How it works
From a demo to every show in one system.
No discovery phase, no migration project, no six-month rollout. ExhibiPilot is configured around the way your company already runs, proved on one real show, and extended from there. Here is what that involves and what it asks of you.
- 01
Demo
Thirty minutes, this week
We take a project you are running right now and walk it through end to end — the brief, the current revision, the approval you are waiting on, production, vendors, the install date. Nothing generic, nothing on a slide.
- What we need
- One live project, and one person who knows it.
- What you get
- You see where your own work would sit, and you get a price. If it is not a fit, we say so on the call.
- 02
Setup
A few days
We configure the system to your company: project stages, roles, who approves what and in which order, your standing vendor list, and the milestones you track against an install date. No template to bend yourself into.
- What we need
- One person who knows the current process, for a couple of short sessions.
- What you get
- A working system that already speaks the way your company does.
- 03
First show
Your next project
Your team runs a real, upcoming show with us alongside — revisions, client sign-off, production, install. A pilot on invented data teaches nobody anything, so we do not run one.
- What we need
- An upcoming show, and the team who would normally run it.
- What you get
- A completed project inside the system, and a team that has already used it under real pressure.
- 04
Rollout
Show by show
Once the first project proves itself, the rest moves across at the pace new shows come in. No project is ever half in two systems.
- What we need
- Nothing new.
- What you get
- Every live project on one board, history intact.
What moves across, and what stays where it is.
The part most teams dread, and mostly unnecessary: ExhibiPilot needs what is live, not what is archived.
Moves into ExhibiPilot
- Your live projects, as they currently stand
- The current design revision for each one
- Approvals you are still waiting on, with their age
- Upcoming dates: production, freight, install, teardown
- Your standing vendor and subcontractor list
- Your team, with roles and approval rights
Stays exactly where it is
- Historical archives from finished shows
- Your CRM and sales pipeline
- Your accounting and invoicing
- Your CAD and design software
- Anything you simply do not want in a shared system
Training and support, once you are running.
Training by role, not one long session
A designer, a production manager and an account lead use different parts of the system, and are trained on their own rather than sat through a tour of everyone else’s.
A contact who knows your setup
Support comes from someone who knows how your stages and approvals are configured, so you are not re-explaining your company to a ticket queue.
The configuration keeps moving
Stages, roles and approval flows can be adjusted as your company changes — no rebuild, no new project.
What you keep.
Your projects, drawings, approvals and history are your company’s records, not ours. They export in full at any time. A system that has to trap you to keep you was not worth adopting.
Onboarding questions
Select a question to see the answer here.
How long does onboarding take?
Onboarding ExhibiPilot takes weeks, not quarters. The demo happens within days of asking, setup takes a few days, and most exhibition companies go live on a real upcoming show rather than a pilot. The rest of the portfolio follows show by show.
What do we have to prepare before we start?
Very little. One live project and one person who knows it for the demo, then that same person for a couple of short sessions to describe your stages, approvals and vendor list. No IT department, no data export, no documented process required.
Do you migrate our old projects?
Only what is live: current projects, the current design revision, outstanding approvals, upcoming dates and your vendor list. Finished shows stay in whatever archive already holds them, because moving years of closed work costs real time and buys almost nothing.
Who on our team needs training?
Everyone who touches a project, but not in the same session. Designers learn revisions and client review, production learns build stages and sign-offs, account leads learn approvals, management learns the portfolio view. Each role learns its own part.
What happens to our data if we stop using ExhibiPilot?
It leaves with you. Projects, drawings, approvals and history are your company’s records and export in full at any point — no retention period, no export fee, and nothing designed to make leaving difficult.
Start with a demo on a project you are running now.
Thirty minutes, one live show, and a straight answer about whether ExhibiPilot fits how your company works.