Saving Days of Admin: How PerformX Live Simplified Exhibitor Management

PerformX Live is redefining what a modern fitness exhibition looks like. Hosted at the NEC, Birmingham, the event brings together over 6,000 fitness  professionals for an experience that goes far beyond the traditional trade show format. 

With a strong focus on live activations and high-energy content, the team behind PerformX Live is committed to delivering something distinctly different it’s industry. 

However, creating a more dynamic exhibitor experience brings added operational demands, particularly when it comes to managing compliance, communications, and a huge volume of exhibitor requirements.

For Co-Founder Phil Mortimer, finding the right event tech to streamline this process was critical.

“Having previously used FFAIR at another event, I already knew the value it could bring but as a start-up, we initially assumed an exhibitor management platform would financially be out of reach.

Like many organisers launching a new show, we found ourselves relying on emails, spreadsheets and a traditional PDF exhibitor manual to manage over 100 exhibitors. It quickly became clear just how time-consuming and inefficient that approach was!

With the nature of a fitness event, there’s a lot more to manage from a stand activation perspective, meaning risk assessments and public liability documentation need to be tightly controlled. We simply can’t afford for anything to slip through the net.

After being reintroduced to FFAIR by our event app partners Sitka, we were pleasantly surprised at how cost-effective it was. 

The impact was immediate. FFAIR has saved me hours, if not days, of work. What used to involve manually sending out sections of the exhibitor manual, chasing forms and responding to constant email queries is now handled automatically within the platform.

It’s not an exaggeration to say it’s reduced the need for additional resource in the run-up to the event. The platform does so much of the heavy lifting for us that we didn’t need to bring in extra support, which is a significant cost saving in itself.

At the same time, I still have full visibility over what’s happening, particularly when it comes to approvals and compliance, without being overwhelmed by emails and attachments. Everything is centralised within FFAIR, which makes managing the show floor far more straightforward.

From an exhibitor perspective, the experience is also far better. We’ve had no negative feedback and exhibitors definitely don’t miss having to read or print a lengthy 60-page exhibitor manual. 

The Tasks feature has allowed up to set clear deadlines and having the platform automatically follow up have made a real difference. We’re getting information submitted faster, which is critical for things like risk assessments and overall event compliance.

The support from the FFAIR team has also been excellent. Lisa and the customer success team are incredibly responsive and make everything easy to understand, regardless of technical ability.

Now that we’re a year in, we’re looking at how we can get even more from the platform and looking to expand our use of the Exhibitor Shop and bring more suppliers in to make the exhibitor experience even better. Overall, FFAIR has given me back valuable time to focus on delivering the kind of event experience we set out to create."

Looking to save days of time like the PerformX Live Ops team? Get in touch or book onto our weekly product tour to discover more.