# ExhibitDay Planning MCP

> ExhibitDay Trade Show Planning MCP lets your agent manage an event's full lifecycle. Track booth shipments, monitor budgets against actual costs, schedule staff, and coordinate travel logistics for any trade show. You get a single view of everything needed to run a major exhibition.

## Overview
- **Category:** event-management
- **Price:** Free
- **Tags:** trade-show-planning, booth-management, event-budgeting, logistics-tracking, exhibition-management, task-scheduling

## Description

Managing a large-scale trade show means juggling spreadsheets from finance, manifestos from shipping, and calendars from HR. This MCP connects your AI agent directly into ExhibitDay, the industry standard platform. Instead of clicking through ten different dashboards—one for budgets, one for tasks, another just for travel—you talk to your agent instead. You ask it things like, 'Did we allocate enough budget for booth materials?' and it pulls that data instantly. It doesn't matter if you need a summary of all upcoming events or the current status of freight shipments; this MCP handles the retrieval. When you connect it via Vinkius, you give your AI client access to a centralized source of truth, allowing you to run complex logistics reports using natural conversation.

## Tools

### get_exhibitday_account_metadata
Checks the metadata and usage limits assigned to your ExhibitDay account.

### get_event_budget_summary
Provides a high-level summary of the budgeted and actual expenses for one specific event.

### get_event_detailed_planning_data
Retrieves detailed logistical settings and planning information for a single trade show.

### quick_event_logistics_audit
Generates a single, high-level summary covering tasks, shipments, and travel for one event.

### list_event_booth_staff
Retrieves a list of team members assigned to staff the booth for a given show.

### list_trade_show_events
Provides a comprehensive list of every trade show managed in your account.

### list_booth_shipments
Lists all freight tracking details for booth materials arriving at an event location.

### list_planning_tasks
Lists all outstanding planning and logistical tasks for your projects.

### list_event_travel_records
Lists all travel and lodging arrangements associated with an exhibition project.

### list_future_scheduled_trade_shows
Identifies trade shows that are scheduled to happen at a later date.

## Prompt Examples

**Prompt:** 
```
List all trade shows scheduled for this year.
```

**Response:** 
```
I've found 5 trade shows for this year, including 'CES 2024' (Jan), 'NAB Show' (Apr), and 'RSA Conference' (May). Would you like to see the booth details for the NAB Show?
```

**Prompt:** 
```
Show me the budget summary for 'TechExpo 2024'.
```

**Response:** 
```
For 'TechExpo 2024', the total estimated budget is $45,000. Actual expenses logged so far are $32,500. Major costs include Booth Space ($15,000) and Sponsorship ($10,000). Should I pull the list of pending tasks?
```

**Prompt:** 
```
Check the shipment status for our booth materials.
```

**Response:** 
```
I've retrieved 2 shipments for the upcoming show: 'Main Backdrop' (Delivered via FedEx) and 'Collateral Boxes' (In Transit via UPS, Expected tomorrow). Would you like the tracking link for the UPS shipment?
```

## Capabilities

### Audit event readiness
Get an instant summary combining task completion status, budget utilization, and current shipments for any show.

### Track physical assets
List all freight and material shipments assigned to your booth so you know exactly what's on the way.

### Review financial health
Retrieve a high-level summary of budgeted versus actual expenses for specific events.

### Manage resources and staffing
Access who is assigned to staff the booth and review all planned planning tasks across your portfolio.

### Map logistics details
Retrieve comprehensive information, including venue data, travel records, and lodging arrangements.

## Use Cases

### Pre-Show Readiness Check
The Ops Director needs to confirm if the Chicago show is ready. They ask their agent, which then calls quick_event_logistics_audit and list_planning_tasks. The result shows two pending tasks (signage approval) and one shipment delay, giving them a clear action plan.

### Budget Variance Check
The Marketing Lead wants to know if they can afford more collateral for the Dallas event. They ask their agent to run get_event_budget_summary against the initial budget and see how much room is left before calling get_event_detailed_planning_data.

### Last-Minute Staffing Query
The Exhibitor Manager just got a call saying two staff members are sick. They use list_event_booth_staff to see who is assigned and then ask the agent if there's an alternate team member listed for that specific event.

### Future Planning Scope
The executive wants a roadmap of all big shows coming next year. They ask their agent to use list_future_scheduled_trade_shows, which immediately provides the dates and names they need for budgeting.

## Benefits

- Avoid manually compiling reports. Use quick_event_logistics_audit to get a single read on tasks, shipments, and travel for any event, instantly showing overall readiness.
- Track costs without guessing. Call get_event_budget_summary to compare what you budgeted against actual expenses, letting finance sign off faster.
- Know where your stuff is. list_booth_shipments gives real-time freight tracking so you never worry about missing materials for setup day.
- Manage the people and the plan. You can use list_event_booth_staff and list_planning_tasks to verify who needs to be there and what they need to finish first.
- See the big picture. Instead of querying every show individually, list_trade_show_events gives you a master roster of everything running through your company.

## How It Works

The bottom line is, you get to manage complex trade show logistics by talking to a single interface instead of navigating multiple vendor portals.

1. Connect this MCP to your preferred AI client using the Vinkius Marketplace. You'll need an ExhibitDay REST API Key, found in your account settings.
2. Authorize the connection within your agent. The MCP establishes a secure channel for data retrieval across all event parameters.
3. Ask your agent specific questions about the show—for instance, 'What are the outstanding tasks?' or 'Show me the budget breakdown.' It processes the request and returns actionable data.

## Frequently Asked Questions

**How do I check the budget using get_event_budget_summary?**
You provide the event name and the tool returns a summary of actual costs versus the total allocated budget. This is essential for catching overspending before an audit.

**Can list_booth_shipments tell me if my materials are delayed?**
Yes, it lists all freight tracking details. If a shipment status shows 'Delayed' or the expected date is missed, you know immediately and can alert the team.

**What does list_planning_tasks do?**
It provides a master list of every outstanding action item for the show. This helps Ops Directors quickly see what needs to be done before event day.

**Does get_event_detailed_planning_data include staff names?**
No, it focuses on technical and logistical details like venue layout and specific setup requirements. For staffing, you need list_event_booth_staff instead.

**How do I check my API usage and rate limits using get_exhibitday_account_metadata?**
It provides your account metadata, including current usage quotas. This function lets you see your service limits before they kick in, which is key for planning large data pulls.

**If I need to know about future events, should I use list_future_scheduled_trade_shows?**
Yes. This tool specifically gathers all trade shows scheduled after the current date. It’s perfect for early-stage planning and getting a timeline of upcoming exhibitions.

**Is quick_event_logistics_audit better than calling multiple tools for a summary?**
Absolutely. Instead of running separate calls for tasks, shipments, and travel, this single function gives you one high-level summary view. It’s the fastest way to check overall readiness.

**What specific details can I get about team trips using list_event_travel_records?**
You retrieve all lodging and travel arrangements tied to an event. This means you get dates, locations, and confirmation details for the whole team's trip.

**How do I get an ExhibitDay API Key?**
Log in to your ExhibitDay account, navigate to **Settings > API Integration**, and you can generate or retrieve your unique **REST API Key** from there. API access is typically available on professional and higher plans.

**Does the integration show real-time budget status?**
Yes, you can use the get_event_budget_summary tool to retrieve high-level financial data, including total estimated expenses compared to actual logged costs for a specific show.

**Can the agent track material shipments?**
Yes, you can use the list_booth_shipments tool to retrieve tracking numbers, carrier names, and current delivery statuses for all booth materials associated with your events.