How to add and manage exhibitors for your event?
Creating exhibitor profiles for an event is a critical step in ensuring that exhibitors have a seamless experience and can engage effectively with event attendees. With our simple and intuitive interface, you can easily manage exhibitor profiles and allow exhibitors to capture leads, customize their profiles, and promote their presence at your event. This guide will walk you through the process of adding a new exhibitor and managing their profile.
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 details about the exhibitor:
Organization
Enter the name of the exhibitor’s organization. This is the business or entity they represent.
First name
Type in the first name of the exhibitor who will be managing the profile or attending the event.
Last name
Enter the last name of the exhibitor.
Provide the exhibitor’s email address. This is essential as an invitation email will be sent to this address, enabling the exhibitor to access and activate their self-service portal where they can manage their profile and lead information collected.
Ensure the email is valid, as it is the primary means of communication between organizer and the exhibitor.
Logo
Upload the exhibitor's logo in JPG or PNG format. The logo will appear on their profile page.
Website URL
Include the exhibitor’s website URL. This link will allow attendees to visit the exhibitor’s website for more information about their products, services, or offerings.
Configure additional settings (optional)
Customize the exhibitor's profile based on your event's needs:
1. Allow Exhibitor to capture leads
Toggle the option to allow the exhibitor to capture leads during the event.
If your event uses a lead credit system, you can specify the number of credits the exhibitor will receive. One credit typically corresponds to one lead captured during the event.
Enabling this option allows exhibitors to scan attendee badges, collect contact information, and follow up after the event.
2. Simultaneously create a sponsor profile for this Exhibitor
If the exhibitor is also a sponsor, you can choose to create a sponsor profile for them.
By selecting this option, the exhibitor’s profile information will be automatically cloned to create a sponsor listing, saving you time on data entry.
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:
- 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.
- 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.
By following these steps, you ensure that exhibitors have all the tools they need to engage with attendees and make the most of their participation.
If you have any further questions or need assistance with managing exhibitor profiles, don’t hesitate to reach out to our support team at help@eventzilla.net We’re here to help you ensure your event is a success!