ExhibitDay

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.

Customization Capabilities

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.

• Setup Fees: There are no one-time setup fees for ExhibitDay. The platform operates on a self-service SaaS model, allowing users to sign up and begin using it immediately without onboarding charges.

• Ongoing Maintenance: Maintenance is included as part of the subscription, with regular updates, feature enhancements, security patches, and uptime monitoring handled by the ExhibitDay team. No extra maintenance costs are charged separately.

• Support Charges:
  • Lite & Professional Plans provide basic account support via email or the support portal.
  • Premium Plan offers priority support, which may include faster response times and more dedicated attention.
  • Enterprise Plan includes further elevated support—with dedicated account management and service-level commitments—although specific SLAs and costs are available upon request.

• Self-Service Resources: ExhibitDay provides onboarding through a combination of knowledge base articles, blog tutorials, and guides to help users configure workspaces, invite team members, and start their first events.

• Email & Online Support: All plans include help via email and a support portal. Queries cover setup, feature use, troubleshooting, and best practices.

• Priority & Account Support: Premium and Enterprise customers receive priority support, including faster response times. Enterprise users can access dedicated support, configuration assistance, and possibly live assistance or onboarding calls—especially useful for configuring custom fields, SSO, domain authentication, and API integration.

• LiveChat Option: Some sources indicate ExhibitDay may offer live chat for immediate assistance, enhancing user onboarding and issue resolution in real time.

• Authentication & Access Control: ExhibitDay supports multiple sign-in methods: platform-specific login, Google SSO, and Microsoft/Office365 SSO. Enterprise customers can restrict authentication by email domain to enforce organizational identity policies.

• Encryption & Secure Infrastructure: ExhibitDay notes the use of robust encryption, advanced firewalls, and regular security patching to maintain data confidentiality and system integrity.

• User Permissions: Paid plans include granular role-based permissions (Admin, Staff, Guest) to control access to tasks, budgets, events, and assets securely.

• Additional Security Layers: Enterprise users benefit from advanced authentication models (SSO, domain-restricted login) and infrastructure-level protections, ensuring compliance with organizational policies and industry standards.

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:

• Tier Options:
  • Lite: Free, limited to 5 users and 1 asset
  • Professional: $99/month (billed annually), includes up to 10 users, custom fields, exports, and permissions
  • Premium: $199/month (Capterra), unlimited users, full budgeting, ROI/ROO, asset management, and priority support

  • Enterprise: Custom pricing with advanced features like SSO/domain restrictions, enhanced integrations, and SLA-level support

• Scaling Up: Upgrades are immediate—newly unlocked features (e.g., unlimited users/assets, API access, advanced controls) activate as soon as billing is updated.
• Scaling Down: Downgrading is permitted, though data exceeding lower-tier limits (like custom fields, asset records) may be restricted or archived. ExhibitDay recommends reviewing workspace usage before downgrading to avoid data loss but does not impose contractual penalties.
• Billing Flexibility: Plans are billed annually to encourage longer commitments and offer cost savings; monthly billing may be available on request.

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.

• Renewal: ExhibitDay subscriptions are typically billed annually (though monthly billing may be available upon request). Renewal occurs automatically unless canceled before the renewal date. Users can manage renewal settings from the Plans & Billing section of their account.

• Cancellation: You can cancel at any time through the account settings. If canceled mid-term, access continues until the end of the current billing cycle, but ExhibitDay does not generally offer prorated refunds for unused time.

• Data Access Post-Cancellation: Users retain the ability to export their data before the subscription ends. After termination, access to premium features is revoked, but basic account data may remain accessible for a limited time for compliance purposes.

• Enterprise Contracts: May include custom terms for renewal, cancellation notice periods, and SLAs, negotiated individually.

ExhibitDay adheres to industry-standard security and privacy practices, including:

• GDPR Compliance: Ensures lawful processing of personal data for EU users.

• Encryption: Data is encrypted in transit (TLS) and at rest.

• Access Control: Role-based permissions, SSO, and domain-restricted authentication for enterprise plans.

• Regular Security Updates: Continuous patching and monitoring to maintain system integrity.

• Data Portability: Full export options and API access to comply with user rights under GDPR.