How to Improve Exhibitor Task Completion

Here are some best practices to follow when creating your tasks:

1. Choose the Right Response Type

Make sure the response type matches the action you’re asking exhibitors to take.

File Upload → when you need a document (e.g. insurance certificate, stand plan).
Check → when you just need confirmation.
Text / Paragraph → when you need information in writing.
Checkbox/ Multiple Choice → when you want to standardise answers.

📌 Tip: If you ask exhibitors to upload a document, always use the File Upload type – don’t ask them to email it separately.

2. Assign Tasks Only to the Right Exhibitors

Don’t overwhelm everyone with irrelevant tasks.

Use build types (e.g. Shell Scheme vs Space Only) to assign tasks only to the exhibitors who need them.
You can also exclude individual exhibitor packages, if different groups have different requirements.

📌 Example: A “Stand Plan Upload” task should only go to Space Only exhibitors – not Shell Scheme stands.

3. Use Conditional Tasks

Conditional tasks make exhibitor lists shorter and more relevant.

Create a Parent Task that asks a yes/no or multiple-choice question.
Show Child Tasks only if a specific answer is given.

📌 Example:

Parent: “Will you be using a contractor?”
If Yes → child tasks appear (“Contractor Details”, “Insurance Upload”).
If No → no follow-up tasks are shown.

This avoids irrelevant tasks cluttering an exhibitor’s list.
👉 Learn more about Conditional Tasks here.

4. Make Every Task Complete-able

Every task should have a way for exhibitors to mark it complete – otherwise it will stay stuck in “To Do” and drag down your completion rate.

Add options like “Not applicable” or “Not required” for tasks that don’t apply to every exhibitor.
Use Multiple Choice instead of a simple “Check” if there are multiple valid responses (e.g. Yes/No/Not required).

📌 Example: “Purchase Furniture from the Exhibitor Shop” could have two options:

“I have purchased furniture”
“Furniture not required”
Both count as complete.

5. Review Your Task Reminder Settings

Automated reminders in FFAIR are one of the easiest ways to boost completion rates — but only if they’re set up effectively.

Review your task reminder emails – are they active for all important tasks?
Look at underperforming tasks – did you set a long enough reminder duration? Should you add an extra reminder?
Make use of Notification Frequency – this lets you increase reminder emails from daily to more frequent in the final weeks before your event, when deadlines are critical.

📌 Tip: A little extra nudging in the last 1–2 weeks before your show often makes the biggest difference in getting exhibitors to 100%.

6. Monitor Progress Early

Don’t wait until a week before the show to check task progress.

Use reports to see which tasks haven’t been started.
Identify exhibitors who are falling behind and follow up early.
Share progress reports with internal teams (e.g. operations, H&S) so everyone is aligned.

Summary

Pick the right response type for the action.
Assign tasks only to relevant build types or packages.
Use conditional logic to keep lists short and focused.
Ensure every task can be completed, even if exhibitors opt out.
Review task reminder settings and adjust notification frequency before deadlines.
Provide clear instructions in task notes.
Monitor progress early to avoid last-minute issues

By following these steps, exhibitors see only what applies to them, making their experience smoother – and boosting your overall task completion rates.