete
Exhibitor responsibilities2 tasks remaining
Sponsor responsibilities1 task remaining
Speaker responsibilitiesReady
Controlled access for Additional Users
Give colleagues and contractors their own login—not yours.
Exhibitors can delegate work to marketing contacts, logistics teams, contractors and other Additional Users without sharing the main account. Each person gets their own login and sees only the information and tasks relevant to the work they have been given.
- A marketing contact can complete profiles and download promotional assets.
- A logistics coordinator can manage freight, access and shipping information.
- A contractor can review venue rules, stand plans and technical requirements.
- Every action remains connected to the correct parent user or stand.
T65Northstar GroupParent User · Stand T65
Set it once
XpoBay personalises every workspace automatically.
Organisers define the event structure once in the Event Dashboard. XpoBay then applies those rules across navigation, pages, forms, files, checklists, deadlines, sidebars and AI responses.
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Automatically assembled experience
- Navigation and pages
- Content blocks and sidebar
- Forms, files and checklist tasks
- Deadlines and reminders
- User-specific event details
- Relevant AI responses
One source of truth
Participants know what to do. Organisers know what’s done.
Participants get a simple, personalised workspace. Organisers see the complete operational picture in the Event Dashboard. Both are driven by the same live event record, so there is nothing to reconcile.
Participant workspace✓Company profileComplete !Sponsor artworkDue 22 August ✓Speaker biographyApproved
↔ONE EVENT RECORD
Event Dashboard78Jordan Smith78% ready · 2 outstanding 3User TypesExhibitor · Sponsor · Speaker 1Next deadlineSponsor artwork · 22 August
Questions
How Personalised Workspaces work
Clear answers about roles, visibility and controlled access.
Does XpoBay create separate exhibitor, sponsor and speaker portals?+
No. XpoBay uses one platform and one account. A Parent User workspace is assembled from User Types, User Categories and event context.
Can one person be an exhibitor, sponsor and speaker?+
Yes. A user can hold multiple User Types and User Categories. XpoBay combines all relevant pages, forms, files, tasks, deadlines and information in one workspace.
What controls what someone sees?+
Parent User visibility can be shaped by User Type, User Category, stand information, event location, roadshow city, custom fields and other configured event rules. Additional User workspaces can combine selected Parent User content with content assigned through an Additional User Role.
Can colleagues and contractors have different access?+
Yes. Additional Users have their own login. Their workspace can contain selected Parent User content, content assigned through their Additional User Role, or both.
Does the AI Assistant follow the same visibility rules?+
The AI Assistant answers from the event content and user-specific information available to the logged-in user, so responses remain relevant to that person’s assigned context.
Can personalisation include promotional banners?+
Yes. When configured, approved details such as a company logo, stand number, speaker name or headshot can be used to generate event-branded promotional assets.
Can organisers still see the full event picture?+
Yes. Participants receive a simplified workspace while organiser teams retain visibility over profiles, forms, checklist progress, deadlines, logins and outstanding work in the Event Dashboard.
One workspace for them. One source of truth for you.
Make every participant’s next step obvious.
Give people exactly what they need, keep every responsibility together and retain complete organiser visibility from one Event Dashboard.
Automatically personalised. Clear for participants. Controlled by organisers.