Everything You Need to Produce Exceptional Events

AI agent, schedule builder, floor plans, exhibitor portals, task workflows, documents, email, and more — every tool your team needs in one platform.

Contextual AI Agent

Not a generic chatbot. 60+ specialised tools built for events.

  • Ask about budgets, compliance rates, schedule conflicts, task progress, speaker assignments, and more
  • Draft emails, create tasks, trigger approvals, update records — all from the chat
  • Context-aware: knows which event you're working on, your role, and what you have access to
  • Hybrid AI search across documents, knowledge base, programs, exhibitors, and communications
  • Respects permissions — the agent only surfaces data you're authorized to see
  • Budget summaries, schedule queries, program demographics, floor plan data — all at your fingertips
Learn more
app.heyema.com / your-event / ai
ema AI
Online
Ask ema anything about your event...

Marketing Intelligence

Campaign plans, external signals, and real event outcomes in one place.

  • Campaign control room for goals, activities, owners, dates, audience, health, and next checkpoints
  • Tracked links, creative assets, budget lines, spend, tasks, and launch readiness connected to the campaign
  • External platform signals from GA4, Meta, LinkedIn, TikTok, Google Ads, CSV, manual entry, and partner sources
  • ema outcomes for registrations, revenue, attendance, viewership, engagement, submissions, and sponsor value
  • Direct, assisted, platform-reported, manual, and unattributed labels so attribution stays explainable
  • AI-supported briefs, content drafts, performance summaries, next actions, and retrospectives
Learn more
9:41
hey ema
Active campaign

Early Bird Push

Registration and revenue goal

On track
Campaign progress
61 / 150
41% complete · $48.8k revenue
External signals
83k
impressions
ema outcomes
184
registration starts
Outcome detail
Registrations
41% of goal
61
Revenue
54% of goal
$48.8k
Check-ins
event not started
pending
Next action

Review form friction before increasing spend.

Attribution
Direct 32
Assisted 18
Unattributed 11

Real-Time Schedule Builder

From blank canvas to published schedule in hours, not weeks.

  • Drag-and-drop scheduling with conflict detection for rooms and speaker double-booking
  • Room assignment linked to floor plans — rooms on the map are rooms in the schedule
  • Allocation, reservation, and activity hierarchy for flexible scheduling
  • Track, format, and role configuration per event
  • Instant publishing to public searchable schedule with speaker profiles
Learn more
9:41Your Event
Schedule
Day 1 — Your Event
Timeline
09:00Hall A
Opening Keynote
Dr Sarah Chen
10:30Hall B
AI in Healthcare
Prof James Park
10:30Room 201
Workshop: Data Privacy
Dr Li Wei
12:00Foyer
Networking Break
13:30Hall A
Panel: Future of Events
Multiple Speakers
Home
Schedule
Map
Profile

CPD/CE Management

Track learning across every activity, event, and programme.

  • Multiple CPD/CE programmes, categories, cycles, and credit rules in one organisation
  • Credits from live sessions, workshops, watched recordings, check-ins, forms, assessments, and approved adjustments
  • Member CPD logs and downloadable certificates connected to the event record
  • Public certificate verification for employers, accrediting bodies, and association staff
  • Reports and exports for programme progress, member outcomes, and association reporting
  • Member-system alignment for registration, learning, and reporting records
Learn more
9:41hey ema
My CPD log
Annual member programme
Current cycle
7.5 / 12 cr
Credits collected across live and on-demand activity
Credit sources
Live sessions
Verified activity
4.0 cr
Watched recordings
Verified activity
2.5 cr
Assessments
Verified activity
1.0 cr
Certificate ready
CPD/CE certificate · HE-CPD-1049
Public verification
Employers and accrediting bodies can check certificate authenticity.
Home
CPD
Certs
Profile

Interactive Floor Plans

Design, assign, and publish venue layouts your attendees can explore.

