The BIBA Conference

The BIBA Conference, the UK's largest insurance broking event, aimed to enhance the efficiency and ease of communicating with their exhibitors. Previously, they relied on a PDF exhibitor manual with links to a shared Google Drive, which, while functional, had room for improvement. For the 2024 conference, BIBA adopted Eventflow, the online exhibitor manual application, leading to substantial time savings and improved efficiency.

Before implementing Eventflow, The BIBA Conference managed exhibitor information with a single PDF exhibitor manual that referenced a shared Google Drive. While this system worked, it posed some challenges:

• Manual updates: Updating and distributing the exhibitor manual required considerable time and effort, and it was difficult to ensure that all exhibitors referenced the latest PDF.
• Communication complexity: Communication between the BIBA team and exhibitors relied heavily on email and telephone support.
• Navigation: Locating specific information within the PDF and shared drive was difficult and could be improved for a better user experience.
• PDF forms: Processing PDF form submissions required considerable time and effort, diverting the BIBA team from other essential tasks.
• Communicating with suppliers: Keeping third-party suppliers informed about exhibitor form submissions was manual and could be streamlined to save time and resources.

To enhance its exhibitor management process, BIBA adopted Eventflow for the 2024 BIBA Conference, delivering dramatic efficiency improvements for the team, including:

• Real-time updates: Eventflow allowed instant updates by any member of the BIBA event team via the easy content management system, ensuring exhibitors always had the latest information.
• Centralised platform: All event information was consolidated into one easy-to-access online platform, accessible 24/7 by all exhibitors, their staff, agencies, and contractors.
• Improved communication: Eventflow's tools facilitated smoother interactions between BIBA event staff, exhibitors, and sponsors.
• User-friendly interface: The intuitive design made navigation and information retrieval straightforward for exhibitors.
• Fully BIBA-branded experience: Eventflow allowed BIBA to customise the look and feel to complement their event branding perfectly, so exhibitors didn't realise they were on a third-party application.

The adoption of Eventflow led to notable improvements in efficiency and time management:

1. Time savings: Automating manual processes reduced administrative tasks, saving event organisers valuable time.
2. Enhanced efficiency: Real-time updates and centralised information streamlined exhibitor management, minimising errors and improving coordination.
3. Exhibitor satisfaction: Exhibitors appreciated the ease of use and accessibility of Eventflow, resulting in positive feedback and smoother event operations.

A prominent insurance company and regular exhibitor at numerous industry events praised Eventflow: 

"We exhibit at a lot of shows, and your exhibitor manual is on another level; it's a game changer. It has significantly improved our experience and made participation in The BIBA Conference even more seamless."

Exhibitor at The BIBA Conference 2024

The BIBA Conference's transition from a traditional PDF exhibitor manual and Google Drive to Eventflow highlights the positive impact of innovative technology in event management. By implementing Eventflow, The BIBA Conference exhibition team achieved substantial time savings, improved efficiency, and enhanced the overall exhibitor experience, setting a new standard for future events.