---
title: How to Improve Exhibitor Task Completion
description: how to improve task completion rates
---
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1. [FFAIR Organiser Knowledge Base](https://support.ffair.io/organiser-knowledge-base?hsLang=en)
2. [FFAIR Best Practices](https://support.ffair.io/organiser-knowledge-base/ffair-best-practices?hsLang=en)
# How to Improve Exhibitor Task Completion
## Getting exhibitors to complete tasks on time is one of the biggest factors in running a smooth show. The good news: by setting up tasks correctly in FFAIR, you can make it much easier for exhibitors to engage, respond, and get to 100% 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](https://support.ffair.io/organiser-knowledge-base/conditional-tasks-and-how-to-use-them?hsLang=en).
---
#### **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.
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