Eventas
Solutions · Exhibitions

Fill

150 exhibitors. A floor plan that changed three times. Thousands of visitors scanning badges and asking where Stand G-14 is. Eventas turns exhibition chaos into concentrated, measurable commerce.

The cost of the status quo

Exhibitions are concentrated commerce. Treat them that way.

The margin between a great show and a reputational disaster is measured in square metres and minutes. Yet most exhibitions still run on email chains and printed spreadsheets.

Fragmented

exhibitor onboarding via email

Stand specs, access passes, delivery windows, electrical requirements — all gathered through endless back-and-forth email threads with 150+ exhibitors. Mistakes are inevitable.

No live

setup visibility on the floor

Setup and breakdown logistics have zero live tracking. Delays in one hall block the adjacent loading bay. By the time the organiser knows, three exhibitors are already behind schedule.

Badge

errors cause door confrontations

Accreditation errors create confrontations at the entrance and deep embarrassment for high-value VIP and media guests. The fix is always manual, slow, and stressful.

Exhibitor

lead data never reaches your reporting

The data that would prove your show's ROI — scan counts, visitor dwell time per zone, exhibitor sales leads — never makes it into a single coherent report.

What it does

Full-floor command from onboarding to breakdown

From the moment exhibitors confirm their stand to the last lorry leaving the loading dock, Eventas has every detail covered.

01

Registration & Accreditation

Digital badges, tiered access, QR check-in at every entrance.

Exhibitor, visitor, VIP, press, and staff accreditation all in one system. QR codes on entry, real-time check-in tracking, and instant badge reprints — no queues, no confrontations, no errors.

02

Vendor & Exhibitor Management

Onboard exhibitors with structure. Track setup in real time.

Collect stand specs, power requirements, delivery windows, and emergency contacts through a structured digital workflow. Track each exhibitor's setup status live — see at a glance who's in, who's late, who needs help.

03

WhatsApp AI

Visitor wayfinding and exhibitor queries handled automatically.

Where is Stand G-14? What time does the keynote theatre open? Can I rebook my parking? WhatsApp AI answers every visitor and exhibitor query at scale — no radio, no staff interruptions.

04

Run of Show

Setup, show hours, and breakdown schedule — live and shared.

From the first lorry arrival to the last stand teardown, every scheduled activity is tracked and visible to your ops team. Delays trigger immediate notifications so nothing blocks the next phase.

05

Reporting

Footfall, check-in velocity, exhibitor status — one dashboard.

Live footfall per zone, check-in velocity by hour, exhibitor completion rates, and a post-show report ready for your next sales presentation. Prove your show's value with data, not anecdote.

06

Eventas Copilot

Instant answers to your most complex floor questions.

Ask Copilot: 'Which stands haven't completed their setup check?' / 'How many VIP badges are outstanding?' / 'Alert all exhibitors in Hall B that loading bay access opens at 07:00.' Instant answers, instant actions.

What changes with Eventas

From reactive floor management to complete operational control

Without Eventas
  • Exhibitor onboarding buried in 600-email threads per show
  • Setup delays discovered on-site when it's already too late to recover
  • Badge queues at every entrance frustrating visitors and exhibitors alike
  • No live visibility of who is on the floor and who hasn't arrived
  • Post-show ROI data impossible to compile in any useful timeframe
With Eventas
  • Structured digital exhibitor onboarding — all data collected before show day
  • Live setup status for every stand, delay alerts before they cascade
  • QR badge scanning at every entrance, zero queues, zero errors
  • Complete floor visibility: exhibitor status, visitor count, zone activity
  • Post-show report ready the evening of closing day

Results

Exhibition teams running tighter, cleaner shows

90%

reduction in exhibitor onboarding email volume

With structured digital intake workflow

Under 8s

average badge scan and entry time

vs. 3-minute manual check queues

Real-time

setup completion visibility for all exhibitors

Previously: daily manual walkthrough required

Same day

post-show attendance report delivery

vs. 1–2 week compilation baseline

Our exhibitors used to dread the onboarding process. Now they say it's the most professional pre-show experience they've had. That reputation follows us into every future booking conversation.

T

Tom H.

Show Director, European Trade Exhibition Group

See it in action

See how Eventas runs trade shows and exhibitions

Get a live walkthrough of the exhibitor management portal, digital accreditation, and the live floor operations dashboard.