For general contractors managing whole halls, country pavilions and multi-trade exhibition projects — with sub-contractor coordination, permits, RAMS and union-grade scheduling built in.
You don’t build a booth — you build a hall. National pavilions for trade missions, full-floor takeovers for B2B summits, multi-island plans with 40 booths, dozens of subcontractors, hundreds of crew movements, and venue compliance paperwork that fills a binder. Your CRM has to be a project-control tower, not a deal pipeline.
These are the operational headaches that exhibition gcs live with every week. HubSpot, Salesforce, Pipedrive and Monday will not fix them — Exphora was built around them.
Carpentry, electrical, AV, rigging, signage, fit-out, cleaning, security — eight different subs on one project, each with their own scope, rate card, RAMS and insurance certificate. Generic CRMs treat them as “vendors” with no scope tracking.
Method statements, risk assessments, structural calcs, electrical certs, fire-rating sign-offs, rigging permits, union notifications. Each venue and country has its own checklist — and missing one document on install day shuts the project down.
Las Vegas crews are union. Düsseldorf has set break rules. Dubai has summer heat regulations. Quoting labour without knowing the local rule set is how a 15% margin becomes a 3% loss the moment overtime kicks in.
A 40-booth pavilion is one client (the trade ministry) and 40 sub-projects (one per exhibitor). You need rolled-up reporting at the pavilion level and granular delivery at the booth level — without rebuilding the same record 40 times.
30% on contract, 30% at 50% production, 30% pre-install, 10% on handover — and any one delayed milestone strangles cashflow on a six-figure project. Manual milestone tracking in Xero is how delayed payments get missed.
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 sub is a vendor record with assigned scope per project, agreed rate card, insurance/cert expiry alerts, and signed scope-of-work. The project sub-list pulls live data — no more “does Carpenter A’s liability cert expire next week?” spreadsheets.
Per-project document checklist driven by venue and country: method statements, risk assessments, electrical certs, rigging permits, fire-rating, union notifications. Status badge on every project shows compliance % at a glance.
Per-city rule packs (US union, German Tarif, UAE summer heat, French 35h, etc.) inform your labour quote. Quoted labour reflects realistic overtime, breaks and per-diems before the contract is signed.
A pavilion is a parent project with N child booths. Roll-up dashboards show progress, spend and risk across the pavilion; click in for booth-level detail. One contract at the parent, one delivery record per child.
Define payment milestones at contract signing. Each milestone auto-triggers a proforma invoice when its trigger condition fires (date reached / production stage hit / handover signed). Cashflow forecast updates live in the dashboard.
A real, end-to-end workflow showing how Exphora replaces the spreadsheet + email + Dropbox + DocuSign + Xero stack with a single record of truth.
Trade ministry RFP comes in for a 40-booth pavilion at Hannover Messe. AI generates a multi-section response from the brief. Once awarded, the parent project is created with 40 child booth records — one per exhibitor company.
Carpentry, electrical, AV, rigging, signage, fit-out, cleaning, security subs each scoped against the 40-booth scope. Insurance certs validated. Per-trade rate cards locked. RAMS templates assigned per sub.
Hannover-specific compliance checklist auto-populates: structural calcs, electrical certs to VDE, rigging via Messe Hannover rigging partner, fire-rating to DIN 4102. Each document has an owner, due date and status.
Each of the 40 child booths runs its own mini-pipeline (brief → 3D → approval → fabrication → install) with the exhibitor as the “sub-client”. Exhibitor portal lets each company approve their own booth without seeing the others.
Four milestones billed to the ministry: 30% contract, 30% production, 30% pre-install, 10% handover. Auto-trigger invoices send when milestone conditions fire. Project closes with rolled-up margin report and individual exhibitor satisfaction surveys.
Each module is opinionated for this segment's workflow — no Notion, no Trello, no eight-app stack.
Vendor records with scope, rate card, insurance/cert expiry alerts and signed scope-of-work per project.
Per-venue document checklist with owners, due dates, status — RAMS, permits, certs all in one place.
Define payment milestones at contract; auto-trigger proforma invoices when conditions fire.
Everything exhibition gcs ask before committing to Exphora.
Yes. Pavilions are modelled as a parent project with N child booth records. Rolled-up dashboards show pavilion-level KPIs (progress, spend, margin, risk); each child has its own pipeline, exhibitor portal and approval flow. One contract with the parent client, one delivery record per exhibitor.
Each sub is a vendor record with assigned scope per project, agreed rate card, insurance/cert expiry alerts and signed scope-of-work documents. You see “does this sub have valid liability insurance for next month’s install?” without leaving the project view.
Yes. Each project gets a venue-driven compliance checklist (the items differ by city/country). Each item has an owner, due date and status badge. Project status shows compliance percentage; you cannot move to install without 100%.
Yes. Per-city rule packs (US union, German Tarif, UAE heat, French 35h) inform the labour line. Overtime, breaks and per-diems are quoted realistically — no more “we forgot Vegas was union” margin shocks.
You define milestones at contract signing (date-based or stage-based). When a milestone condition fires (date reached, production stage hit, handover signed), Exphora auto-creates a proforma invoice in the contract currency, sends it to the client portal and updates the cashflow forecast.
Start free in minutes. Import your contacts. Ship your first AI-generated proposal today — and try the 3D Booth Designer with no credit card.
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