How to Add Exhibitors to Your Event

Creating exhibitor profiles for your event is an essential step in ensuring that exhibitors can effectively engage with attendees, capture valuable leads, and promote their presence. With our easy-to-use interface, managing exhibitor profiles has never been easier. This guide will walk you through the process of adding new exhibitors, customizing their profiles, and providing them with the tools they need to make the most of their participation in your event.

Why are Exhibitor profiles important

Exhibitor profiles play a key role in:

Enhancing attendee engagement: By giving exhibitors a platform to showcase their brand, products, and services.

Lead capture: Enabling exhibitors to easily capture leads by scanning attendee badges.

Brand promotion: Ensuring exhibitors have the tools to promote their presence and connect with potential customers.

Simplifying management: Streamlining event organization by allowing exhibitors to manage their own profiles and leads through a self-service portal.

Steps to add the Exhibitor profile

Navigate to People > Exhibitors. This will direct you to the section to add and manage the Exhibitor account(s).

Click the "Add New Exhibitor" Button

Fill in the Exhibitor's information

In the form that appears, you will need to provide the following essential details about the exhibitor:

Organization: Enter the official name of the exhibitor's company or organization. This is the primary identifier for the exhibitor.

First Name: Type in the first name of the primary contact person or the exhibitor representative who will be managing the profile and potentially attending the event.

Last Name: Enter the last name of the primary contact person or exhibitor representative.

Email: Provide the valid email address of the primary contact person. This is crucial as an invitation email containing a unique link to the exhibitor's self-service portal will be sent to this address. Ensure the email is accurate, as it serves as the primary communication channel between the organizer and the exhibitor regarding their profile and lead information.

Logo: Click on the "Upload Logo" button to add the exhibitor's company logo. Accepted file formats are JPG and PNG. The logo will be prominently displayed on their profile page, enhancing their brand visibility.

Website URL: Include the official website address (URL) of the exhibitor's organization. This link will be displayed on their profile, allowing attendees to easily visit the exhibitor's website for more in-depth information about their products, services, and offerings

Configure additional settings (optional)

Customize the exhibitor's profile further based on the specific needs and features of your event

1. Allow Exhibitor to capture leads

Toggle this option to enable if you want to allow the exhibitor to capture leads from attendees during the event.

Lead Credits (If Applicable): If your event utilizes a lead credit system, you can specify the number of lead credits the exhibitor will receive in the designated field. Typically, one credit corresponds to the ability to capture contact information from one attendee badge scan. Enabling lead capture empowers exhibitors to collect valuable contact information for post-event follow-up and sales efforts.

2. Simultaneously create a sponsor profile for this Exhibitor

If the exhibitor is also a sponsor of your event, you can choose to automatically create a sponsor profile for them by selecting this option. This feature clones the exhibitor's profile information to create a sponsor listing, saving you time and effort on duplicate data entry. The sponsor profile can then be managed separately within the "Sponsors" section of your event management platform, allowing for tailored content and visibility as a sponsor.

This sponsor profile can be managed separately in the Sponsors section.

After filling in the required information and configuring any optional settings, click the "Save" button to complete the creation of the exhibitor's profile.

Review and Manage Exhibitor Profiles

Once the exhibitor profile is created, you can manage it easily:

1. Review the profile: In the Exhibitors section of the organizer account, you can view the exhibitor’s profile to ensure all information is accurate and up to date.
2. Edit or delete: If needed, you can edit the profile to make changes or delete the profile if the exhibitor no longer participates in your event.

These options are available next to each exhibitor’s name in the Exhibitor section of your account.

Exhibitor Invitation and Self-service Portal

After saving the exhibitor’s profile, an invitation email will be sent to the exhibitor's provided email address. This email will contain a link to the exhibitor’s self-service portal, where they can

• View and update their profile.
• Access event details and lead capture tools.
• Manage other settings as per your event's requirements.

Exhibitors must use the link in the email to activate their profile and gain access to these features.

Best practices for managing Exhibitor profiles

Communicate Clearly: Provide exhibitors with clear instructions on how to activate their profiles and use the self-service portal.

Encourage Customization: Encourage exhibitors to upload high-quality logos and complete their profiles to maximize their visibility.

Monitor Lead Capture: Track lead capture activity to ensure exhibitors are utilizing the tools effectively.

Provide Support: Offer assistance to exhibitors who may need help navigating the platform or setting up their profiles.

By following this comprehensive guide, you can create a seamless and impactful experience for your exhibitors, providing them with the essential tools and support they need to maximize their participation and achieve their event objectives. Remember, well-managed exhibitor profiles contribute significantly to the overall success and value of your event.

If you have any further questions or require assistance with managing exhibitor profiles, please don't hesitate to reach out to our dedicated support team at help@eventzilla.net. We are here to help you ensure your event is a resounding success!