For full-service event production agencies juggling clients, venues, multiple vendors, hospitality, programming and trade-show booth components — with one record of truth across the entire event lifecycle.
You don’t just build a booth — you produce the whole event. The product launch with hospitality, the satellite stand at the trade show, the sponsor pavilion at the industry conference, the experiential pop-up. Your CRM has to coordinate clients, venues, multiple vendors, programming, hospitality, F&B, talent, transport — and still ship the booth on time.
These are the operational headaches that event agencies live with every week. HubSpot, Salesforce, Pipedrive and Monday will not fix them — Exphora was built around them.
One event has the client, the venue, the booth builder, the AV provider, the F&B caterer, the talent agency, the transport partner, the security firm, the cleaning crew and the photographer. Generic CRMs give you one “Account” per company — not a unified event view across all of them.
The booth opens at 09:00. Coffee service starts at 09:15. The CEO does a press round at 11:00. Lunch for 80 from 12:30. Panel discussion at 14:00. Cocktail reception at 18:00. None of that fits in a “stand build” pipeline — but it’s all part of the same event budget.
Show calling needs minute-accurate cues: doors open, lighting state 1, video rolls, presenter walks on, cue audio bed, panel transition, applause, end music. Generic CRMs have nothing for run-of-show; agencies live in Google Sheets that get out of sync.
You bill the client a single event fee. Behind it: 30% to the booth builder, 18% to AV, 12% to F&B, 8% to talent, etc. Without a vendor-stack view per event you don’t know which vendor is over-quoting until accounting closes the month.
A 3-stop product roadshow across Berlin, Madrid, Milan with the same booth, the same sponsor, the same talent, three different venues and three different local crews. You need a programme view that rolls up the three stops without duplicating data 3×.
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 event is a hub record linking the client, the venue and every vendor (booth, AV, F&B, talent, transport, security, cleaning, photo). Event view shows scope, schedule, budget and contact across all parties — no more 10-tab “who’s doing what” spreadsheets.
The same project record holds the booth-build pipeline, the F&B order, the speaker programme, the talent schedule and the run-of-show. View by booth, by hospitality, by programme — or by minute-by-minute show day.
Minute-accurate cue list: doors, lighting states, video rolls, presenter walks, audio beds, transitions, end music. Each cue has an owner (lighting, video, audio, stage manager). Show-caller view runs the event live; post-show export becomes the case study timeline.
Per-event vendor stack with quoted vs actual cost per vendor, gross margin per vendor and gross margin per event. See AV running 4% over and F&B 3% under in real time, not at month-end accounting close.
A 3-stop programme is one programme record with three event children. Shared client, shared sponsor, shared talent — local venue and local crew per stop. Roll-up shows total programme P&L; click in for stop-level detail.
A real, end-to-end workflow showing how Exphora replaces the spreadsheet + email + Dropbox + DocuSign + Xero stack with a single record of truth.
Client commissions a 3-stop product roadshow (Berlin, Madrid, Milan). Programme record created with three child event records. Shared scope (booth, AV, talent, format) inherits down; venue and local crew differ per stop.
Booth builder, AV integrator, F&B caterer, talent agent, transport partner, security firm, photographer locked in per stop. Each vendor has scope, rate card, insurance and a portal login. Event view shows all 10 vendors live across all 3 stops.
Cue-by-cue run-of-show built for Berlin opening night: 18:30 doors, 19:00 cocktail, 20:00 CEO keynote, 20:20 product reveal, 20:35 panel, 21:30 close. Hospitality: 120 covers, premium bar, tasting flight. Programming: 4 speakers, 90-min run.
Stage manager runs Berlin from the show-caller view: cues fire, owners acknowledge, deviations logged. Same template duplicates to Madrid and Milan with venue-specific overrides. Issues from Berlin (audio delay on cue 14) auto-flag in Madrid pre-show.
Programme closes. Vendor-stack dashboard shows AV 4% over, F&B 3% under, booth on plan. Net margin 19%. Client portal exposes a polished post-event report with photos and timeline. Sponsor renewal conversation auto-scheduled in CRM follow-ups.
Each module is opinionated for this segment's workflow — no Notion, no Trello, no eight-app stack.
One record links the client, venue and every vendor (booth, AV, F&B, talent, transport, security, photo).
Minute-accurate cue list with owners (lighting / video / audio / stage). Show-caller view runs the event live.
Per-event vendor breakdown showing quoted vs actual cost and gross margin per vendor in real time.
Everything event agencies ask before committing to Exphora.
Yes. The event hub model treats each event as a record linking the client, venue and every vendor (booth, AV, F&B, talent, transport, security, photographer). Booth-build is one workstream alongside hospitality, programming and run-of-show — not the whole product.
A minute-accurate cue list per event: doors, lighting states, video rolls, presenter walks, audio beds, transitions, end music. Each cue has an owner (lighting / video / audio / stage manager). The show-caller view runs the event live; a post-show export becomes the case-study timeline you ship the client.
Yes. A programme is a parent record with N child events (one per stop). Shared scope (booth, sponsor, talent) inherits down; venue and local crew differ per stop. Roll-up dashboards show programme-level P&L; click in for stop-level detail.
The vendor-stack dashboard shows quoted vs actual cost per vendor per event, gross margin per vendor and gross margin per event — in real time. You see AV running 4% over and F&B 3% under without waiting for month-end accounting.
Yes. Each event has a hospitality plan: covers, menu, premium bar, dietary requirements, service timeline. F&B vendor is in the event hub; service times integrate with the run-of-show. Catering invoices reconcile against quoted budget on the vendor-stack dashboard.
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