Exhibitor management for people who run the floor.
Platform overview18 slidesSeptember 2026
The problem / 01
No single view of who has done what.
The organiser's own words, from the product requirements document: there is no one place that answers which exhibitor has completed what, paid which invoice, or ordered which products.
FormsWho has submitted?Insurance certificates, stand specs and power requests arrive by email, in no order.
InvoicesWho has paid?PDFs sent as attachments, reconciled by hand against a bank feed.
OrdersWho ordered what?Furniture and power ordered on a spreadsheet, amended over a dozen replies.
DeadlinesWho is late?Found out by scrolling a mailbox, usually the week of the show.
Scale of the problem as scoped: organisers running 50 to 500 or more exhibitors per event. That is the only quantified figure in the source document, and it is a scope statement, not a measured pain.
Why it stays broken / 02
The spreadsheet is not the workaround. It is the system.
The order form is a workbook with a supplier column, a hire rate and an exhibitor price, mailed out and mailed back.
Every amendment creates a new version, and the newest one is whichever is on top of the inbox.
Nothing is queryable. Answering "who is missing public liability" means opening attachments one at a time.
The data is re-keyed into accounting, into the floor plan, and into the supplier's own system.
Real artefact, in this repositoryHire Republic stock list and event order formOne sheet, 151 rows. Ten categories from Marketing to Crowd Control. Per item: description, colour, quantity, exhibitor unit price, supplier hire rate, subtotal, supplier.It carries a damage waiver, delivery both ways, labour, GST at ten per cent, and a margin cell. Payment terms: fifty per cent on booking, fifty per cent fourteen days from the event.
This workbook is the thing AdmitMe's catalogue module replaces. It is not a strawman: it is the file the business was actually run on.
What AdmitMe is / 03
One system of record for every exhibitor on your floor.
Organisers get a dashboard. Exhibitors get a portal. Everything an exhibitor owes you, and everything they owe you money for, lives in the same place and is answerable in one query.
22Pre-built exhibitor form types, from public liability to drone approval
100%Of writes go through a server. No client can write to the database
All four figures are counted from the deployed codebase, not from a roadmap. Sources are in the speaker notes.
The design principle / 04
Organisers live in the dashboard. Exhibitors live in the portal.
These are deliberately separate experiences. Organisers need power, overview and the ability to act in bulk. Exhibitors need one screen that tells them what they still owe you and when it is due.
OrganiserDashboardEvery event, every exhibitor, every form, order and invoice. Bulk review, bulk reminders, CSV out.
ExhibitorPortalPasswordless sign in. A progress card, the forms still open, the catalogue, and their invoices.
Exhibitors never see another exhibitor's data. Access is scoped per event and enforced on the server, not in the browser.
End to end / 05
From invite to invoice, without leaving the system.
01 / ORGANISERCreate the eventDates, venue, deadlines, reminder schedule, which forms apply.Minutes
02 / ORGANISEROpen registrationCopy one self-registration link. Send it however you already send things.Seconds
03 / EXHIBITORSign up and payThey enter their own details and pay the booth deposit by card.Self-serve
04 / EXHIBITORSubmit formsA progress card shows what is done, in review, or still needed.Self-serve
05 / EXHIBITOROrder stockBrowse the catalogue you loaded, build an order, submit it.Self-serve
06 / ORGANISERReview and invoiceApprove or reject with a comment. Approve the order, raise the invoice.Bulk
07 / ORGANISERExportExhibitors, orders and invoices out as CSV for finance and the floor plan.One click
Steps 3 to 5 are the ones that used to be your inbox. The exhibitor does the data entry, once, into the system that keeps it.
Forms / 06
Twenty-two event forms, already written.
Not a blank form builder. The library is the forms this industry actually collects, with the right fields and file rules already set, grouped into ten categories.
A generic drag-and-drop builder was specified, then deliberately rejected during build as overkill. A typed registry ships instead. Custom templates sit on top for anything the library does not cover.
Category
Forms include
Compliance
Public liability, health and safety, waste management
Stand
Booth specifications, fascia sign, signage and graphics
Services
Additional power, wifi and internet, AV technology
Stage time request, sponsorship activation, product display
Approvals
Drone approval, catering and food, accessibility
Brand
Company bio, logo upload, marketing materials
After
Post-event survey
Review / 07
Approve, reject with a reason, or let the rules do it.
Every submission moves through one status track, and the exhibitor sees exactly where theirs sits.
DraftSubmittedApprovedRejected
A rejection carries a comment, so the exhibitor is told what to fix rather than that they failed.
Auto-approval rules, per eventClear the routine ones automaticallyRequire all mandatory fields to be filled. Require all mandatory file uploads. Never auto-approve these form types.You choose which forms are safe to pass through and which always need a human. Insurance and drone approvals stay with you.
There is no AI in the review path. The promotional video shows an AI review beat: that is a concept, not a shipped feature. Do not claim it.
Catalogue and orders / 08
Your stock list becomes a shop.
Load a catalogue per event. Two types are supported: stock hire and media packages.
Exhibitors browse, set quantities and submit an order themselves.
