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The EBMI World Expo comprises four co-located shows at Messe Frankfurt, E-Waste Expo, Battery Recycling Expo, Metal Recycling Expo and ITAD & Circular Electronics Expo, bringing together the full circular electronics and recycling supply chain under one roof.
Organised by Trans-World Events, EBMI World Expo was at a pivotal moment. Having recently separated from a parent organisation and re-established itself as an independent organiser, the team needed to stand on its own two feet operationally and reputationally. A critical part of that transition was finding a modern, reliable exhibitor manual platform that reflected the quality of their events, supported rapid growth and reduced operational risk.
After moving away from a restrictive, legacy system, Trans-World Events adopted Eventflow. The platform was onboarded in just two weeks and is now used across all of their shows, supporting hundreds of exhibitors and helping a lean team operate with the confidence and professionalism of a much larger organisation.
Before implementing Eventflow, the Trans-World Events team faced a combination of operational, technical and strategic challenges.
The previous exhibitor manual system had been inherited from a parent company. While functional in places, it was built to serve another organisation’s needs. Changes or improvements were only made if they benefited the parent company, leaving Trans-World Events with limited control over how their own exhibitor experience was delivered.
The legacy system did not reflect the EBMI Expo brand. There was no space for imagery, visual hierarchy or customisation, resulting in an experience that felt generic and disconnected from the premium positioning of the events.
From an operations perspective, the team had limited insight into exhibitor progress. Tracking who had logged in, who had completed critical tasks and who posed a risk required manual work and guesswork. This created anxiety in the run-up to the show and increased the risk of exhibitors arriving unprepared.
Chasing exhibitors relied heavily on email mail merges from personal inboxes. On large shows, this could result in hundreds of replies landing with one person, creating bottlenecks and unnecessary stress.
Exhibitor data could not easily be shared across sales, marketing and database teams, limiting its value beyond basic operational use.
As an independent organiser looking to grow and compete with much larger players, Trans-World Events needed a platform that reduced risk, saved time and reinforced credibility, without adding complexity or monetising exhibitors through upsells.
Eventflow was implemented rapidly, with the platform fully set up and branded within two weeks. This allowed the Trans-World Events team to invite exhibitors almost immediately and avoid disruption during a critical planning phase.
From day one, the exhibitor manual was customised to match EBMI World Expo’s branding, creating a consistent, professional experience aligned with the event websites and marketing communications.
All essential information, from logistics and deadlines to forms and tasks, was centralised in one place, giving exhibitors, staff, agencies and contractors 24/7 access to what they needed.
Crucially, Eventflow gave the team real-time visibility. Dashboards and reports highlighted which exhibitors had not logged in, which tasks were incomplete and which companies represented potential risk. This allowed the operations team to act early, rather than firefighting problems onsite.
Integrated messaging transformed communication. Instead of relying on personal inboxes, the team could chase specific tasks through the platform, directing replies to shared inboxes and reducing individual workload.
“For me, having that dashboard is dynamite. Using a system where you’ve got no clue what’s going on is quite terrifying. With Eventflow, I can see who’s high risk and deal with it before it becomes a problem.”
While Eventflow was initially adopted to replace a legacy exhibitor manual, it quickly evolved into a strategic growth tool for Trans-World Events. Now in the third year of the partnership, the platform underpins not just delivery, but commercial performance.
Operational notifications sent via the Eventflow dashboard consistently trigger 400 to 500 immediate exhibitor actions per send, most notably badge registrations. These results were strong enough to change internal behaviour.
“Marketing actually said to me, ‘we’re not going to send out any more emails because the responses we’re getting from Eventflow were higher than they could ever achieve.’”
By capturing exhibitors at moments of high intent, when they are actively managing their stands, Eventflow delivers action-focused engagement without competing with broader marketing campaigns. This allows marketing teams to step back from administrative chasing and focus on higher-value activity.
Beyond engagement, Eventflow provides what the operations team describes as critical protection. Clear dashboards highlight exhibitors who have not logged in or completed essential tasks, eliminating blind spots that previously led to stressful, last-minute issues onsite.
“Using a system where you’ve got no clue what’s really going on is quite terrifying. With Eventflow, I can see who’s high risk and deal with it before it becomes a problem.”
Eventflow has become a consistent data source for the wider business. Reports generated through the platform support rebooking and retention campaigns, while shared exhibitor data feeds marketing and database teams.
The ability for exhibitors to invite colleagues into the portal has also transformed data quality, capturing secondary contacts that were previously invisible.
“It’s enabling us to create a bigger database of relevant people, giving us access to people we wouldn’t necessarily know about.”
Following the acquisition of part of their portfolio and a rebrand to Trans-World Events, maintaining Tier 1 credibility was essential. Eventflow’s white-labelled, on-brand experience allowed the team to present themselves immediately as a mature, professional organiser, despite operating with a lean internal team.
Unlike platforms that monetise exhibitors through add-ons and upsells, Eventflow aligned with Trans-World Events’ exhibitor-first ethos. The platform delivers a focused operational solution without compromising relationships, a key reason the organiser committed to a long-term partnership.
By switching to Eventflow, Trans-World Events achieved:
“Implementing Eventflow was a great step forward. The platform does exactly what we need it to do and the support is fantastic. We’ve got no reason to look for any other system.”
Eventflow has become a core part of Trans-World Events’ operational stack. What began as a necessary replacement for a legacy system is now a strategic tool that supports growth, protects exhibitor relationships and gives a small team the confidence to run complex, high-quality events at scale.
By combining operational clarity, brand credibility and hands-on support, Eventflow has helped EBMI World Expo set a new standard for exhibitor management, without adding complexity or compromising values.
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