Automated vehicle tracking, compliance monitoring, and car park enforcement for trade shows, conferences, and exhibitions
MyCarPass's Exhibitor Management module transforms how you manage vehicle access during event setup periods for trade shows, conferences, and exhibitions. Enforce vehicle limits, monitor setup windows, prevent overstays, and now ensure exhibitors park in their designated car parks — all with zero manual intervention.
From exhibitor registration through to compliance enforcement, our system handles everything automatically—access credential generation with car park assignment, vehicle registration, ANPR-based tracking, wrong car park detection, overstay detection, multi-channel notifications, complete audit trails, and violation management.
Deleting an exhibitor vehicle triggers a cascade that keeps the ANPR whitelist and pass states perfectly aligned — automatically.
| Scenario | Whitelist Removed? | Pass Reactivated? |
|---|---|---|
| Deleted, reusable pass, drops below limit | ✓ Yes | ✓ Yes |
| Deleted, reusable pass, still at limit | ✓ Yes | ✗ No |
| Deleted, single-use pass | ✓ Yes | ✓ Yes |
| Deleted, manually registered (no pass) | ✓ Yes | N/A |
| Deleted, pass expired | ✓ Yes | ✗ No (expired) |
Choose the approach that fits your event scale — or use both together for maximum flexibility.
Admin enters the VRM directly against the exhibitor profile. Instantly creates a whitelist entry. No pass required.
Admin issues a pass tied to a specific car park. Exhibitor scans QR or enters hanger code to register their own vehicle.
Best practice: Use Option 2 for pre-registered exhibitors and Option 1 for walk-ups and VRMs that change on the day. Both methods produce identical ANPR whitelist entries and are subject to the same vehicle limit, overstay, and car park enforcement.
Eliminate congestion, enforce car park assignments, and maintain professional communication with zero manual effort
Real-time alerts via email and SMS ensure exhibitors stay informed throughout the event lifecycle — from arrival to departure, with enforcement when needed.
The moment an ANPR camera detects a registered vehicle entering the event site, an entry notification is dispatched to all contacts who have opted in for entry alerts.
Hi Sarah,
Vehicle AB12 CDE for AutoParts Direct has entered Your Trade Show 2026 at 07:15.
A scheduled compliance check runs every 15 minutes identifying vehicles still on-site after their allocated setup window has ended. Repeat alerts are sent every 15 minutes until the vehicle exits.
AutoParts Direct — Vehicle AP70 XYZ has overstayed at Your Trade Show 2026.
Exit ANPR reads trigger an immediate confirmation notification to opted-in contacts. Provides peace of mind that the setup crew has left the site and the vehicle is no longer occupying a bay.
Hi Sarah,
Vehicle AP70 XYZ for AutoParts Direct has left Your Trade Show 2026 at 09:45.
When a vehicle enters a car park that doesn't match its pass assignment, this urgent notification is sent to all contacts regardless of their individual notification preferences. The severity requires immediate attention from everyone.
A vehicle in the wrong car park creates operational urgency — it may be blocking a reserved bay, causing traffic confusion, or creating safety risks. The message needs to reach someone who can act immediately, even if certain contacts have opted out of routine entry/exit alerts.
Vehicle PD20 WRG for Premium Displays Inc has entered the WRONG CAR PARK.
Please relocate immediately to the correct car park.
The pass validity window controls when credentials can be used to register a vehicle. The exhibitor setup window controls when the vehicle is expected on-site. They serve entirely different purposes.
valid_from → valid_until
setup_start_time → setup_end_time
Everything you need to manage hundreds of exhibitors with zero manual oversight
Create exhibitor profiles with company details, stand assignments, vehicle allowances (1–5 vehicles), and precise setup time windows. Configure notification contacts with granular preferences for email and SMS alerts.
Issue QR codes or hanger cards assigned to a specific car park. When multiple car parks exist for an event, each pass is tied to the correct location — ensuring exhibitors go exactly where they should.
Exhibitors register vehicles using QR codes or hanger card numbers. System automatically enforces vehicle limits, validates pass codes, and records which car park the pass is assigned to before allowing registration.
Automatic Number Plate Recognition cameras at entry/exit points detect vehicles by VRM. Real-time status updates transition vehicles through registered, on-site, exited, or overstayed states without manual intervention.
