I Managed 847 Exhibitors on Excel. Here's Why I Stopped.

This title is a bit provocative, I admit. But it reflects a reality many organizers know: the Excel file that becomes uncontrollable.

Japan Expo 2025 welcomed 847 exhibitors across 140,000 m². The Agricultural Show manages 1,000 exhibitors every year. How do they do it? Spoiler: not with a shared spreadsheet on Google Drive.

The Excel File Syndrome

We all started this way. A file with columns: Company Name, Contact, Email, Phone, Requested Area, Assigned Location, Amount, Paid Y/N.

It works for 20 exhibitors. At 50, it gets sporty. At 100, it's hell.

I've lived through this situation: two colleagues modifying the file simultaneously, versions crossing, and on D-day we discover we've assigned the same location to two different exhibitors. Guaranteed atmosphere at 7am in front of the hall.

What I Wish I'd Known Earlier

After a few years organizing events, here's what I learned about exhibitor management.

Communication Eats 60% of Time

The real problem isn't technical, it's human. An average exhibitor contacts you 8 to 12 times between registration and D-day. Questions about logistics, modification requests, payment issues, technical questions...

Multiply that by 100 exhibitors and you understand why teams are overwhelmed.

The solution? Anticipate questions. A complete exhibitor guide sent upon registration, with clear sections: access, setup, electricity, catering, accommodation. 80% of questions you're asked are the same. Write the answers once.

Payment Remains the Major Friction Point

Here's a topic rarely addressed. Exhibitor payment management is an administrative nightmare.

Between those who want to pay in installments, those waiting for their purchase order, those who lost the invoice, those whose transfer "left but hasn't arrived"... Payment tracking can easily represent 20% of team time.

My recommendation: clear conditions from the start, with firm deadlines and automated reminders. And above all, a tracking tool that lets you see at a glance who has paid and who hasn't.

Location Assignment Is a Political Art

Assigning locations isn't just filling a floor plan. It's managing sensitivities, histories, conflicts between competitors who don't want to be side by side.

Big exhibitors want the best locations. Regulars consider they have acquired rights to "their" spot. Newcomers don't understand why they end up at the back of the hall.

One tip: document your assignment criteria. "First registered, first served" with price categories by location is the fairest system. And it avoids endless discussions.

What Actually Works

An Online Portal for Exhibitors

Not a complicated app. Just a web space where exhibitors can:

• See their location on the floor plan

• Download their documents (invoice, badge, guide)

• Update their information

• Ask questions via a form

The International Agricultural Show, with its 603,652 visitors in 2025, couldn't function without this type of tool. Each exhibitor has access to their dedicated space.

Automated but Personalized Emails

Automation isn't synonymous with coldness. A well-written automated email, sent at the right time, will be more effective than a manual email sent too late.

My typical schedule:

• D-90: Registration confirmation + complete guide

• D-60: Payment reminder if not paid

• D-30: Logistics information (setup, access)

• D-14: Badge sending

• D-7: Last-minute checklist

• D+7: Satisfaction survey + save the date

A Database, Not a File

The fundamental difference between Excel and a dedicated tool? History and relationships.

In a database, you know this exhibitor has participated 3 years in a row, had a dispute in 2022 (resolved), always takes 18m² space and systematically requests 380V electrical supply.

In Excel, you have a row with columns.

Mistakes Everyone Makes

Underestimating Response Time

An exhibitor who asks a question and doesn't get a response in 48h worries. In 72h, they get angry. In a week, they call you, unhappy.

Responsiveness is more important than answer perfection. A "I received your request, I'll get back to you by Friday" is better than silence.

Neglecting Small Exhibitors

Big exhibitors are important, obviously. But small ones are often more loyal and less demanding. I've seen organizers lose 30% of their small exhibitors because all attention went to "VIPs".

Forgetting Post-Event

The event is over, everyone breathes. Mistake. This is the time to:

• Send statistics to exhibitors (traffic in their zone)

• Ask for their feedback

• Propose registration for next year

Re-registration rate is played out in the 15 days following the event.

My Take on Digitalization

I long resisted digital tools, out of habit. "Excel works fine". Except it doesn't.

The day I could see occupancy rate in real-time, send a group reminder in 2 clicks, and have an exhibitor's complete history accessible from my phone, I understood what I was missing before.

Does it have a cost? Yes. Is it worth it? Absolutely. Time saved pays back the investment in a few months.

Summary

Exhibitor management is 20% logistics and 80% human relations. Tools don't replace contact, they facilitate it.

A well-supported exhibitor returns. A neglected exhibitor goes elsewhere. In an industry where renewal rate makes the difference between a profitable and unprofitable show, investment in exhibitor relations is the best you can make.

Sources: Japan Expo 2025 Report, International Agricultural Show 2025 Report