How to build an online exhibitor manual in 15 minutes using Claude

Quick answer: An online exhibitor manual can be built in FFAIR in under 15 minutes using Claude in Chrome. The AI assistant reads your existing exhibitor manual content, whether that sits in PDFs, downloadable forms or static web pages, and builds the show information and tasks directly in the platform. No integration, API connection or developer time is required. A manual built by hand in FFAIR takes five to eight hours, and every edition after the first clones in under two minutes.

Download our guide to getting started including the prompt here

Why we tested this

Most event teams arrive at FFAIR from a static setup, with show information spread across PDF manuals, downloadable forms and a handful of web pages. Moving all of that into a structured, task-driven portal is the one part of the process that takes time.

How much time? Around five to eight hours for a first manual, depending on the complexity of the show. Every edition after that clones in under two minutes. Set against other exhibitor manual platforms that require weeks of of developer time, that is already a different proposition, and it is why an organiser can sign a contract and be live with an exhibitor manual in FFAIR in less than seven days.

Even so, those first hours sit with an event ops team that rarely has hours spare. We wanted to know whether an AI assistant could take existing manual content and turn it into a working FFAIR build, quickly and without losing accuracy.

How did Claude build the exhibitor manual?

We ran the test while helping a new client, a top 20 expo organiser, build one of their first manuals for one of the biggest events in a very recognisable portfolio.

The process was straightforward:

1. We saved the show information that had been sitting in PDF documents and on static web pages into a single Google Drive folder.

2. We used Claude in Chrome, working in FFAIR in the same way a member of the team would.

3. We spent our time where it actually counts, which was getting the prompt right.

Start to finish, including pulling the information out of those PDFs, the build took under 15 minutes. With the prompt refined, the next manual was built in under 6.

Why does conditional logic matter?

Conditional logic does a lot of the heavy lifting in FFAIR. It is what makes sure each exhibitor only sees the tasks that genuinely apply to them, based on their stand package, build type or an answer they have already given.

On the first attempt, Claude set out to make life as easy as possible for the event organiser and chose not to use it. Looked at in isolation, that seems fine, because the data still comes in. But the exhibitor ends up facing tasks that have nothing to do with their stand, and irrelevant tasks are exactly the point at which people stop reading. The reporting on the other side is nowhere near as insightful or useful to the event team as it should be either.

Adjusting the prompt to specify conditional logic rebuilt the tasks in minutes. That correction is the reason the first build took 15 minutes rather than fewer, and it is the single most important instruction in the prompt we are sharing.

Does this need an integration or developer time?

No. There is no integration to build, nothing to install and no connection between systems for anyone to sign off. Claude works in the browser, in the platform, in the same way one of your team would.

That matters for event teams whose organisations are still working out their AI policies. Nothing is plugged into FFAIR, and your exhibitor data is not being handed to a separate tool. If your team already uses Claude elsewhere in the business, this is a plug-in-and-go route into managing exhibitors in FFAIR.

What this means for teams managing exhibitors

A build that takes weeks with other event technology providers, and a few hours by hand in FFAIR, now takes minutes. The manual is accurate, the tasks are in place, the conditional logic is applied, and the show is ready to report on from day one.

What does not change is who holds the controls. You still own the build, so when questions start arriving from exhibitors or sponsors you add a piece of show information or a new task yourself, there and then. Show details change constantly, and the team closest to the show is always the right team to change them.

"I have never seen the point in gatekeeping what we learn," says Adam Jones, CEO of FFAIR. "We want our customers to be super users, and to know the platform as well as we do."

Download the prompt

The prompt is available to download, along with a short guide to getting the best results from it.

You need two things to use it: a Claude account and a FFAIR account.

Download the prompt

If you are not yet using FFAIR and you would like to see how the exhibitor management platform works, book a demo and a member of the team will walk you through it.

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Frequently asked questions

How long does it take to build an online exhibitor manual in FFAIR?

Building your first manual by hand takes five to eight hours, depending on how complex your show is. Using Claude with our prompt, a manual built from existing PDFs and web pages takes under 15 minutes. Every edition after the first clones in under two minutes.

Do I need a developer or an integration to use this?

No. There is no integration, API connection or installation involved. Claude in Chrome works in the platform in the same way a member of your team would.

What do I need to get started?

A Claude account and a FFAIR account. The prompt is free to download and works with your existing exhibitor manual content.

Will the tasks be set up correctly?

The prompt specifies conditional logic, which means each exhibitor only sees the tasks relevant to their stand package or build type. This is what protects both the exhibitor experience and the quality of your reporting, so we recommend using the prompt as written rather than a generic instruction.

Can I still edit the manual afterwards?

Yes. Everything built this way behaves exactly as it would if you had built it by hand. You can add, remove or amend show information and tasks at any point, including once your manual is live.