When an ANPR camera detects a vehicle entering a car park that doesn't match its pass assignment, the system instantly flags the violation, logs it for audit purposes, and alerts all notification contacts regardless of their preferences.
Define precise setup windows (e.g., 6:00 AM – 10:00 AM) for each exhibitor. System automatically monitors compliance and identifies vehicles remaining on-site beyond their allocated time.
Scheduled compliance checks run every 15 minutes identifying exhibitors whose vehicles remain on-site past setup end time. Notifications repeat every 15 minutes until the vehicle exits.
Send automated alerts via email and SMS for vehicle entry, overstay warnings, exit confirmations, and wrong car park incidents. Contacts configure individual channel preferences — except wrong car park alerts which go to everyone.
Full violation lifecycle management: log wrong car park entries, track resolution status, filter and export violation reports, and resolve individually or in bulk — with notes and timestamps for complete accountability.
Live compliance dashboard shows total exhibitors, vehicles on-site, overstaying exhibitors, and vehicle limit violations. Auto-refreshes every 30 seconds with colour-coded status indicators.
Dedicated violations view showing total, unresolved, resolved, and affected exhibitor counts. Filter by status, exhibitor, and date range. Export to CSV for evidence and reporting. Resolve with one click.
Comprehensive logging of all vehicle movements, notification deliveries, status changes, violations, and resolutions. Full ANPR read history with timestamps, camera IDs, confidence scores, and car park references.
Eliminate congestion, enforce car park assignments, and maintain professional communication with zero manual effort
When managing events with multiple car parks, ensuring exhibitors use their designated location is critical for traffic flow and operational efficiency. MyCarPass now automatically enforces car park assignments at the ANPR level.
Flexible resolution paths to match every real-world scenario — from automatic enforcement to administrative exceptions
When the vehicle exits the wrong car park and enters the correct one, the violation automatically resolves. The resolution note includes the car park name and exact time — no admin action required.
Staff can mark a violation as resolved after physically verifying the vehicle has relocated. Requires a resolution note explaining what action was taken and when.
For legitimate exceptions — oversized equipment, last-minute bay changes, or special permissions — admins can override the violation with notes explaining the authorisation granted.
A scheduled command automatically resolves violations older than a configurable threshold (default 24 hours). Keeps the violations dashboard clean and actionable after events conclude.
From exhibitor registration to compliance enforcement — fully automated
Event administrator creates exhibitor profile with company details, stand number, maximum vehicle allowance, and setup window. Notification contacts configured with preferences for entry, overstay, exit, and wrong car park alerts.
Administrator issues QR codes or hanger cards, now with optional car park assignment. For events with multiple car parks (e.g., North, South, VIP), each pass is tied to the correct car park location. Passes without a car park assignment allow entry to any car park.
Exhibitor presents QR code or hanger card at registration. System validates pass (not expired, within validity window, not already used if single-use), checks vehicle limit, creates registration record linked to the pass and its assigned car park.
Vehicle enters venue and passes ANPR camera. System checks VRM against registered vehicles and validates whether the car park matches the pass assignment. Correct car park: status updated to on_site, normal entry notification sent. Wrong car park: violation logged, all contacts alerted immediately, vehicle still marked on_site.
System runs automated checks every 15 minutes identifying exhibitors where current time exceeds setup_end_time and vehicles are still on-site. Validates against latest ANPR reads and sends escalating overstay alerts.
If a vehicle enters the correct car park after a wrong car park violation, the violation auto-resolves. Alternatively, staff can manually resolve or apply an administrative override. A scheduled job cleans up stale violations after events conclude.
Vehicle departs and passes exit ANPR camera. Status updated to exited, exit timestamp recorded, optional exit notifications sent to relevant contacts.
Administrator reviews compliance dashboard and violations dashboard. Exports violation reports with ANPR evidence for penalty enforcement. Historical data informs car park layout and pass assignment improvements for future events.
Traditional event setups suffer from congestion, overstays, and exhibitors parking wherever is convenient. MyCarPass eliminates all of these with complete automation and real enforcement.
Automated Tracking
Check Interval
ANPR Validation
Resolution Types
Manual Entry
Audit Trail
Common questions about the Exhibitor Management module
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