Exhibitor management software holds stands, contacts and forms. AI around it handles the chasing and the reporting: getting every exhibitor to the deadline, tracking what each sponsor was promised, and showing them what they got.
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Sponsors and exhibitors pay for most events, and they are managed through a surprising amount of email. Each exhibitor has a stand form, a stand-build deadline, badge allocations, catalogue copy, logo files and power requests. Each sponsor package carries deliverables: a logo on the stage screen, a session slot, an email to attendees, a number of meetings. Missing one is a refund conversation.
We connect the exhibitor portal or event platform, the CRM where sponsorship is sold (HubSpot or Salesforce, usually), and the badge and lead-scan systems. Exhibitors are chased individually for what is actually missing, in their language. Each sponsor’s contract is turned into a checklist of deliverables that the team ticks off with evidence.
After the event, the sponsor report is assembled from real data: session attendance, booth scans from attendees who agreed to be scanned, email performance and the photos proving each deliverable. It is drafted for the partnerships team to review, not sent automatically.
We rebuild a past edition: the real exhibitor list, deadlines and sponsor contracts. The test is whether the system would have chased the right people for the right items, and whether its draft sponsor reports match what the team actually sent. Every figure in a report links to the data behind it, so a partnerships manager can defend it to a sponsor.
Lead retrieval data is personal data. Booth scans are used only where attendees agreed to share their details with that exhibitor, and the report shows aggregated figures where individual consent was not given.
CRM or exhibitor portal
deliverables and deadlines
only what is missing
ticked by the team
figures linked to data
reviews before sending
Software that handles the exhibitor side of a trade show or conference: stand booking, exhibitor portals for forms and files, badge allocations, deadlines, catalogue listings and often lead retrieval. Many event platforms include it as a module. We build automation around whichever you use, rather than replacing it.
It can draft them from your packages, past attendance data and what you know about the prospect, which saves time for the partnerships team. Pricing, discounts and the final proposal should be the team’s decision. The more valuable work is usually after the sale: tracking each deliverable and reporting honestly on what the sponsor received.
With the data you actually have: session attendance, booth scans from attendees who consented, meetings booked, email and app engagement, and evidence that each deliverable happened. We assemble those into a draft report where every figure links to its source. What counts as return for a given sponsor is agreed with them, not invented by the system.
What we built, what stage it is at, and a link to the live thing wherever there is one.
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Bring last edition’s exhibitor list and sponsor packages; we will show where chasing and reporting could run themselves.
30-minute technical call · no deck