Exhibition Project Management Software
Automate the work behind every exhibition project.
Built only for exhibition stand builders and booth contractors. Designs, approvals, deadlines and vendors in one place, with the follow-ups automated — so your team manages less and delivers more.
- Built only for exhibition companies
- One source of truth for every project
- Alerts before a deadline slips
- Multi-country vendors and install crews
Active projects
Production
Client approval
Logistics
Interface preview · sample data
The same projects, run a different way.
Nothing about the work changes. What changes is where it lives and who can see it.
Before
- Excel
- PDFs
- Calls
Five places to look, and no one view of the project. The gaps only surface once something has gone wrong.
After ExhibiPilot
Project Command Center
Tasks
Who owns what, and what is next.
Designs
One current revision, full history.
Approvals
Sign-off tied to the exact revision.
Deadlines
Every date against the show date.
Activity
What changed, when, and by whom.
Risks
What is slipping, before it slips.
One project record. Change it once and it is changed for everyone.
One place for the entire project.
Every stage writes to the same project record. A revision, an approval, a vendor date — entered once, visible to everyone who needs it.
- 1
Project
Show, hall, stand size, dates, budget, owner. The record everything else attaches to.
- 2
Design
Every drawing under version control. One current revision, and no argument about which.
- 3
Client approval
Reviewed and signed off in one place, recorded against the revision it approved.
- 4
Production
The workshop builds the approved revision. Stages and sign-offs tracked against it.
- 5
Vendors
Scope and dates go out, status comes back — into the same view.
- 6
Logistics
Crates, freight and customs tracked against the install date, not a spreadsheet.
- 7
Installation
The crew works from current drawings and closes the project on site.
ExhibiPilot becomes the project’s single source of truth.
Change something once and it is changed everywhere. Nobody has to remember who else needs telling.
Everything the project runs on, in one system.
Eight capabilities, one platform, one project record underneath. Not eight products to buy — the parts of one system.
See what each one actually doesProject Command Center
Every live project on one board: stage, owner, next milestone, current risk.
Design & Version Control
One current revision, a full history, and no team building from a superseded file.
Client Approval Portal
Clients sign off in a link, not a thread. The approval is tied to the revision.
Production Management
Build stages and sign-offs tracked against the design the client actually approved.
Vendor Coordination
Every printer, rigger and freight partner with a scope, a date and a status.
Deadline & Risk Alerts
When something slips or an approval goes quiet, the owner hears about it in time.
Team Coordination
Clear owners and real handovers between design, production, logistics and install.
Management Dashboard
Live project health across the portfolio: on track, at risk, and where the load sits.
From brief to installation, in one track.
One job moving through ExhibiPilot. Every step hands to the next inside the same project — no re-typing, no re-attaching.
- 01Sales
Brief
The enquiry becomes a project: show, dates, budget, owner.
- 02Design
Design
Drawings uploaded as versions against that project.
- 03Client
Client review
The client comments on the drawing itself, against a deadline.
- 04Client
Approval
Sign-off recorded against the exact revision, and locked.
- 05Production
Production
The workshop builds the approved revision, stage by stage.
- 06Vendors
Vendors
Print, rigging and freight get scope and dates, and report back.
- 07Logistics
Logistics
Crates, freight and customs tracked against the install window.
- 08Install
Installation
The crew works from current drawings and closes it on site.
Each step writes to the same record, so the next person starts from what happened — not from what they were told.
How you get it runningBuilt for exhibition companies.
One industry, one problem. Nobody here has to be told what a revision, a rigging point or a teardown window is.
Exhibition stand builders
Custom stands with real design cycles, real approvals, and a workshop that has to build the right revision.
Booth contractors
Thirty simultaneous projects across many shows, and no single view of them.
Exhibition agencies
You own the client and subcontract the build. One view across the partners doing it.
Event production companies
Builds, installs and vendors under a show date that will not move.
Common questions: straight answers
Select a question to see the answer here.
What is ExhibiPilot?
ExhibiPilot is exhibition project management software — one system where exhibition stand builders and booth contractors run a project from brief to installation. Designs, client approvals, production, vendors, logistics and deadlines all live on the same project record, replacing the usual mix of WhatsApp threads, email chains and spreadsheets.
What is exhibition project management software?
Exhibition project management software is a single system that runs the operational workflow of an exhibition build: the project record, design versions, client approvals, production stages, vendor coordination, logistics and installation. It differs from generic project software because it is built around design revisions that must be approved before fabrication, vendors in other countries, and a show date that cannot move.
How is this different from Asana, Monday or Trello?
Generic project tools give you tasks and a timeline and leave you to invent the rest. ExhibiPilot already knows the shape of exhibition work: a design moves through revisions, the client approves one exact revision, production must build that one, and everything is booked against a fixed show date. Version control, client sign-off and vendor coordination are built in rather than assembled from generic boards.
Do we have to stop using WhatsApp and email?
Not for everything. Teams keep chat for quick conversation and use ExhibiPilot for anything that has to still be true tomorrow — the current revision, who approved what, when the truck leaves. What ends is decisions and files living only in a thread.
Do our clients need an account?
Clients review and approve through the client approval portal without having to learn the system. They see only the revisions shared with them, comment in context, and sign off — and their approval is recorded against the exact revision they approved, which is the part that matters when a dispute comes up months later.
Can vendors and subcontractors use it?
Yes. Printers, riggers, freight partners and local contractors get their own scope and dates and report status back into the project, without seeing your other jobs, your margins or your client relationships. That is how vendor status stops depending on someone remembering to call them.
How long does it take to get running?
Weeks, not quarters. A demo runs against one of your live projects, setup configures your stages and approval flow in a few days, and most teams go live on a real upcoming show rather than a pilot. The full sequence is on the how it works page.
How much does ExhibiPilot cost?
Pricing depends on team size and how many projects you run at once, and is confirmed on the demo call rather than published as a menu. The demo is a working walkthrough of a real project of yours, so you can judge the fit before pricing matters.
Ready to take your exhibition projects out of WhatsApp?
See how ExhibiPilot organizes your workflow, cuts manual coordination and gives your team complete project visibility.
Bring one live project. We will walk it end to end — brief, design, approval, production, vendors, install.