Customers / Bay Area Apartment Association
Customer story
BAAA sells out booth inventory in hours
How one of Florida’s fastest-growing multifamily associations runs a high-demand booth launch with ExpoGenie, Novi AMS, and QuickBooks working as one system.
100+
Booth purchases on launch day
Hours
To sell most booth inventory
3
Systems synced in one workflow
0
Double-bookings during launch
The challenge
A legacy floor plan platform with no Novi or QuickBooks sync, manual reconciliation, and high-demand launches that risked double-bookings.
The solution
Novi SSO, a real-time interactive floor plan, exhibitor portal, sponsor pre-sales, and unified QuickBooks and Novi integration.
The outcome
100+ launch-day booth purchases, most inventory sold within hours, zero double-bookings, and no manual re-entry.
Customer profile
One of Florida’s fastest-growing multifamily associations
The Bay Area Apartment Association (BAAA) is one of Florida’s fastest-growing multifamily housing associations, nearly doubling in size over the past five years.
Its annual trade show is one of the association’s most anticipated events, featuring more than 100 exhibiting companies and a highly competitive booth sales process. Demand is so strong that the majority of exhibit space is typically claimed within hours of sales opening.
At a glance
- Organization
- Bay Area Apartment Association
- Industry
- Association
- Annual event
- BAAA Annual Trade Show
- Exhibitors
- 100+
- Integrations
- Novi AMS, QuickBooks
- ExpoGenie products
- Floor Plan, Exhibitor Portal, Sponsors, Novi SSO, Reporting
A look inside the BAAA Trade Show
Bay Area Apartment Association · Booth inventory sold out in hours
The challenge
A booth launch its legacy platform could not keep up with
Prior to ExpoGenie, BAAA relied on a legacy floor plan platform that created operational challenges across booth sales, membership management, and accounting. Booth purchases did not automatically synchronize with Novi AMS or QuickBooks, forcing staff to manually reconcile transactions across multiple systems, and the challenges became even more pronounced during high-volume booth sales launches.
Manual data entry between booth sales, Novi AMS, and QuickBooks
Difficult invoice tracking and payment reconciliation
Limited visibility into exhibitor transaction history
High-volume booth sales occurring within a short window
Risk of double-bookings during peak purchasing periods
Multiple post-sale workflows managed outside the floor plan platform
It was not great for tracking purposes at all. Sometimes you’d find a sales receipt that’s floating around and who knows where.
Krystal HumphreyDeputy Executive Director, Bay Area Apartment Association
The solution
Booth sales connected straight to Novi and QuickBooks
BAAA selected ExpoGenie to modernize booth sales while creating a direct connection between exhibitor purchases, member records, and accounting systems.
Novi Single Sign-On
Members access booth sales using their existing Novi credentials, eliminating unnecessary registration steps and creating a frictionless purchasing experience.
Interactive floor plan
Real-time booth availability, color-coded inventory, and cart reservation timers help prevent double-bookings during high-demand sales periods.
Exhibitor portal and task management
Exhibitors manage logos, company profiles, booth staff registrations, and optional add-on purchases through a centralized portal.
QuickBooks and Novi integration
Invoices, payments, registrations, and exhibitor records synchronize across ExpoGenie, Novi AMS, and QuickBooks through a unified workflow.
Sponsor pre-sale management
Staff reserve inventory and place exhibitors into booths prior to public sales launches, ensuring sponsors receive priority access.
Operational reporting
Built-in reporting provides visibility into invoices, task completion, exhibitor fulfillment, and outstanding requirements.
The impact
A sell-out launch with zero double-bookings
Successfully managed a high-demand booth launch
More than 100 exhibitors completed purchases during launch day, with inventory selling rapidly through the online floor plan without creating double-bookings or inventory conflicts.
Eliminated manual data entry
Booth purchases, invoices, payments, registrations, and member records now synchronize across Novi AMS and QuickBooks, reducing administrative effort and improving data accuracy.
Improved financial visibility
Invoices are tied directly to exhibitor records, booth purchases, and member accounts, creating a cleaner accounting process and eliminating disconnected transaction records.
Expanded revenue opportunities
Additional exhibitor products, including premium profile upgrades and staff passes, were incorporated directly into the purchasing workflow.
Centralized exhibitor management
Task completion, booth staff registration, company profiles, and exhibitor communications are now managed through a single self-service portal.
Results at a glance
- 100+ booth purchases handled on launch day
- Majority of inventory sold within hours of opening sales
- Manual synchronization eliminated between booth sales, Novi AMS, and QuickBooks
- Double-bookings prevented through real-time inventory controls
- Exhibitor management centralized in a self-service portal
- Revenue expanded through integrated add-on sales
- New booth inventory added mid-cycle to accommodate demand
We want it to be the easiest thing. Get in, buy the booth, and then all the other stuff we can handle after.
Russ WebbExecutive Director, Bay Area Apartment Association
Looking ahead
Doubling down on integrations and self-service
BAAA plans to continue expanding its use of ExpoGenie’s Novi and accounting integrations while refining its high-volume booth sales process. The association is also exploring deeper payment integrations and additional self-service capabilities to further streamline exhibitor management.
As a recognized leader within the Novi community, BAAA has partnered with ExpoGenie to share its success story with other associations seeking to modernize exhibitor operations.
Keep exploring
More customer stories
Your turn
See how ExpoGenie helps associations sell out booths and sponsorships
Join associations like BAAA that run high-demand booth launches with far less manual work.