Build ExhibitDay workflows with AI Agents

ExhibitDay has quickly become the backbone for event professionals managing trade shows and exhibits. But as event teams juggle deadlines, budgets, and logistics in fast-paced environments, efficiency and collaboration often hit roadblocks. By integrating ExhibitDay with Runbear’s AI agent inside Slack, Teams, or Discord, organizations can streamline event management, automate tedious work, and empower team members with instant access to vital ExhibitDay data—all from within their daily communication tools.

About ExhibitDay

ExhibitDay is an all-in-one event planning and project management platform purpose-built for organizations that coordinate trade shows and exhibits. It enables event teams to plan and execute every facet of event participation, from scheduling and logistics to budgeting, sponsorship administration, and ROI tracking. The platform’s strong suit is its collaborative task management—teams can assign responsibilities, track deliverables, and share updates within a unified workspace. It also offers detailed financial tracking (budgets, expenses, ROI), virtual event management capabilities, and sponsorship oversight tools. ExhibitDay is popular across marketing departments, agencies, and operations teams seeking to professionalize event processes and improve team productivity. Its intuitive interface and comprehensive feature set have earned it accolades for ease of use.

Use Cases in Practice

The integration between ExhibitDay and Runbear unlocks powerful ways for event teams to work smarter. Here’s how the most successful teams are transforming their ExhibitDay workflows with AI agent automation:

1. Automated Daily Briefs: Prior to each event day, a Runbear AI agent posts tailored briefs in your team’s Slack channel. These include a rundown of tasks, travel schedules, deadlines, and any last-minute logistics from ExhibitDay, ensuring everyone starts the day aligned and informed. For example, an event coordinator can have the AI summarize setup checklists and send reminders to team members as deadlines approach—just like how teams use AI-powered executive dashboard summaries to keep leadership informed.
2. Instant Information: Instead of digging through ExhibitDay or lengthy spreadsheets, team members simply type questions like, “What is our booth number for TechExpo?” or “Show me the current expenses for Q3 events” in Slack. The AI agent fetches up-to-date answers by accessing synced ExhibitDay data, saving hours and keeping everyone on the same page—very much in the spirit of Slack-native data querying for Airtable.
3. Post-Event Analytics: After each show, the AI agent summarizes all key ExhibitDay data—total leads, meetings held, actual spend vs. budget, and outstanding tasks. It then delivers a concise report or even renders a visual chart into your team chat. This instant wrap-up empowers stakeholders for quick debriefs and follow-ups without manual data wrangling, similar to how teams can automate KPI reporting in other business functions.
4. Task & Update Logging Direct from Chat: No more toggling between tools! If a team member finishes an assignment or wants to log a new follow-up, they simply message the AI agent (“Mark shipping as complete for Booth #23” or “Create task: confirm catering for opening night”). The agent updates ExhibitDay records in real time, effortlessly syncing actions across the team.

These scenarios aren’t just hypothetical—they’re real workflows already being deployed by forward-thinking event and marketing teams.

ExhibitDay vs ExhibitDay + AI Agent: Key Differences

Integrating Runbear’s AI agents with ExhibitDay transforms how teams collaborate and manage event workflows. Instead of switching between apps or manually digging for data, teams can leverage natural language requests, scheduled summaries, and seamless updates—all inside Slack, Teams, or Discord. This elevates your team's productivity by reducing busy work, unlocking real-time insights, and minimizing communication gaps.

Implementation Considerations

When integrating ExhibitDay with Runbear, teams need to plan for a few practical considerations. Initial setup involves syncing ExhibitDay data and permissions with Runbear, which may require IT or admin oversight. Training is crucial—team members should understand how to interact with the AI agent, structure queries, and interpret automated reports. Change management can be a hurdle if team members are accustomed to manual processes; outlining clear benefits and quick wins is key to ensuring adoption. Teams should also review security and data governance policies, grant appropriate access levels, and periodically audit permissions. Finally, it's important to assess the cost-benefit of upgrading ExhibitDay's plan for advanced AI-driven features and ensure organizational readiness for more automated, chat-centric workflows.

Get Started Today

AI agents are redefining how today’s event teams collaborate—making data-driven planning, reporting, and task management accessible to any team member right where they communicate. By combining ExhibitDay’s robust event management platform with Runbear’s AI agent automation, teams can streamline processes, eliminate repetitive tasks, and focus on what truly matters: delivering unforgettable events. Ready to see how AI agents can supercharge your ExhibitDay workflows? Start your integration today and empower your team for the future of event management.