Events and rental: Customer portal for exhibition stand builders
A customer portal for exhibition stand builders where exhibitors find show documents, design versions and approvals in one place, with each stand showing what is still needed from them.
What customers of exhibition stand builders want to see.
Between approving the quote and the build, an exhibitor has plenty to supply and approve: logos at the right resolution, copy for the back wall, sign-off on the design and sometimes papers for the organiser such as a structural statement for a double-deck stand. All of that now goes by email, with attachments landing in different inboxes. The exhibitor's marketing officer approves a design, and a week later their manager wants something changed. For a stand builder with many stands a season, the project manager loses track of which approvals are still open, and the exhibitor cannot tell which file was received last.
Customer portal for exhibition stand builders
Example- 1
Set access per stand
DoneEach exhibitor gets access to their own stands, and within the exhibitor's company several people can be added with a role: view, supply files or approve.
- 2
Show versions and documents
In progressThe portal shows for each stand the current design version, earlier versions with their dates, the show documents the builder has received and the list of files still to supply.
- 3
Keep comments with the right version
NextAn exhibitor can comment on a design version, pinned to a spot in the image or as plain text.
From invitation to approval.
Set access per stand
Each exhibitor gets access to their own stands, and within the exhibitor's company several people can be added with a role: view, supply files or approve. An agency working for the exhibitor can be invited separately. It is clear in advance who may decide and who only follows along.
Show versions and documents
The portal shows for each stand the current design version, earlier versions with their dates, the show documents the builder has received and the list of files still to supply. Each file is marked as approved, under review or missing. Build-up days and the on-site contact are listed too.
Keep comments with the right version
An exhibitor can comment on a design version, pinned to a spot in the image or as plain text. Approval only covers that version. If a wish arrives after approval, the project manager sees that it is a post-approval change and can assess it separately, including any cost.
Less email, the same records.
Designs are now usually emailed as files or shared through a link from a storage service. The portal takes the released images from the design process; working files stay with the design team. Logos and copy remain the exhibitor's property, show documents belong to the organiser. The portal records who supplied each file and when. Project managers keep using their mailbox for conversation, but decisions and files belong in the portal where everyone can find them.
Portal or plain email
For one stand a year, email is often fine. For exhibitors with several shows or several people involved, email gets messy and approvals become impossible to find. A portal pays off mainly for builders with returning exhibitors and stands that involve many files and rounds of approval, where one missed reply holds up graphics production.
Comments on the image or as text
Comments pinned to the design work well for visual points such as logo placement. For questions about materials or budget, text is better. A mix works best, as long as all comments stay with the same design version and the project manager can mark them as resolved.
Exhibitor sees everything or only their part
Some stand builders show the full schedule and technical drawings, others only the design image and the list of files to supply. Showing more builds trust but invites questions about details the exhibitor does not need to judge. It is a choice per type of client, which the portal lets you set per stand.
Clients in other industries.
No customer story from this industry yet. This is how the software works for businesses elsewhere.
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Read the storyWhat customers find in the portal.
Each exhibitor gets access with roles, sees design versions and show documents, the list of files to supply and approves per version, without installing anything. Before it goes live we try an exhibitor who supplies everything on time together, and one where a manager wants a change after approval. Deadline reminders and the approved version going straight onto the job card can be switched on later.
View pricingSupport and updatesGood to know.
Explore pricing and optionsCan a marketing agency approve on behalf of the exhibitor?
You decide that per stand. The agency can be given the role of supplying files or approving. If the agency only supplies, approval stays with the exhibitor. The portal always shows who has which role, so sign-off never comes from the wrong person.
What if the exhibitor misses the deadline for files?
The portal shows for each file the deadline you agreed with the exhibitor. As it approaches, the exhibitor gets a reminder. If they miss it, the project manager sees that and can decide whether to delay the print run or go ahead with a neutral version.
Can exhibitors look back at old stands for a new show?
Yes. Earlier stands stay visible with their final design and handover photos. An exhibitor can say they want to reuse a previous stand, after which sales creates a new enquiry based on it, including the parts still held in storage.
Do exhibitors need to create an account?
They receive an email invitation and sign in with a link or their own password, whichever you choose. A one-time link is easy for exhibitors who come once a year; a permanent login suits those with several shows a season.
Add-ons for your industry.
What often connects to this.
- Digital job cards for exhibition stand buildersDigital job cards for exhibition stand builders that put the released stand plan, parts list and handover points in the crew's hands on the show floor, with feedback per stand.
- 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.
- 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.
One place for your customers.
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 Customer portal for exhibition stand builders: exhibitors see design versions, show documents and pending approvals for each stand in one place.
- Set access per stand
- Show versions and documents
- Keep comments with the right version