  • Canvas-based designer for venue layouts with drag-and-drop booth and room placement
  • Booth allocation and assignment linked to exhibitor management
  • Linked to schedule — rooms on the floor plan are rooms in the schedule builder
  • Public interactive floor plans for attendees with search and filtering
  • Object metadata: capacity, amenities, dimensions, and custom fields
Learn more
9:41Your Event
Floor Plan — Hall A
Search exhibitors...
A1Acme CorpA2TechCoA3UnassignedB1DataFlowB2UnassignedB3Unassigned
Booths3/6 assigned
A1
Acme Corp
Assigned
A2
TechCo
Assigned
A3
Tap to assign
Open
B1
DataFlow
Assigned
Home
Schedule
Map
Profile

Exhibitor Management

Give exhibitors autonomy. Keep compliance airtight.

  • Self-service exhibitor portal with task checklists and document uploads
  • Automated compliance tracking with real-time progress dashboards
  • Tier-based management (Platinum, Gold, Silver) with auto-applied checklists
  • Discussion channels between organizers and exhibitors
  • Bulk operations for reminders, status updates, and communications
Learn more
9:41Your Event
Exhibitors
5 exhibitors · 3 approved
A1
Acme CorpGold
Approved
A4
TechVisionGold
Pending
B2
MedSupplySilver
Approved
B5
DataFlowSilver
Overdue
C1
PharmaCoBronze
Approved
Home
Exhibitors
Map
Profile

Exhibition Sales and Self-Service Checkout

Exhibitors browse, buy, sign, and pay — without a single email.

  • Tiered booth packages with pricing, inclusions, ticket allocations, and inventory limits
  • Self-service storefront where exhibitors browse, compare, and select their booth on the floor plan
  • Contract-driven checkout — exhibitors sign their agreement before they pay
  • Entitlement management for ticket allocations, inclusions, and add-ons by package tier
  • Upgrades after purchase with automatic pricing and entitlement adjustments
  • Real-time revenue tracking, inventory status, and sales pipeline visibility
Learn more
9:41Expo Store
Exhibition Packages
3 packages available
Gold
$8,5006×3m
Power, WiFi, Signage8 tickets
Silver
$5,2003×3m
Power + WiFi4 tickets
Bronze
$2,8003×2m
Power2 tickets
Home
Packages
Map
Profile

Contracts and E-Signatures

Every agreement your event needs. No separate signing tool required.

  • Built-in e-signatures — typed or drawn, sequential or parallel signing order
  • Block-based template editor with rich text, pricing tables, and merge tags
  • Tamper-evident audit trail with hash chain verification and Certificate of Completion
  • Negotiation versioning — decline, revise, and resend without starting over
  • Automated reminders with configurable intervals and follow-up tracking
  • Magic link signing — external parties sign without creating an account
  • Integrated with purchase orders, bills, and expense claims for financial document signing
Learn more
9:41Your Event
Contracts
4 contracts · 1 executed
Exhibitor Agreement
TechVisionExecuted
Sponsor Contract
DataFlowAwaiting Signature
Speaker Agreement
Dr. ChenSent
Venue Agreement
Convention CtrDraft
Home
Contracts
Docs
Profile

Task & Approval Workflows

Coordinate complex productions without the chaos.

  • 5 view modes: List, Board (Kanban), Calendar, Timeline, Gantt
  • Multi-step approval chains with email notifications at each step and full approval history
  • Entity-linked tasks — attach to deals, exhibitors, sessions, or any part of your event
  • Template-based checklists with auto-application rules
  • Deadline tracking with reminders and escalation
Learn more
9:41Your Event
Tasks
5 tasks · 2 high priority
To Do(2)
SC
Finalise speaker schedule
High15 May
JP
Order signage
Medium18 May
In Progress(1)
LW
AV equipment check
High20 May
Done(2)
AK
Catering confirmed
Medium10 May
SC
Venue contract signed
High8 May
Home
Tasks
Schedule
Profile

Real-Time Collaboration

Three channels. One conversation. Total visibility.

