One submission. Five manual steps.
- 1Open the form entry
- 2Copy each answer
- 3Paste into a spreadsheet
- 4Download and rename the files
- 5Repeat hundreds of times
Exhibitor Reporting & Event Readiness Software
Stop rebuilding your event in spreadsheets.
Every answer, profile field, form entry, status, uploaded logo and supporting file collected in XpoBay remains available to authorised organiser teams.
Create the reports your team needs, save them, reopen them at any time and download current, comprehensive data—without copying a single form entry by hand.
✓ Saved reports
✓ Current event data
✓ Download at any time
The spreadsheet trap
Your team should not be copying form entries one row at a time.
Organiser teams often collect information in one system and then manually rebuild it in a spreadsheet. A form arrives. Someone opens the entry, copies each answer, pastes it into a shared Google Sheet, saves the uploaded logo somewhere else and repeats the process for the next participant.
It feels normal only because the industry has endured the pain for so long.
XpoBay removes the second system.
The information is already structured, current and ready to report on. There is nothing to re-key.
→
Open the saved report.
↓
Download current event data
Answers, statuses and file references included
Seconds · No re-keying
Saved reports
Build it once. Save it. Come back whenever you need it.
A useful report should not disappear when the meeting ends. Build the view your team needs, give it a clear name and save it inside the event.
- Select the information and fields that matter.
- Filter by participant type, category, form, status or other event data.
- Save the report for repeat use.
- Reopen it whenever the information is needed.
- Download the current results without rebuilding the file.
A saved report becomes a dependable operational view—not another spreadsheet someone must remember to update.
EVENT REPORTSSaved reports
Reports remain available inside this event5 saved
All event data
All the information collected across the event, in one reporting layer.
When information is collected through XpoBay, authorised organiser teams can access it again. The report is not limited to one form or one department’s spreadsheet.
Participant records
Companies, contacts, stand information, sessions, sponsor levels, User Types, User Categories and custom fields.
Form responses
Every collected answer, together with submission and completion information relevant to the configured report.
Progress and readiness
Outstanding work, completed requirements, checklist progress, deadlines, login activity and attention points.
Uploaded assets
Logos, headshots, artwork, plans, certificates and other uploaded files remain referenced alongside the related data.
Event-specific information
The fields unique to your event—from dietary requirements and product details to services, approvals and technical needs.
Communication activity
Campaign and reminder delivery, opens, bounces and the operational context needed to plan the next action.
THE PRINCIPLE
Collect it once. Keep it connected. Use it whenever the event needs it.
Email delivery and engagement
Know whether the message was sent, delivered, opened or bounced.
XpoBay email reporting shows organiser teams what happened after a campaign or reminder was sent. Review the overall result, inspect individual recipients and identify delivery problems without searching through another system.
- Campaign-level sent, delivered, opened and bounced totals.
- Recipient-level status and message details.
- Visibility of invalid addresses and delivery problems that may require action.
- Downloadable email records when another team needs the data.
- Communication activity alongside live form and checklist completion.
An unopened task and an undelivered email are different problems. XpoBay helps organiser teams see the difference.
CAMPAIGN REPORTFinal exhibitor reminder
Download report ↓
RecipientStatusCompletion
JSJordan Smithjordan@northernlabs.comOpenedComplete
AMAisha Malikaisha@arcsystems.comDeliveredOutstanding
TCTom Chentom@vertexbuild.comBouncedOutstanding
Current campaign activityRecipient details available
Comprehensive downloads
Download the complete picture—not a partial snapshot.
A report can become the comprehensive working file your organiser team, marketing team or operational partner actually needs. Download it when required instead of maintaining a parallel tracker throughout the event cycle.
Uploaded files and logos remain referenced in the reporting data, so the answers do not become separated from the supporting material.
- Current report results at the time of download.
- Selected fields from across the event.
- Participant identity and status kept together.
- References to associated uploads and logos.
