Exhibitors

Manage your Exhibitors

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If you are using the Expo module, you can add and manage exhibitors to your events on the Event page. The Expo module allows you to easily manage every expect, including:

• Creating your exhibitor registration and booth options
• Accept on-line exhibitor registrations
• Manage payments for exhibitors
• Assign booths, and other exhibitor needs
• Manage communications with exhibitors

The following instructions are for new events. Existing events will have the option to switch from Version 1 to Version 2 as shown below. Switching an event from Version 1 to Version 2 will integrate exhibitor registrations onto the event registration page.

IMPORTANT: If you switch an event from Exhibitor Version 1 to Version 2, IT CANNOT BE SWITCHED BACK.

1. To switch from Version 1 to Version 2, go to the event's Overview tab and click the orange pencil icon for the General Information section.

   

2. In the Exhibitor Version dropdown, select "Version 2" and click "Done".

Exhibitors - Registration Options

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Set up exhibitor-specific registration options.

1. Click the Exhibitor Setup tab
2. Click the pencil icon for the Exhibitor Registrations Options section. These selections are optional; if no options are set, exhibitor registrations will use the Attendee Setup options.

   

3. The following options are available:

   • Registration Start Date (Optional)
   • Registration End Date (Optional)
   • Exhibitor Directory: You can select an existing directory, or create a new one by clicking the grey plus icon . (Optional)
   • Terms/Conditions: You can select an existing terms and conditions, or create a new one by clicking the grey plus icon . (Optional) (NOTE: if Terms/Conditions are selected, they are required to be accepted by the exhibitor before registration can proceed)
   • Enable Online Registration: this will add your Exhibitor registration types/options to your overall event registration page. (Optional) Leaving this unselected will only allow exhibitors to be added via the back office by staff.
   • Venue Floor Plan: You can upload an image file (.jpeg, .jpg, .png, .gif, or .bmp) of your venue layout. Recommended size of 1000 pixels wide and 72dpi minimum. (Optional)

4. Make any adjustments/selections as needed and click Done.

Exhibitor Types

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Here you set up your exhibitor registration types. Similar to Attendee Registration Type.

1. Click the orange plus icon .
2. In the Add Exhibitor Type window, complete the following:

   

   • Name (Required)
   • Total Quantity of this Type: this allows you to limit the number of booths of this type available. (Optional)
   • Description: additional description of the booth/exhibitor type. (Optional)
   • Staff Registration Type: Select the registration type used to register booth staff as attendees. Click the grey plus icon to create a new registration type if needed. (Required)
   • Personnel Included in Price: Specify how many attendees are to be included in the exhibitor registration. (Required)
   • Base Fees: Click the orange plus icon and select the good/service item(s) for the exhibitor registration. Adjust the pricing if needed. (Required)
   • Booths: Click the orange plus icon to specify the booth number(s) for the exhibitor registration type here. Single booth numbers can be entered by using the same number for both "Starting Number" and "Ending Number". When registering, exhibitors will have the ability to look at a venue map and select a booth number from the range specified here. When a booth number is taken, it is removed from the available range so no two exhibitors may register for the same booth.

3. Complete all required fields and click Done.

Custom Fields

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If you have additional questions or options for your exhibitors to select, you can set up custom fields to include in their registration.

1. Click the orange plus icon .
2. In the "Add Event Exhibitor Custom Field" window, complete the following:

   

   • Field Area: if setting up a new custom field for this event, select "Event Exhibitor". (Required)
   • Existing Custom Field: if you are using an existing custom field, make your selection here. (NOTE: only custom fields of type Event Exhibitor are available to select.) Selecting an existing field will remove the "Field Area" option from the window and will populate the remainder of the fields with the selected field's properties , greying out any changes to the options as shown below:

   

   • Name (Required if adding a new custom field)
   • Display Name: this is what will display out on the exhibitor registration form. (Required is adding a new custom field)
   • Description: Any additional information you wish to display about this field on the exhibitor registration form. (Optional)
   • Custom Field Data Type: select the type of data you wish to collect in this field. For more information on custom field data types, see Custom Fields. NOTE: you cannot change a custom field's data type once the custom field has been saved/after you click "Done". Be sure to select the correct data type! (Required)
   • Characters Allowed: you can restrict the number of characters input when using a Text or Multi line Text data type. If you select a different type, this field is no longer displayed. (Optional)
   • Properties - Define the properties for the custom field:
     • Public: Select this check-box if you wish this field to be displayed for the public. This will allow the field to be displayed in the InfoHub, Directories and for use in membership applications.
     • Member Editable: Select this check-box to allow users to edit this custom field in their hub profile. If a custom field is to appear in the hub, but is not to be editable, you need only check the property Public.
     • Required: Select this check-box to make this field required.
     • Archived: If you no longer wish to use this custom field, selecting this check-box will hide the field from being used in the back office, but historical data will be maintained.
     • Is for Attendee: If you wish to include this on your registration form, tick this check-box.
     • Is Required for Staff: Enable this option if staff is required to complete this field when registering someone from the back-office.

3. Click Advanced Options to display the Applies to Exhibitor Type (Version 2 Only) option. This allows you to restrict the custom field to a specific exhibitor registration type if needed. (Optional)

   

4. Click Done.