  • Three-channel comment system: internal team, client-facing, and review discussions
  • @mentions and real-time notifications across all portals
  • Activity feeds and full audit trail for every change
  • Live updates — changes appear instantly for all connected users
  • Role-based visibility ensures the right people see the right conversations
Learn more
9:41Your Event
Activity
Recent team changes
SC
Sarah C. edited Run Sheet — Day 1
Updated catering from 400 to 450 pax
2 min ago
JP
James P. commented on VIP Dinner
Can we add a vegetarian option?
5 min ago
SC
Sarah C. approved AV Requirements
All technical specs confirmed
12 min ago
LW
Li W. uploaded Floor Plan v3
Revised layout with extra breakout rooms
25 min ago
JP
James P. updated Speaker Schedule
Moved keynote to 09:30 slot
1 hr ago
Home
Schedule
Map
Profile

Documents & Email

Your single source of truth for event documents and communications.

  • SharePoint integration with real-time co-editing in Office Online
  • 4-tier visibility system: internal, organization, project, individual
  • Visual drag-and-drop email builder with template versioning
  • Campaign scheduling, delivery tracking, and dynamic variables
  • Per-organization branding with logos, colors, and fonts
Learn more
9:41Your Event
Documents
Exhibitor Docs
Search
Exhibitor Agreement.pdf
2.4 MB
PDF
Floor Plan Layout.xlsx
1.1 MB
XLSX
Brand Guidelines.pdf
5.8 MB
PDF
Booth Specs.docx
890 KB
DOCX
Sponsorship Pack.pdf
3.2 MB
PDF
Home
Schedule
Map
Profile

Meeting Notes & Transcripts

Capture everything. Surface what matters.

  • Microsoft Teams integration for automatic meeting transcripts
  • AI-powered insights: action items, key decisions, and follow-ups extracted automatically
  • Meeting-linked documents and task creation from transcript content
  • Searchable meeting archive across all your events
  • Share summaries with stakeholders who missed the meeting
Learn more
9:41Your Event
Session Recording
Dr Sarah Chen · Opening Keynote
Chapters
00:00Introduction and Welcome5 min
05:23Key Research Findings9 min
14:47Live Demo and Results7 min
22:10Q&A Session6 min
AI Summary
Home
Schedule
Map
Profile

Meetings & Webinars

Live sessions, briefings, and webinars connected to the event record.

  • Access-gated joining from the session page for attendees, speakers, and hosts
  • Meeting and webinar formats with role-aware host and attendee controls
  • Desktop, mobile web, and event app access for the same audience and same data
  • Recordings, captions, and transcripts flow into the existing video library
  • Chat archives, attendance analytics, watch time, and participant-minute reporting
  • AI-searchable recordings and transcripts for follow-up, summaries, and evidence
Learn more
9:41Partner briefing
Live room
186 joined
Screen share
Event partner briefing
SC
Host
JP
Speaker
LW
Attendee
Access checked
Ticket holders
Live Q&A
Can I watch this later?
Follow-up
Waiting room: 8
Attendance
42 min avg.

Knowledge Base

Centralized information for your team, exhibitors, and speakers.

  • Article management with rich text editing and media embedding
  • Category organization with public and internal article visibility
  • Acknowledgment tracking — exhibitors and speakers confirm they've read critical info
  • Search powered by the same hybrid AI search as the agent
  • Embed in portals for self-service access to guides and resources
Learn more
9:41Your Event
Welcome Guide
Getting Started
Welcome Guide
Updated 2 days ago
Welcome to your event. This guide covers everything you need for a great experience.
Registration opens at 08:00 in the main foyer on Level 1. Have your confirmation email ready to collect your badge.
Venue map
Home
Schedule
Map
Profile

Form Builder

Collect structured data from anyone.

