CASE STUDY

Reinventing Exhibition Logistics: A Real-Time Booking and Layout Platform for Venue Management

    Reinventing Exhibition Logistics: A Real-Time Booking and Layout Platform for Venue Management
    Reinventing Exhibition Logistics: A Real-Time Booking and Layout Platform for Venue Management

    Project Overview

    Managing exhibitions involves intricate coordination—from venue bookings and stall planning to visitor navigation and lead capture. The client, overseeing a network of exhibition centers, needed to move beyond spreadsheets and manual systems. Partnering with Cubet, they built a comprehensive web and mobile platform that digitizes the entire exhibition lifecycle—enabling real-time stall reservations, layout planning, visitor registration, and analytics—within a unified system.


    Industry

    Event Tech / Exhibition Management / Venue Services


    The Client

    A venue management company operating multiple exhibition centres, coordinating events across multiple locations and serving both organizers and visitors with scheduling, booking, and layout requirements.


    Challenges Addressed

    Traditional exhibition management systems often fall short due to disjointed workflows and manual effort. The client encountered issues such as:

    • Overlapping or conflicting stall bookings due to poor visibility
    • Time-consuming manual layout planning via spreadsheets
    • Fragmented communication among organizers, exhibitors, and visitors
    • Inefficient lead capture and follow-up processes
    • Lack of visitor engagement and limited mobile experience

    They needed a platform to centralize bookings, layout design, exhibitor onboarding, and visitor interaction in one seamless system.


    Collaboration in Action

    Cubet developed a fully responsive platform that modernizes each phase of exhibition management. Venue owners gain control over multi-site listings, organizers visualize floor plans and configure stalls, exhibitors book spaces via real-time availability maps, and visitors engage through event apps. All onboarding, booking, and analytics workflows are digitized and streamlined.

    Core modules included:

    • Multi-venue setup and configuration
    • Drag-and-drop floor plan editor for stall allocation and pricing
    • Real-time interactive maps for live bookings
    • Contact and lead tracking shared across organizers and exhibitors
    • Mobile apps for exhibitor management and visitor interactions
    • Dashboards and analytics for occupancy, traffic, and post-event insights
       


    Technologies Deployed

    • Frontend:
      • React for the web interface
      • React Native for exhibitor and visitor mobile apps
    • Backend:
      • Node.js with Express for API and server logic
    • Database:
      • PostgreSQL for structured data
    • Real-Time Interaction:
      • WebSockets powering live stall availability and bookings
    • Layout Engine:
      • Custom SVG/Canvas tool rendering interactive venue designs
    • Cloud & Infrastructure:
      • AWS—S3 for media storage, Lambda for image processing
    • Authentication & Access Control:
      • OAuth2 with role-based permissions for organizers, exhibitors, and visitors
         


    Innovative Feature

    The standout innovation is the interactive stall layout and real-time availability system. Using a visual拖-and-drop map editor, organizers can configure stalls, assign pricing, and open bookings in real-time. Exhibitors immediately see and reserve available booths on live maps. Visitors navigate exhibitions via event apps, scan QR codes for contact capture, and engage actively—transforming passive events into interactive ecosystems.


    Value Delivered

    • Real-time stall availability and booking across multiple venues
    • Reduced manual coordination effort by 70%
    • Seamless booking experience for exhibitors and event organizers
    • Enhanced visitor engagement with map-based navigation and lead scanning
    • New revenue opportunities from transparent visibility and smoother booking operations
       


    User Feedback

    Organizers appreciated how layout planning and booking previously handled via spreadsheets was replaced with powerful digital tools. Exhibitors highlighted how easy and fast it was to reserve stalls through live maps. Visitors found the mobile apps intuitive for navigating the exhibition and capturing exhibitor details. Stakeholders praised the tangible efficiency gains across events.


    Conclusion

    Cubet’s Exhibition Management Platform transformed a fragmented, manual process into an intelligent and scalable system. With integrated booking, layout design, exhibitor management, visitor interaction, and analytics, the client now runs exhibitions with dramatically improved control, clarity, and user experience.


    Impact Made

    This solution delivered a measurable digital transformation in exhibition operations. It empowered venue managers and organizers to plan smarter, sell faster, and engage attendees more meaningfully. By digitizing core workflows and interactions, the platform elevated events from static setups to interactive, data-rich experiences—across multiple centers and user roles.

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