For AV / multimedia integrators specifying LED walls, projection mapping, audio rigs and digital signage at trade shows — with rental gear scheduling, pixel-pitch quoting and crew dispatch built in.
You don’t build the booth — you light it up. LED walls at 2.6 / 1.9 / 1.5 mm pixel pitch, laser projectors with edge blending, line-array PA, wireless mic kits, content servers, video walls, touch screens. Your gear is your asset base; your margin lives in rental days × utilisation rate; and missing one HDMI matrix on show day costs more than the deal.
These are the operational headaches that av integrators live with every week. HubSpot, Salesforce, Pipedrive and Monday will not fix them — Exphora was built around them.
Your 4×3 m P2.6 LED wall is booked for IFA week 36, then needs to fly to Dubai for week 38. The 16ch wireless mic kit is in three places at once if the project manager doesn’t see the gear calendar. Double-booking on show day = panic-level rental sub-hire at 3× cost.
“Quote 6×3 m of 2.6 mm pitch with redundant processing” — that means cabinet count, processor pairs, content resolution, structural rigging math, power draw and a bezel-free control room layout. Generic CRMs treat it as a single line item.
Three engineers on Stand A, one on Stand B, two on Stand C — and the kit truck routing has to match. Without a dispatch board that shows gear AND crew on the same timeline, somebody flies to Berlin without their patch panel.
Clients deliver video content the night before show day. Wrong codec, wrong aspect ratio, wrong colour space. Without a content delivery checklist (resolution, codec, colour, file naming, frame rate) you spend show-day morning recoding instead of running show.
Truss rigging needs structural sign-off. Touring rider needs venue power confirmation. Some halls don’t allow flown LED walls without union riggers. Compliance paperwork lives in folders, not on the project — and missing a cert kills the install.
One-to-one with the pain points above. No add-ons, no per-seat upcharges, no “just build a custom field” — these ship pre-built.
Each LED panel, projector, mic kit, line-array element, content server is a serial-numbered asset with a utilisation calendar across all live and pending projects. Conflict detection warns the second you try to double-book; sub-hire suggestions appear inline.
Native fields for LED pitch, cabinet count, processor model, content resolution, projector lumens, throw distance, audio channels, rigging point loads. Auto-calc cabinet count from m² and pitch. Quote LED, projection and audio with the right depth, on one quote.
Single timeline shows engineer crew, vehicles, gear loadouts, venue arrival times and patch lists per project. Drag a crew member from one project to another; conflicts and travel-time gaps highlight in red before they break the schedule.
Per-project content brief: resolution, codec (ProRes / H.265), colour space, frame rate, aspect ratio, file naming, deadline. Client uploads to the portal, automated check flags non-compliant files before show-day morning.
Per-venue compliance: structural rigging sign-off, electrical certs, union/non-union rigging crew rules, fire-rating for content servers. Each item has an owner and due date; install is gated on 100% compliance.
A real, end-to-end workflow showing how Exphora replaces the spreadsheet + email + Dropbox + DocuSign + Xero stack with a single record of truth.
Booth-builder partner asks for a 6×3 m P2.6 video wall with redundant processing for IFA. AV-spec quote builder calculates 32 cabinets, 2 processors (NovaStar MX40 Pro pair), 1080p content, 9.4 kW power draw, 6 rigging points. Quote out same day.
On approval, 32 P2.6 cabinets reserved against the inventory calendar — but you’re short 4 cabinets in week 36 because Dubai. System suggests sub-hire from your Berlin partner at agreed rate; sub-hire PO auto-generated.
Three engineers, one truck loaded with cabinets + processors + spares + tooling, departure scheduled. Patch list and signal-flow diagram attached to crew portal. Travel + per-diem auto-quoted into project margin.
Client delivers content via portal. Auto-check flags wrong colour space (Rec.709 expected, sRGB delivered). Fixed by client overnight. Rigging cert from venue rigging partner uploaded; structural sign-off complete; install gate green.
Show-week dashboard shows daily start/stop times, content versions deployed, any tech issues logged. Post-show, gear returns to warehouse, condition logged (one cabinet flagged for service). Final invoice + sub-hire reconciliation closes the project.
Each module is opinionated for this segment's workflow — no Notion, no Trello, no eight-app stack.
Per-cabinet, per-projector, per-mic utilisation calendar with conflict detection and sub-hire suggestions.
Auto-calc cabinet count from m² and pitch, processor pairing, power draw and rigging point loads.
Single timeline of engineers, vehicles, gear loadouts, arrival times — drag-and-drop with conflict warnings.
Everything av integrators ask before committing to Exphora.
Yes. Each LED cabinet, processor, projector, line-array element, mic kit and content server is a serial-numbered asset with a utilisation calendar across all projects. Conflict detection warns you the moment a double-booking is attempted; sub-hire suggestions appear inline if the gap can’t be closed from your own stock.
Yes. Native AV-spec fields include LED pitch, cabinet count (auto-calculated from area and pitch), processor model, content resolution, projector lumens, throw distance, audio channels and rigging point loads. You quote a 6×3 m P2.6 wall with redundancy in minutes, not hours.
A single timeline shows engineer crew, vehicles, gear loadouts, venue arrival times and patch lists per project. Drag-and-drop scheduling with travel-time gap detection — a Berlin → Frankfurt move that doesn’t physically work flags red before it’s saved.
Yes. Per-project content brief defines resolution, codec, colour space, frame rate, aspect ratio, file naming and deadline. Client uploads to the branded portal; automated checks flag non-compliant files (wrong codec, wrong colour space) before show-day morning.
Yes. Per-venue compliance checklist tracks structural rigging certs, electrical sign-off, union/non-union rigging rules and fire-rating for content servers. Each item has an owner and due date; the install gate stays red until compliance hits 100%.
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