  • Multi-page forms with conditional logic and progress tracking
  • 12+ field types including rich text, file upload, and author lists
  • Custom field types for any use case
  • Submission analytics: views, completions, drop-off rates
  • Attach forms to any entity — exhibitors, speakers, sessions, or standalone
Learn more
9:41Your Event
Registration
Please fill in your details
Full Name
Enter your name
Email Address
you@example.com
Organisation
Your organisation
Dietary Requirements
Select option
Accessibility Needs
Wheelchair access
Hearing loop
None
Submit Registration
Home
Schedule
Map
Profile

Vendor Management

Onboard, manage, and monitor every supplier across your events.

  • Category-specific onboarding with intake forms, compliance checklists, and signed agreements
  • Self-service vendor portal for PO acknowledgement, invoice submission, and payment tracking
  • Automatic expiry tracking for insurance, tax certificates, and time-bound documents
  • Cross-project vendor analytics: lifetime spend, open commitments, and category trends
  • Contact management with role-based portal access per vendor
  • Full lifecycle control: draft, onboarding, active, suspended, offboarding, archived
Learn more
9:41Your Event
Exhibitors
5 exhibitors · 3 approved
A1
Acme CorpGold
Approved
A4
TechVisionGold
Pending
B2
MedSupplySilver
Approved
B5
DataFlowSilver
Overdue
C1
PharmaCoBronze
Approved
Home
Exhibitors
Map
Profile

Financial Management

Both sides of your event budget. One platform.

  • Purchase orders through to payment with configurable approval workflows
  • Three-way matching: PO, goods received note, and bill reconciled automatically
  • Expense claims for staff and delegates flowing into the same payment pipeline
  • Payment runs across vendors with payment file generation (ABA, SEPA, CSV)
  • Cashflow projection combining revenue and expenditure schedules
  • PCO margin control with per-line cost, markup, and charge visibility
  • Multi-currency support with FX variance capture across the full pipeline
  • Recurring billing templates for subscriptions, retainers, and monthly services
Learn more
Interactive demo coming soon

Event Support Desk

Retire the shared inbox and the bolted-on help desk.

  • Every attendee, exhibitor, and member email becomes a tracked ticket with a number and a status
  • Shared inbox with assignment, private notes, and collision detection so no request is answered twice
  • AI reply drafts written in your event's voice and grounded in your knowledge base — you review and send
  • Self-service portal with secure links so requesters track their ticket without an account
  • Response and resolution targets with business hours, routing, auto-assignment, and macros
  • First-response and resolution times, backlog, target attainment, and CSAT on resolved tickets
Learn more
9:41Ticket #1042
Where do I park on day one?
Secure link · no login needed
Open
You

Hi, is there parking at the venue on Tuesday and what does it cost?

Reply to Event Support…

Event Accommodation & Travel

Hotel room blocks, guest bookings, and travel in one place.

  • Managed hotel room blocks with per-night inventory, rates, cut-off dates, and automatic release of unsold rooms
  • Run your own blocks or refer partner hotels for commission — the same booking experience for guests either way
  • Hotel partner portal for allocations and rooming lists, plus coordinator self-service with pre-purchase or charge-to-coordinator billing
  • Guest self-service to book, change, and cancel rooms during registration or from their portal, with live availability
  • Arrival and departure capture, transfer manifests, and airport and ground transport alongside room bookings
  • Commission and rebate tracking, hotel invoicing, and reconciliation with your event finances — card details never stored
Learn more
9:41Book your stay
Grand Plaza Hotel
Mon 10 Aug – Thu 13 Aug · 3 nights
Deluxe King
Event rate · 12 rooms left
$240
/night
Add airport transfer
Arrival · $45 one way
Total$720
Book room

FAQ

Questions about ema features

Answers about feature depth, connected workflows, integrations, and how teams can adopt ema gradually.

Get started

See how ema fits your next event

One platform for your entire event team, with packages that start from $499/month and scale around your event operations.

Get pricingBook a demo

Your privacy settings

We use essential cookies to run the site and optional analytics only if you say yes. You can read the Cookie Policy.