Exhibition Operations Platform for Organisers
Everything before the event begins.
One clear route to readiness.
XpoBay brings event guidance, organiser forms and files, internal tasks and every relevant external supplier action into one automatically personalised Workspace. Participants know what to read, submit, order and complete, while organiser teams manage progress from one live Event Dashboard.
✓One checklist for every action
◎Automatically personalised
↻Automated follow-up
⌁Live organiser visibility
Organiser view
OEvent readinessProgress across every participant and taskLive
Company profilesCompleted inside XpoBay
94%Insurance uploadsCompleted inside XpoBay
81%Furniture & AV actionsCompleted with official suppliers
68%Show app profilesCompleted on a connected platform
91%
XpoBay
BRINGS EVERY ACTION TOGETHER
IN XPOBAY+EXTERNAL
Participant view
JS
Jordan SmithOne personalised checklist · Wherever each action happens
Your event readiness82%
↻Reminders current
↗Supplier links ready
▣Website & app feeds live
✦AI context ready
⌁Reports updated
The complete promise
Bring everything together. Automate what happens next. Show every person exactly what they need.
XpoBay turns manuals, emails, spreadsheets, forms, supplier portals and status trackers into one coordinated operating model for participant preparation.
One source of truth
One current event record connects people, content and status, while one personalised checklist assembles XpoBay work with every relevant external action.
FormsSupplier tasksFilesONE CURRENT PLAN
Automated progress
A submission can complete a task, remove future reminders, update reporting and make approved information available to connected channels.
Task completed AutomaticReminder removed AutomaticProfile available Connected
Automatically personalised
Roles, categories, stand details, locations, roadshow cities, custom fields and permissions determine what each person sees and must do.
ExhibitorSponsorSpeakerONE PERSONALISED WORKSPACE
One operational checklist
Inside XpoBay or somewhere else—every relevant action appears together.
Furniture may come from one supplier, AV from another, meeting matching from a specialist platform and the show app from somewhere else. Without XpoBay, participants are left searching through emails, bookmarks and PDFs to remember what applies to them and where to do it.
XpoBay gives each person one organised route to readiness. Forms, files and approvals completed inside the Workspace sit beside the correct links, instructions and deadlines for approved external suppliers and platforms.
- Complete organiser forms, uploads and approvals directly in XpoBay.
- Open official furniture, AV, logistics and venue-service links from the same checklist.
- Include show apps, registration, meeting matching and other specialist platforms.
- Track compulsory work while allowing optional external tasks to be marked Completed or Not Required.
One source of truth does not mean forcing every supplier into one system.It means one place tells each person what applies, where the action happens and what remains outstanding.
JS
Jordan's event checklistExhibitor · Gold Sponsor · Speaker
9 of 12 complete
ONE CHECKLISTEVERY RELEVANT ACTION
“We run 75 to 80 events a year on the platform. XpoBay has really allowed us to develop a one-stop-shop for our exhibitors.”Louise Binner · Talk2 Media & Events
Connected by design
XpoBay becomes the operational layer across your event ecosystem.
Your CRM, registration platform, supplier shops, meeting-matching system, show app and website do not need to become one product. XpoBay connects the work around them so organiser teams and participants experience one coherent process.
Systems and services around the event
CRM & registrationCreate and maintain participant records
Event data & contentRoles, stands, locations, guidance and deadlines
Forms, files & approvalsWork completed directly inside XpoBay
Suppliers & specialist platformsFurniture, AV, logistics, apps and matching
XpoBay
One current event record connects each person, every relevant action and every approved output.
RULES · TASKS · STATUS · CONTEXT
What the platform keeps coherent
◎Personalised WorkspacesOnly what applies to each person
✓One complete checklistInternal and external actions together
↻Campaigns & remindersFollow up according to live status
↗Website & show app feedsApproved profiles and listings
⌁Reporting & saved viewsProgress and attention points
✦AI AssistantPermission-aware answers linked to action
Configure once
Set the event rules. XpoBay assembles every person's Workspace.
User Types and User Categories define the participant's main responsibilities. Additional User Roles, custom fields, stand details, locations and roadshow cities refine which pages, forms, files, tasks, deadlines and answers apply.
- Show different guidance and supplier actions to shell-scheme and space-only exhibitors.
- Match sponsor benefits, forms and artwork deadlines to the correct package.
- Combine exhibitor, sponsor and speaker responsibilities in one account.
- Give colleagues and contractors their own controlled Additional User access.
- Support city-specific and multi-language experiences when required.
✦Workspace assembly rulesConfigured once, applied throughout the platform
→
JSJordan's WorkspaceExhibitor · Gold Sponsor · Speaker
Connected automation
When work happens in XpoBay, everything else can move with it.
A participant should not complete a form only for the organiser to update another tracker, rebuild a reminder list and copy the same approved information into every publishing channel.
Incredibly capable. Unbelievably simple.
