Implementing ExhibitDay is designed to be intuitive and rapid for trade show and event teams. Here’s the typical step-by-step process:
1. Account Signup
Start by creating a free "Lite" workspace. The platform emphasizes ease—some users report being up and running in under a minute.
2. Workspace Setup
Once signed in, configure your workspace by setting event-specific parameters. On paid plans, you can add team members, set up user roles (Admin, Staff, Guest), and configure event types and cost structures.
3. Event & Task Configuration
Create your first event, add custom event fields if needed, and assign tasks. This phase usually takes a few minutes per event, depending on complexity.
4. Integrations & Calendar Sync
Link your calendars (Google, Outlook, Apple) and connect to other apps via Zapier or API. For deeper automation, install and configure the REST API.
5. Budgeting & Asset Setup
Set up your event budgets and expense categories. On Enterprise or higher plans, import or track assets and edit custom asset fields for tailored inventory management.
6. Team Training and Launch
Invite users, assign roles, and possibly conduct a 30–60 minute onboarding session to walk through workflows, share permissions, and best practices.
Typical Timeline
For small teams, basic implementation—signup, one event, tasks, calendar sync—can be completed within 30–60 minutes. A fuller rollout—including budget tracking, asset customization, multiple users, and integrations—usually takes 1–2 days, depending on internal approvals and complexity.
Custom Event & Asset Fields
Enterprise workspaces support adding unlimited custom fields to both event forms and asset entries (text, date, dropdown, file attachments). These fields can be reordered and standardized across all events or assets.
User Roles and Permissions
Plans beyond the Lite tier let you define granular access control, assigning Admin, Staff, or Guest roles. You can control who views or edits tasks, events, budgets, and assets.
API & Webhooks
The ExhibitDay REST API enables exporting/importing all core records—events, tasks, budgets, etc.—and pushing updates programmatically. Strong Pipedream and Zapier support allow workflows like auto‑syncing with CRM, trigger‑based tasks, asset replenishment, and more.
Process Automations
Through Zapier, you can connect ExhibitDay workflows with 7,000+ apps, allowing triggers and actions such as creating tasks after calendar events, updating budget fields based on external purchases, or posting Slack reminders on booth setup dates.
Security & Authentication
Enterprise plans offer domain-based authentication, letting you restrict login to approved corporate domains. You can also enforce Single Sign-On (SSO) via Google or Microsoft identity systems.
Workspace Configuration
Paid plans allow workspace-wide settings adjustments, including resource tracking (non-user participants), event tags, cost centers, payment status types, and advanced analytics configuration.
ExhibitDay follows a continuous release model, frequently publishing new capabilities, enhancements, and security updates. These are announced through their Product Updates and News blog, with new posts appearing every few months. For example, recent updates include a rich-text editor for notes and customizable event playbook timing adjustments. Major feature rollouts—such as the 2023 public REST API and the 2024 Objectives & ROO scoring tools—were distributed via official press releases.
All updates are managed centrally by ExhibitDay, requiring no user-side action. New features, UI improvements, and security patches are deployed seamlessly through the SaaS platform. Users are notified of changes either through in-app banners or email digests following the update announcements on the official channels.
ExhibitDay’s Privacy Policy clarifies that users maintain full ownership of their data and the platform acts as the data controller—processing data only to deliver and improve services.
For data portability, ExhibitDay provides comprehensive export functionality. Premium users can export nearly every data object—including events, task lists, budgets, travel records, shipments, sponsorships, schedules, and asset inventories—into .csv spreadsheets via the Workspace Settings menu. Additionally, the platform offers a REST API suitable for custom data migrations or integrations, and third-party tools (e.g., Portable) support ETL pipelines into external databases like BigQuery or Snowflake.
ExhibitDay supports flexible plan management, enabling teams to adjust subscription tiers as needed:
Enterprise: Custom pricing with advanced features like SSO/domain restrictions, enhanced integrations, and SLA-level support
Users control their plan through the Plans page in their account settings, which shows current usage and feature entitlements dynamically. Changes take effect instantly, ensuring scalability is easy and user-driven.
ExhibitDay adheres to industry-standard security and privacy practices, including:
