The system
One system for the entire exhibition project.
Today an exhibition project runs on WhatsApp threads, email chains, spreadsheets and files on individual desktops. ExhibiPilot replaces all of it with one system, where the revision, the approval, the production stage, the vendor’s date and the install checklist sit on the same project record.
What ExhibiPilot actually is.
- What it is
- Exhibition project management software, brief to installation, sold as one product.
- Who it is for
- Exhibition stand builders, booth contractors, exhibition agencies and event production companies.
- What it replaces
- WhatsApp threads, email chains, spreadsheets and files on individual desktops.
- What it holds
- The project record, revisions, approvals, production, vendors, dates and the install.
- What it is not
- Not a task board, not a CRM, not an agency selling web or automation work. One product, one industry.
- How you start
- A demo on one of your live projects, then setup, then your next real show.
Eight capabilities. One system underneath.
Not modules you buy separately — the parts of one system, sharing one project record. Grouped by the stage of the job they run.
Plan and approve
Get to a signed-off design without a thread.
Project Command Center
Every live project on one board.
- One record per project: show, hall, size, dates, budget, owner
- Current stage and next milestone, without asking anyone
- Files and decisions attached to the project, not to a person
- A portfolio view across every show at once
Replaces
A tracking spreadsheet nobody updates and a status call every Monday.
Design & Version Control
One current revision. Always.
- Drawings, renders and specs held as ordered revisions
- Exactly one revision current; the rest read as superseded
- A full history of what changed and who asked for it
- Production and install always pull the current revision
Replaces
final_v3_REVISED_use-this-one.pdf, sitting on four different desktops.
Client Approval Portal
Sign-off that is recorded, not remembered.
- Clients review the drawing itself and comment in context
- Approval recorded against the exact revision
- Outstanding approvals carry an age, and chase themselves
- A clean trail for the day a client says they never agreed
Replaces
An email thread with nine replies and no clear yes anywhere in it.
Build and coordinate
Everyone builds the same thing, to the same dates.
Production Management
The workshop builds what was actually approved.
- Build stages and workshop tasks tracked on the project
- Every stage tied to the approved revision, not a verbal update
- Sign-offs where they matter — frame, panels, graphics, dry build
- Progress visible to sales and the client without a site visit
Replaces
A whiteboard in the workshop and a phone call to find out where things are.
Vendor Coordination
Every partner, one status.
- Printers, riggers, AV, freight and local contractors
- Each with a scope, a date and a current status
- Vendors post status without seeing your other jobs
- A late vendor surfaces on the board, not on the show floor
Replaces
Five separate chat threads and a mental note to chase them on Thursday.
Team Coordination
No task left waiting on “someone”.
- A named owner and a due date on every handover
- Design → production → logistics → install, as real handovers
- Each person sees their own work, not everyone else’s
- Nothing stalls on two departments each assuming the other had it
Replaces
Assuming the other department picked it up.
Stay ahead
See a problem while it is still cheap to fix.
Deadline & Risk Alerts
The system watches the dates so nobody has to.
- Alerts when a milestone slips against the install date
- Alerts when a client approval has gone quiet
- Conflicts flagged — freight leaving before graphics are done
- The owner hears while there is still time to act
Replaces
Finding out the day before the truck was due.
Management Dashboard
Project health, live.
- Every project by status: on track, at risk, blocked
- Where the workload actually sits this month
- The stage things consistently get stuck at
- Numbers you can act on rather than assemble by hand
Replaces
Calling three people and adding the answer up yourself.
From demo to your first real show.
No discovery phase, no six-month implementation. You see the system against your own work before committing, then go live on a real project.
- 01
Demo
This week
We take one of your live projects and walk it through end to end — brief, design, approval, production, vendors, install.
What we need: One real project and thirty minutes.
- 02
Setup
Days, not months
We configure your stages, roles, approval flow and vendor list around how your company already runs. No template to fit.
What we need: One person who knows the current process.
- 03
First show
Your next project
Your team runs a real, upcoming project with us alongside. A pilot on invented data teaches nobody anything.
What we need: An upcoming show.
- 04
Rollout
At your pace
Once the first project proves itself, the rest moves across show by show. Nothing is forced over in one weekend.
What we need: Nothing new from you.
What it costs, and why there is no price list here.
Price depends on how many people need the system and how many projects you run at once. A five-person contractor and a sixty-person agency are not making the same decision, and a number without that context tells you nothing.
You get a figure on the demo call
Not after a paid discovery phase, and not three meetings later.
One system, not a menu
Everything on this page is included. No add-ons, nothing held back for a higher tier.
Scoped to your team
Set against your team size and how many projects run at once — the two things that change the shape of the work.
A straight answer either way
If your business is not a fit, we say so on the call instead of selling you a pilot to find out.
Who this is built for — and who it is not.
The system assumes exhibition work: revisions that get approved, vendors abroad, and a show date that does not move. Very good for some companies, wrong for others.
Built for you if
- You build custom or semi-custom stands with a real design cycle
- A design has to be approved by the client before production starts
- Projects involve external vendors, freight or install crews
- You run several shows at once, often in different countries
- You cannot see the status of a project without asking three people
Probably not for you if
- You only rent modular stock systems, with no design or approval cycle
- You are a team of two who genuinely do fit in one chat thread
- You want a general-purpose task board — cheaper ones exist, and they are fine
- Your work is outside exhibitions and events; the whole system assumes a show date
Questions about the system
Select a question to see the answer here.
Is ExhibiPilot one product or a set of modules?
One product. The eight capabilities on this page share a single project record, and there is nothing to buy separately and no capability reserved for a higher tier.
Can we change our stages and approval flow later?
Yes. Project stages, roles and who approves what are configuration, not code, so they can be adjusted as your process changes — without a rebuild or a new project.
What happens when a client asks for a change after approving?
A new revision is created and goes through approval again. The earlier sign-off stays on record against the revision it approved, so it is always clear what was agreed, when, and what changed after.
Does it handle projects with vendors in other countries?
That is the normal case. Vendors, freight partners and install crews are given their own scope and dates wherever they are, and post status back into the project — so a build in a country where you have no staff is visible on the same board as the rest.
Can we keep our CRM and accounting system?
Yes. ExhibiPilot runs exhibition project operations — the work between winning a job and finishing the install. It does not replace your sales pipeline or your accounting, and does not ask you to migrate either.
What if our process is unusual?
Custom process is the normal case in exhibition work. Setup configures your actual stages, roles and vendor list rather than forcing a template, so what gets standardised is the shape of coordination — not how you design and build.
Where to go next.
Your kind of company
How the system applies to stand builders, contractors and booth manufacturers.
Browse industriesThe workflow, end to end
Brief to installation — the whole track in one view.
See the workflowGuides for operations teams
Approvals, version control and coordinating multi-country installs.
Read the guidesStand approval deadlines by venue
Ten venues, every figure read from the venue’s own technical manual. Four publish a date; five do not.
Read the comparisonThe vocabulary
Plain definitions for the terms used across exhibition project operations.
Open the glossary
See it running on one of your own projects.
Bring a live show. We walk it end to end, and you know within thirty minutes whether this fits how your company works.