Everything the event needs—without making every person see everything.
Each part of the platform solves a clear operational problem. Together, they create one coherent path from invitation to readiness.
Digital Exhibitor Manual
Replace a static manual with searchable, personalised pages, content blocks, files, videos, forms and direct actions.
Explore the digital manual →PDF→✓FAI↻
Forms, Files & Checklists
Build conditional forms, collect uploads and approvals, distribute unique files and combine XpoBay work with external supplier actions in one checklist.
Explore connected work →Internal + external actions
Campaigns & Reminders
Send branded campaigns to precise audiences and automatically follow up on selected forms or checklist tasks that remain outstanding.
Explore automated follow-up →✉18 participants still outstandingREMINDER ACTIVE
Reporting & Visibility
Create and save views across participants, logins, form status, checklist progress, email delivery and other event data.
Explore live visibility →Branding & Promotion
Brand the portal, forms and emails; add enterprise white labelling; and turn approved templates into personalised social assets and QR codes.
Explore branding →YOUR EVENT · YOUR BRAND
Integrations, Publishing & AI
Create or update participants from connected sources, publish approved data through Event Feeds and give users permission-aware answers linked to action.
Explore connected systems →CRMXWEB
One platform. Every role.
EXHIBITORStand checklist2 tasks remaining SPONSORDeliverablesArtwork due 22 August SPEAKERMain Stage14:20 · Biography approved
✓Company profileShared across relevant rolesComplete EInsurance uploadStand T65Open ↗Furniture orderOfficial supplierOpen SSponsor artworkGold packageOpen
A person can have several responsibilities. Their Workspace should understand all of them.
An exhibitor may also be a Gold Sponsor and a speaker. XpoBay combines every relevant page, deadline, form, file, supplier action and task into one account—without separate portals or duplicated information.
- One login across every role the person holds.
- Shared information collected once and reused where appropriate.
- Role-specific work remains clearly labelled.
- Additional Users receive their own controlled login without shared passwords.
- Organiser teams see one current record instead of reconciling several accounts.
JS
Jordan SmithOne account · Three roles+Additional User: Alex · MarketingOwn login · Profiles, logos and promotional assets onlyControlled access
Start where you are
One event. A roadshow. An entire event portfolio.
Use the same platform principles at any scale while preserving the branding, content, deadlines, locations and rules that make every event different.
Everything ready for one opening day.
Replace the manual, organise every stakeholder and connect every relevant task.
Retail & Hospitality Expo642 participants · 87% ready
One process, different cities.
Use city-specific content, deadlines, tasks and reminder logic without creating a confusing participant experience.
National Roadshow 2027City-specific Workspaces
SydneyMelbournePerthBrisbane
Consistency without identical events.
Support recurring exhibitions, different brands and larger organiser teams from one proven operating model.
Global Event PortfolioMultiple brands · Shared standards
In-person, hybrid or virtual
The participant preparation still needs to happen.
XpoBay coordinates the information, responsibilities, assets, deadlines and support around delivery—without pretending to replace the specialist platform used for streaming, networking or the virtual venue.
Questions
Platform FAQ
Clear answers about how XpoBay connects participant preparation across the event.
Can XpoBay include tasks completed on external supplier websites?+
Yes. Furniture, AV, logistics, venue services, registration, meeting matching, show apps and other specialist actions can sit inside the same personalised checklist as XpoBay forms, files and approvals. Each task can include the correct instructions, deadline and link. Compulsory external tasks can require participants to mark them Completed, while optional tasks can also allow Not Required.
Is XpoBay one portal or several separate portals?+
XpoBay is one platform. Each participant Workspace is assembled from the roles, categories, stand details, locations, roadshow cities, permissions and other event context that apply to that person.
Can one person have several roles at the same event?+
Yes. A person can be an exhibitor, sponsor, speaker or any configured combination. XpoBay brings every relevant responsibility into one account without duplicating shared information.
Does XpoBay replace our CRM, registration platform, suppliers or website?+
Not necessarily. XpoBay can sit between specialist systems, create or update participants from configured sources, organise external actions and make approved information available to connected websites and show apps.
Can profile information update the event website and show app?+
Yes. Approved exhibitor profiles, speaker details, sponsor logos, product listings and other configured form data can be made available through JSON or XML Event Feeds for connected websites and show apps to import on their configured schedule.
How does XpoBay personalise the experience?+
Visibility can be driven by User Types, User Categories, stand information, locations, roadshow cities, Additional User Roles, custom fields and other event rules.
Can we begin with a digital exhibitor manual and add more later?+
Yes. Start with the process creating the most work and expand into checklists, campaigns, reminders, website publishing, AI, white labelling, roadshows and multi-event workflows as required.
Everything before the event begins
Give every participant one clear path—and your team one current view of the event.
Bring the manual process, disconnected supplier actions or repetitive chasing that costs your team the most time. Start there, then connect the rest.