Events and rental: AI enquiry assistant for exhibition stand builders
An AI enquiry assistant for exhibition stand builders that answers exhibitors' questions about show delivery, file deadlines and stand options, using only approved information and handing over to a project manager when unsure.
Which questions exhibition stand builders keep getting.
In the weeks before a show, project managers at stand builders get the same questions again and again. When is the deadline for the back wall copy? Can I bring my own screen? When can I put my products on the stand? Do I need to order power myself? They arrive by email, phone and messaging, often outside office hours and just when the project manager is on a show floor. Some answers are general and sit in your terms or the organiser's regulations; others depend on the specific stand and belong with the project manager. Right now nobody makes that distinction before the question lands in someone's inbox.
AI enquiry assistant for exhibition stand builders
Example- 1
Choose approved sources
DoneYou decide which information the assistant may use: general rules for supplying files, explanations of stand types, standard arrangements on what the exhibitor orders from the show and, per show, the build-up days.
- 2
Read and scope the question
In progressThe assistant recognises whether a question is general, such as when files must be in, or concerns a particular stand, such as whether the screen on the back wall can move.
- 3
Answer or pass on
NextAn answer names the source it is based on, so the exhibitor can read further.
From question to answer or colleague.
Choose approved sources
You decide which information the assistant may use: general rules for supplying files, explanations of stand types, standard arrangements on what the exhibitor orders from the show and, per show, the build-up days. Text from organisers' regulations is only included once you have checked it. Anything outside those sources the assistant does not answer.
Read and scope the question
The assistant recognises whether a question is general, such as when files must be in, or concerns a particular stand, such as whether the screen on the back wall can move. For general questions it searches the approved sources. For questions about a specific stand or a change, it offers a handover straight away.
Answer or pass on
An answer names the source it is based on, so the exhibitor can read further. If the assistant is unsure, or the question concerns price, design or an exception, it passes the question with context to the project manager for that stand. The exhibitor is told that a person will reply and roughly when.
On your own information, with a person behind it.
The assistant runs on the website or in the customer portal, alongside the existing contact form and phone number. It uses only content you maintain yourselves, such as a knowledge base with file delivery rules or a page per show. You agree upfront who maintains which text: sales for general information, project managers for show-specific arrangements. Handed-over questions land in the project manager's mailbox or CRM with the full conversation attached.
Website only or in the portal too
On the website the assistant mainly answers early questions about stand types and how you work. In the portal it knows which exhibitor it is talking to and can use the show dates and deadlines for their stand. That is more useful, but requires those details to be well maintained and clarity on what the assistant may show each exhibitor.
Answer broadly or keep it narrow
An assistant covering many topics helps more exhibitors but runs a higher risk of an answer that is slightly off for a given show. Keeping it to file delivery, build-up days and who arranges what is safer. You can widen it later, once you see which questions are often handed over and where good sources exist.
Hand over at once or ask for details first
Handing over immediately is pleasant for the exhibitor, but the project manager then gets a question without a stand number or show. Asking for a few details first makes the handover usable. Keep it short: show, stand number or company name and the question itself are usually enough to reach the right person.
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Read the storyWhat the AI assistant may answer.
From sources you approve, the assistant gets answers on file deadlines, build-up days, stand types and what the organiser arranges. The rest it hands to a colleague. Together we ask it an ordinary question about the graphics deadline, and a request to move a screen that must go to the project manager. Using stand data inside the portal can be switched on after a full show season.
View pricingSupport and updatesGood to know.
Explore pricing and optionsCan the assistant make changes to a stand?
No. It provides information and passes questions on, but never alters a design, quote or schedule. A change request goes with context to the project manager, who judges whether it is possible and what it costs. The exhibitor is told the question has been passed on.
What if the show regulations change?
The assistant only uses the version you have added. If the regulations change, you update the source and the new text applies from then on. When in doubt about which rule applies, the assistant refers to the project manager rather than guessing.
How do we see which questions it could not answer?
Every handed-over question is stored with the reason: no source found, a question about a specific stand or uncertainty. You can see which topics come up often and decide whether to write an approved text for them or leave them with a person.
Does the assistant give exhibitors price indications?
Only if you have added that as a source yourselves, for example an explanation of what drives the price. It does not name figures for a stand; those questions go to sales. The exhibitor therefore never gets an indication that does not fit their show or design.
Add-ons for your industry.
What often connects to this.
- Enquiry form for exhibition stand buildersAn enquiry form for exhibition stand builders that collects the stand plan, exhibition requirements and the exhibitor's wishes in one go, so design and costing can start straight away.
- Website for exhibition stand buildersA website for exhibition stand builders that explains which stand concepts and display walls you offer, what the exhibitor arranges with the organiser, and what a useful enquiry needs.
- Quotation software for exhibition stand buildersQuotation software for exhibition stand builders that turns stand area, finish level and extra services into a traceable calculation, with the exhibitor approving one fixed version.
Questions answered, also after hours.
Start with a short intake. Then we schedule a call to show the software with your services, team and way of working.
WhatsAppinfo@vorlyo.com AI enquiry assistant for exhibition stand builders: answers on show delivery and stand options from approved sources, handed to a person if unsure.
- Choose approved sources
- Read and scope the question
- Answer or pass on