Annual Meeting Software

Keep annual meetings organized with interactive maps, exhibitor sales, self-service vendor tools, a branded mobile app, and reporting your team can export with confidence.

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Buyer summary

What is association annual meeting software?

Annual meeting software runs the exhibit hall and attendee experience around a recurring membership meeting. Map D maps the venue, sells exhibitor space and sponsorships, gives vendors a self-service portal, and produces the year-over-year reporting a board compares at renewal.

Best for

Associations and member organizations running a recurring annual meeting

What to evaluate

Reusable year-over-year setup
Exhibitor and sponsorship sales
Board-ready analytics

Trusted by leading associations

What our customers say

See how event teams use MapD to run smoother events.

MapD is the best option for our expos. Our clients love the registration process! Data organization and exports are simple and easy. Fast reliable customer support feels like family. The wide variety of tools available for us allow us to grow and still feel well accommodated.

Kyle Michaud

President @ Experience Expositions

MapD is indeed a welcome and needed change for the way we sell booths and handle our awesome exhibitors. With being in our 20th year, we needed a system that would take the guesswork out of exhibitor payments, accounting, floor plan assignments and more! MapD has helped us sell more booths in a shorter time frame and we will most definitely continue to use them!

Ta'ron Joyner

Exhibitor Acquisitions Manager @ Taliah Waajid

MapD is one of the most user friendly systems I have found for floor plan software. The customer service received after signing up goes unmatched by any other systems I have used. MapD has truly made my job easier as an Exhibit Manager and helps to promote and sell booth space with the interactive floor plan I can deliver to my vendors.

Casey Hiner

Meeting Architect @ Kinsley

The support of our vendors and partners allows us to put these events together, so again, thank you. I hope you have enjoyed this year's Virtual A-Day! The platform is amazing and so easy to use. :)

Alyssa Meek

Events manager @ DFWAE

I am really excited about this. The staff met with me this morning and we all LOVE the platform. People are already filling out their booths.

Lisa Veregge

Director, International Trade and Development @ Maine Insurance Agents Association

Map D is an amazing platform and easy to use! We worked with Map D for our virtual annual conference last year and it worked like a charm. When we held our annual conference in-person for the first time in two years, our first choice for our conference app was Map D!

Rori Shaw

Executive Director @ Texas Society of CPAs

I just came back from show site. This week I had my largest show ever. I had 247 exhibitors and I had 247 happy exhibitors. And a lot of that is a result of they were able to get their badges, update their profile, reach out to me anytime they want to.

Yalonde Tanner

Show Manager @ Georgia Municipal Association

Exporting exhibitors is really helpful for me. Fern needs a list of all our exhibitors with their booth number and what size it's going to be. Just exporting that list and getting it to whoever I'm working with at Fern is so incredibly helpful.

Laura Webb

Event Coordinator @ Multi Family Northwest

I'm probably your only customer who uses it to sell campsites, but it works really well. I just give them a drawing and they put it all together for me. I don't have to do it - it saves me many hours.

Tracie Engi

High Lifter Products

Rebuild next year from this year

Interactive Maps & Wayfinding

Publish a clickable map for vendor rows, stages, and sponsor areas so attendees can search, orient themselves, and navigate your venue on web or mobile.

Spring Expo 2026 — Halls A & BPublished

Hall A floor plan with booths colored by sales status

AvailableReservedSoldUnavailable

Exhibitor & Sponsorship Sales

Let vendors choose space directly on the live map, complete checkout anytime, and add sponsorship placements or services without manual sales coordination.

Ridgeline Supply Co.

Booth A12 · Exhibitor Portal

2 tasks due

Booth readiness6 of 8 complete

Company profile & logoApproved
Certificate of insuranceApproved
Staff badges (4 of 6 named)Due Mar 14
Final balance · $2,775Due Mar 20
Marketplace listing publishedLive

Reminders sent automatically at 30, 14 and 3 days.

Exhibitor & Vendor Self-Service

Give vendors one login to upload logos and documents, manage staff, buy add-ons, and print invoices so your team can keep everything moving from one place.

Show Performance

Spring Expo 2026

Sold out 12 days early

Revenue / sq ft: $41.80
Booths sold: 312
Renewal rate: 87%

SepOctNovDecJanFebMarApr

Branded Mobile App

Give attendees a branded iOS/Android app with schedules, bookmarks, exhibitor lists, and navigation. Send targeted push alerts for program changes, room updates, or sponsor moments to keep everyone informed in real time.

Spring Expo 2026 — Halls A & BPublished

AvailableReservedSoldUnavailable

Board-Ready Analytics & Reporting

Track sales progress, open floor space, and sponsor uptake with live dashboards. Export clean charts and lists for board packets and post-event reports. Lead capture flows to your CRM to prove ROI for exhibitors and sponsors.

Ridgeline Supply Co.

Booth A12 · Exhibitor Portal

2 tasks due

Booth readiness6 of 8 complete

Company profile & logoApproved
Certificate of insuranceApproved
Staff badges (4 of 6 named)Due Mar 14
Final balance · $2,775Due Mar 20
Marketplace listing publishedLive

Reminders sent automatically at 30, 14 and 3 days.

See it on your own floor plan

Stop reading about it. Build one.

Upload the floor plan you already have and place your booths on it yourself, in Map D’s editor. Free to build, no contract, and nothing to install.

Build your floor plan free Request a demo

800+

Organizers running shows on Map D

6,000+

Events powered every year

800,000+

Booths drawn to date

“I am really excited about this. The staff met with me this morning and we all LOVE the platform. People are already filling out their booths.”

Director, International Trade and Development @ Maine Insurance Agents Association

Keep exploring

Your questions answered

These are some of the most common questions organizers ask about payments, embeds, ticketing, and launch timelines for annual meetings with Map D.

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Can we build next year from this year's setup?

Yes. Floor plans, pricing tiers and exhibitor records carry forward between events, so an annual meeting is not rebuilt from scratch each cycle.

Can returning exhibitors keep their usual space?

Yes. Renewals can be handled before open sale, so returning exhibitors can retain or reselect their space through the same portal rather than by email.

What can we show the board after the meeting?

Revenue by exhibitor and sponsor, space sold against last year, and attendee engagement, exportable for a board packet without manual assembly.

Can exhibitor rates differ for members and non-members?

Yes. Pricing tiers can key off member status so the correct rate applies at checkout, and payments can run through your own gateway.