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From insurance brokers and engineers to scientists and sports clubs, membership bodies use conferences and expos to connect their communities and deliver real value. It’s where networks grow, partnerships form, and your organisation’s reputation takes centre stage.
But behind the polished stands and smooth branding, there’s often a small team juggling exhibitor deadlines, chasing missing forms, and answering the same questions over and over.
Sound familiar? You’re not alone.
The exhibitor headache (that associations know too well)
Most associations still manage exhibitor and sponsor onboarding the old-fashioned way: PDFs, spreadsheets and a heroic amount of inbox wrangling.
Every year, it’s the same routine:
- Update the manual
- Re-send it to everyone
- Answer 100 emails asking questions that were already on page three
- Copy and paste reminders into Outlook
- Repeat until build-up day
It’s messy, it’s manual, and it’s eating the hours you could spend improving the event experience for members and sponsors.
On top of that, according to the SASiE 2024 report, the UK hosted over 1,100 exhibitions and conferences last year, with an average of 119 exhibitors per event. That number keeps growing. And for associations, many of those exhibitors are your own members, meaning their experience at your event directly affects how they value their membership.
When you’re dozens of exhibitors, sponsors and suppliers, even a few missed forms can cause chaos. That’s why more associations are moving to online exhibitor and sponsor manuals — live, branded portals that keep information organised, current and easy to access.
Meet the modern exhibitor manual
An online exhibitor manual takes all your moving parts — show information, forms, deadlines, downloads, supplier details and updates — and puts them in one professional, fully branded hub. Think of it as a private members’ area for your exhibitors and sponsors.
They log in and see what applies to them. You see who’s on track and who needs a nudge.
No attachments. No version mix-ups. Just one clean digital space where everyone stays aligned.
Click here to try Eventflow for free today.
Case in point: how BIBA transformed their sponsor and exhibitor management
The British Insurance Brokers’ Association (BIBA) represents more than 1,800 regulated firms across the UK. Each May, they run The BIBA Conference, the flagship event for the insurance industry, with around 300 exhibitors, sponsors and partners.
Until recently, BIBA’s operations team handled exhibitor coordination through email threads, shared folders and “final” PDFs that weren’t final for long.
When they switched to Eventflow, everything changed.
- A branded online portal replaced static PDFs, accessible 24/7 to exhibitors, agencies and contractors
- Updates went live instantly when event details changed
- Exhibitors could self-serve key information, reducing admin queries and email traffic
- Forms and tasks were integrated so submissions went directly to the operations team and suppliers
The result: BIBA cut repetitive admin, saved significant staff hours and delivered a smoother, more professional experience for everyone involved.
Data snapshot: before vs after Eventflow
Why this matters for every membership organisation
In GrowCreate’s Top 100 Membership Bodies report, one message stands out: digital maturity is now a key differentiator.
The most successful associations invest in systems that improve efficiency, engagement and member value, and that includes their events.
Your annual conference or exhibition is one of the biggest touchpoints your members have with you. If it runs smoothly, feels modern and looks professional, it reinforces your credibility across the board.
An online exhibitor and sponsor manual delivers:
- Professionalism: a polished, consistent experience that reflects your brand
- Efficiency: automation that cuts down inbox clutter and chasing
- Continuity: reusable templates year after year, even if staff change
- Visibility: real-time progress tracking and reporting
- Scalability: confidence managing 50 or 500 exhibitors alike
It’s not just technology. It’s a reflection of how well you serve your community.
Exhibitors notice the details
Let’s be honest, your exhibitors talk. They notice when your processes are seamless, and when they’re not.
A branded, well-organised online manual tells them you’re serious about partnership.
It shows care, professionalism and respect for their time. All of which lead to better renewals and stronger relationships.
A major sponsor at The BIBA Conference told BIBA:
“We exhibit at a lot of shows, and your online exhibitor manual is on another level — it’s a game changer.”
When your sponsors describe your exhibitor experience like that, you know you’re doing something right.
Click here to try Eventflow for free today.
Digital transformation starts small
Digital transformation doesn’t have to mean a complete AMS overhaul. Sometimes, small changes make the biggest difference.
Introducing an online exhibitor and sponsor manual is a quick win.
You’ll save days of admin time, reduce stress for your team and create a smoother, smarter experience for everyone, without needing extra staff. And because Eventflow is designed for repeat use, the benefits compound every year.
The bottom line
Membership associations are built on relationships with members, sponsors and partners.
Your events are where those relationships come to life.
An online exhibitor and sponsor manual makes those events easier to manage, more professional to deliver and more valuable for everyone involved.
Just ask BIBA.
Ready to simplify your next event? Try Eventflow to see how it can help your membership association turn exhibitor chaos into calm, year after year.
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