Customers / National Wrestling Coaches Association
Customer story
NWCA streamlines exhibitor management and cuts administrative work
How the National Wrestling Coaches Association replaced spreadsheets, email, and PDF agreements with self-service exhibitor management for its annual convention.
25-30
Exhibitors, now self-service
6
Capabilities implemented
1
Portal for every exhibitor task
SOPs
ExpoGenie now in the playbook
The challenge
Exhibitor management ran on spreadsheets, email, and PDF agreements, with manual booth placement consuming staff time.
The solution
Interactive floor plan, exhibitor portal, booth staff registration, task management, bulk email, and resource pages.
The outcome
Self-service workflows replaced manual processes, reducing administrative workload for a lean events team.
Customer profile
A national association run by a lean team
The National Wrestling Coaches Association (NWCA) is a nonprofit organization serving wrestling coaches and programs across the United States. Each year, the association hosts its annual convention, featuring 25-30 exhibitors, multiple sponsors, educational sessions, and networking opportunities.
The event is managed by a lean team, with Director of Personnel Operations Dan Weaver overseeing convention logistics alongside his broader organizational responsibilities.
At a glance
- Organization
- National Wrestling Coaches Association
- Industry
- Association
- Annual event
- NWCA Annual Convention
- Exhibitors
- 25-30
- Sponsors
- Multiple
- ExpoGenie products
- Floor Plan, Exhibitor Portal, Booth Staff, Tasks, Email
A look inside the NWCA Championships
National Wrestling Coaches Association · Less exhibitor admin work
The challenge
Spreadsheets, email, and PDFs everywhere
Before ExpoGenie, exhibitor management was handled almost entirely through spreadsheets, email, and PDF agreements. Booth placement was particularly time-consuming: exhibitors had questions about neighboring booths and placement preferences, while sponsors required priority placement before remaining inventory could be assigned.
Exhibitor management handled through spreadsheets, email, and PDF agreements
Booth assignments made manually, one exhibitor at a time
Exhibitor information collected through disconnected processes
Staff time spent following up on missing documents and registration details
Frequent placement questions about neighboring booths and preferences
Sponsors needing priority placement before remaining inventory could open
I’m hoping this can be an intern for me.
Dan WeaverDirector of Personnel Operations, NWCA
The solution
Self-service workflows after the sale
NWCA implemented ExpoGenie’s floor plan and exhibitor fulfillment capabilities to streamline exhibitor management after booth purchases were completed through its existing registration process.
Interactive floor plan
Exhibitors self-select available booths while getting visibility into neighboring exhibitors.
Exhibitor portal
Collects logos, company descriptions, website URLs, social media profiles, insurance certificates, AV forms, and other required materials.
Booth staff registration
Exhibitors manage their own onsite personnel and badge allocations.
Task management and reporting
Staff track completion status and identify outstanding requirements at a glance.
Bulk email communications
Targeted reminders and exhibitor follow-up sent right from the platform.
Resource and FAQ pages
Exhibitor agreements, venue information, shipping instructions, and event resources in one place.
The impact
Manual processes replaced with self-service
Exhibitors pick their own booths
Self-service booth selection reduced manual placement work and placement-related inquiries.
Everything collected in one place
Logo collection, insurance certificates, AV forms, and exhibitor information were centralized in a single location.
Booth staff registration went self-service
Onsite personnel management moved from email-based coordination into a dedicated self-service workflow.
Clear visibility into outstanding items
Task reporting showed outstanding exhibitor requirements and simplified follow-up communications.
A lighter administrative load
Centralized exhibitor management and automated reminders reduced repetitive administrative work.
Results at a glance
- Self-service booth selection reduced manual placement work
- Exhibitor assets and documents collected and tracked in one system
- Repetitive admin tasks and exhibitor follow-up reduced
- Booth staff registration moved from email into a self-service portal
- Documented in NWCA’s SOPs as part of future event operations
It’s well worth, in my opinion, well worth the cost. I’ve been telling the staff, my team.
Dan WeaverDirector of Personnel Operations, NWCA
Looking ahead
Expanding ExpoGenie across NWCA events
NWCA plans to expand its use of ExpoGenie for future conventions, including evaluating payment processing through ExpoGenie and exploring use cases for additional association events.
The organization has also incorporated ExpoGenie into its internal standard operating procedures to support continuity and future staff transitions.
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