You review orders in a queue, approve or reject, then invoice.
Approved orders are sent on to the supplier, individually or consolidated for the whole event.
230Items in the catalogue seed shipped with the product
73Stock hire lines
157Media package lines
The seed is derived from a real trade catalogue and three real suppliers, so a new event does not start empty.
Money / 09
Deposits by card. Invoices in the portal. Funds straight to you.
At signupBooth depositThe exhibitor pays by card as part of registering. Payment confirmation is what activates them, so an unpaid exhibitor cannot quietly become your problem later.
Across the eventInstalmentsA fixed schedule splits the booth fee 25 per cent deposit, 25 per cent midpoint, 50 per cent final, with the final due 60 days after the event.
AlwaysYou hold the fundsPayments run through Stripe Connect to an account in your name. AdmitMe is not in the flow of funds, so there is no payout schedule and no reserve.
Invoices are uploaded as PDFs and tracked as unpaid, payment claimed, paid or overdue. An exhibitor can claim they have paid; an organiser confirms it. There is no automated accounting sync, by design.
Chasing / 10
The follow-up runs itself.
You set a reminder schedule per event, for example fourteen, seven, three and one day before the deadline. A scheduled job sends them at nine in the morning and records what it sent, so nobody is chased twice for the same form.
Job
Runs
Form reminders
Daily, 09:00
Overdue alerts to you
Daily, 10:00
Trial checks
Daily, 09:00
Trial countdown
Daily, 00:00
Billing reminders
Every 6 hours
Monthly usage reset
Monthly
Six scheduled jobs, deployed. Forty-one transactional email templates behind them.
Security / 11
No browser can write to your data.
Write pathServer onlyEvery collection is deny-write at the database. All writes go through a Cloud Function that checks the caller first.
TenancyClaim firstYour organisation is carried in the signed auth token, so isolation is checked without a database lookup.
FilesPartitionedStorage is split by organisation, event, exhibitor and form type, with size and file-type caps per bucket.
Sign inRate limitedExhibitor links are single use and exchanged server-side, capped at ten attempts a minute per address.
Written and enforced today. Configured but not yet switched on: two-factor authentication for organisers, App Check, and a content security policy currently running in report-only mode. These need a console toggle, not a build.
Where it sits / 12
One of three products, on one data model.
AdmitMe is the exhibitor and admission layer. CrowdSense is the live crowd intelligence layer. Both are built by Artefact Group, and both came out of live jobs where the available tooling did not hold.
The link that matters operationally: your exhibitor and ticket records say who is supposed to be on site. Sensing says who actually is. The gap between those two numbers is the thing nobody can currently measure.
Every plan starts with a free trial. Prices, limits and what each plan includes are on admitme.io/pricing, in A$, US$ or €, and nowhere else.
Card processing costs and the Stripe Connect payout fee are passed through at cost. AdmitMe does not take a cut of your exhibitor orders unless you set a platform fee yourself, and that setting defaults to zero.
Straight answer / 14
What is live, what is waiting, and what is not built.
Live in productionThe product you would useThe exhibitor management app, the exhibitor and supplier portals, forms, catalogue, orders, invoices, card deposits, reminders, exports. The ticketing host. Automated deploys with tests and type checks as gates.
Built, needs switching onA configuration step awayTwo-factor authentication, App Check, enforced content security policy, error monitoring, and product analytics. All merged and deployed, all inert until keys are set.
Not builtDo not plan around theseAI-assisted review. Accounting sync. Conditional form logic. Multiple languages. A public API. Single sign-on. Badge printing, lead capture and access control, which appear on the website but have no product behind them yet.
This slide exists because the alternative is discovering it in month two. If a capability matters to your show, ask about it here and get a date, not a nod.
Fit / 15
Who this is for.
Trade shows and conferences with 50 to 500 exhibitors per event.
Convention centres and venue management companies.
Professional conference organisers and event agencies.
Industry associations running an annual expo.
Who it is not for, yet.
Shows whose first requirement is a CAD floor plan and booth sales. AdmitMe starts at the forms, not the hall.
Organisers who need accounting to sync automatically. Invoices are uploaded, not pushed.
Anyone who needs single sign-on or a public API on day one.
Multi-language exhibitor bases.
Getting started / 16
One event, start to finish, before you commit anything.
STEP 01Pick one eventIdeally a show that is three or four months out, with a real exhibitor list.Day one
STEP 02We load your catalogueYour existing stock spreadsheet becomes the catalogue, with your prices and your suppliers.Week one
STEP 03Choose your formsTurn on the ones that apply. Set deadlines and the reminder schedule.Week one
STEP 04Invite exhibitorsSend one link. They register, pay the deposit and start submitting.Week two
STEP 05Judge it on bump-inThe measure is how many surprises you get in the last fortnight, not how the demo looked.Show week
Start a free trial yourself at admitme.io/signup, or have us load your first event with you. Either way a person is on the other end.
Next step
Bring us your worst show.
The one with the most exhibitors, the most suppliers and the least warning. That is the one where the difference is measurable.