Three Event Records: Exhibitor Assets, Booth Status, and Guest Requests
Sponsor assets, floor-build updates, and VIP changes arrive through different channels and get merged manually before show day.
Pattern you can adapt in Workspace Studio — not a packaged vertical SKU. Floor plans, vendor scopes, and registration integrations vary by event.
Event back-office runs on exhibitor records (required assets and deadlines), booth records (build and handover status), and guest records (dietary and access changes).
When those sit in separate trackers and inboxes, missing sponsor logos, uncertain booth readiness, and late VIP changes surface on show floor instead of in the command view.
Structured intake from each stakeholder into one event record set is the operational fix.
Automated Exhibitor and Sponsor Asset Collection
Per-exhibitor upload workspace with outstanding-item tracking and reminder automations — replaces asset-chase spreadsheets.
The problem
Ops maintains tracker sheets and email threads to collect logos, bios, and forms before print deadlines — weeks of manual follow-up.
Implementation
Each exhibitor gets a secure collection workspace tied to their event record. Uploads land in the database; automations remind on incomplete items.
- Issue exhibitor secure access to upload workspace with required asset checklist.
- Track missing items automatically as uploads arrive.
- Trigger reminder automations for incomplete submissions before deadline.
Expected result
Less ops time on asset chasing, higher asset completeness before print cutoff, and audit trail of submission dates.
Live Vendor and Booth Build Dispatch
Booth records with build-status fields updated from floor forms — show office sees handover readiness in real time.
The problem
During build-up, supervisors update paper floorplans and radio in fragments. Event directors lack a trustworthy real-time booth readiness view.
Implementation
Each booth is a tracked record. Site supervisors update lighting, power, furniture, and handover status from mobile forms; command dashboard shows color-coded readiness.
- Create booth records tied to floor plan and vendor scope.
- Supervisors capture build progress from mobile forms on the floor.
- Show office dashboard displays real-time handover readiness by zone.
Expected result
Less radio chaos during build-up, clearer handover visibility, and fewer last-hour surprises before doors open.
VIP Request and Dietary Tracking
Guest smart forms push dietary and ticket changes into live catering and registration lists — no inbox re-keying.
The problem
Late VIP requests and dietary updates sit in a generic inbox until someone re-keys them into registration or catering — on-site mistakes follow.
Implementation
Smart forms for guests and hosts route submissions directly into the correct catering or registration list on the live event manifest.
- Send guest or host a smart form for dietary, access, and ticket changes.
- Submission writes to the correct list on the event manifest.
- Catering and registration staff work from live data — not static exports.
Expected result
Fewer on-site VIP and dietary errors, no manual reconciliation between inbox and catering list, and faster response to late changes.
Where to start
Exhibitor asset collection with automated reminders protects downstream print and marketing deadlines.
Booth status and VIP forms feed the same event manifest — catering and registration stay aligned without manual reconciliation.