- No manual copy-and-paste consolidation.
READY TO DOWNLOADevent-master-data.csv
842 rows
CompanyStandProfileInsuranceLogo
Northern LabsA14ApprovedReceivedlogo.svg ↗
Arc SystemsB08ApprovedReceivedarc-logo.png ↗
Vertex BuildC31DraftOutstanding—
Studio NorthD17ApprovedReceivedstudio-logo.ai ↗
↓Download completeCurrent data · File references retained100%
Useful to every organiser team
Different teams can save the views they actually use.
The same event data can support different responsibilities without every department creating its own disconnected master spreadsheet.
Know what is ready for the venue.
Stand details, plans, insurance, services, access requirements, deadlines and outstanding work.
Space-only standsInsurance statusService orders
Publish complete, approved profiles.
Company descriptions, logos, products, speaker biographies, headshots and content approval status.
Approved profilesMissing logosProduct data
Track every promised deliverable.
Sponsor levels, benefits, artwork, branding requirements, deadlines and outstanding assets.
Gold SponsorsArtwork statusDeliverables
Keep every speaker and session prepared.
Biographies, session details, presentations, headshots, technical requirements and completion status.
Speaker materialsSession dataMissing assets
Current, not copied
The report reflects the event—not yesterday’s spreadsheet.
A manually maintained spreadsheet begins becoming outdated the moment it is created. New submissions arrive. Details change. Files are replaced. A second team creates another version.
With XpoBay, the source information remains inside the event. Reopen the saved report when you need it and download the current results instead of reconciling multiple copies.
One current record is easier to trust than five files called “final”.
LIVE EVENT ACTIVITY
✓Northern Labs submitted insurance10:42
↥Arc Systems replaced sponsor artwork10:47
✓Samira Chen approved biography10:51
Updates the report
SAVED REPORTEvent master data
Current results available to view or download
Visibility that leads to action
Reporting is more than a chart.
Readiness percentages are useful, but organiser teams also need the underlying people, answers, files and next actions. XpoBay connects the high-level view to the operational detail.
- See completion against the users a requirement actually applies to.
- Identify people who have not logged in or still have work outstanding.
- Open the relevant participant, form response or file.
- Create a saved report for repeat operational use.
- Download the information when another team or system needs it.
EVENT READINESS87%LIVE
Reporting FAQ
Clear answers about reports and event data.
Reporting should make the event easier to operate, not create another administrative project.
Can organisers save reports in XpoBay?+
Yes. Organiser teams can create reports for the information they need, save those reports, reopen them later and download the current data whenever required.
Can a report include information from across the event?+
Yes. Authorised organiser users can report on information collected throughout the event in XpoBay, including participant details, form responses, custom fields, statuses and other configured event data.
What happens to uploaded files and logos?+
Uploaded files and logos remain connected to the information collected. Reports can reference those uploads so authorised organiser users can move from the report row to the supporting file.
Does this remove the need for shared spreadsheets?+
For information already collected and managed in XpoBay, the organiser team does not need to maintain a separate spreadsheet as a second source of truth. A spreadsheet may still be used for a specific external purpose, but it no longer needs to be manually maintained in parallel.
Can organisers review email delivery and engagement?+
Yes. Campaign and reminder reports can show sent, delivered, opened and bounced activity at campaign and recipient level. Organiser teams can use that information to identify delivery problems and compare communication activity with live form and checklist completion.
Can different organiser teams save different reports?+
Yes. Operations, marketing, sponsorship and content teams can save reports focused on the information and statuses relevant to their work.
Do Vendors receive access to all event reports?+
No. Vendors are a separate restricted access model. An authorised Vendor can be limited to entries from specifically selected forms, rather than receiving broad access to organiser reporting or other event information.
Stop maintaining a second version of your event
Let XpoBay become the source of truth your organiser team can actually use.
Create the report once, return to it whenever needed and download the information without manually rebuilding it somewhere else.