How to add exhibitors to the app?
If you’re organizing an event where showcasing your partners is super important (like trade fairs or conferences with a special space for Partners), this is the module where you’ll want to gather all info and contact details about exhibitors. A clear list of exhibitors makes it easy for participants to browse profiles and find what they’re looking for, and it can even guide them straight to the exhibitor's booth on the interactive map!
Adding exhibitor profiles – the basics
To add new exhibitors to the list, choose the Content section from the top menu, then in the side menu select the Exhibitors module. Once you’re in the edit view, at the bottom of the page click on the (+) Add new exhibitor icon. To create a new profile you only need the exhibitor’s name. It’s a good idea to fill in more details like a logo, website address, Youtube channel or contact info for someone your participants could reach out to during the event if needed. With a complete profile, you’ll help everyone get to know the participating companies better and make sure they get the exposure they deserve:
Name – this is the company name of that exhibitor
Field – this is the business profile or industry, e.g. Gastronomy, Automotive, Consulting, IT
Description - info about the company that lets participants get to know the company profile even before the event starts
Logo - helps increase brand recognition and show off your logo on the Landing Page and in the event Mobile App. Required ratio: 1:1.
Banner - the background photo where your logo will be placed. Required ratio: 2:1.
Photo gallery - lets you create a gallery visible when someone visits the exhibitor's profile. The gallery is only available in the mobile app.
Add attachments as downloadable files like flyers, catalogs, sales presentations, or offers.
Add exhibitor tags – with this feature you can create keywords, so when a participant types them into the search, they can find a group of exhibitors with that tag. This lets you group exhibitors by any kind of business type.
Website URL – add the exhibitor's website to boost its exposure, which will bring benefits to the exhibitor.
Promotional YouTube Video URL – add a YouTube video that'll really make the exhibitor profile more attractive.
Social Media – here you can add links to the exhibitor's social profiles in the mobile app. You can decide if you want these links to be shown only for logged-in participants by choosing the Only for logged-in option.
Contact with the exhibitor during the event
In the app, you can specify who represents a particular exhibitor. To do this, just pick one of the two available options:
CONTACT PERSONS – by clicking the + icon, you move on to creating an exhibitor rep profile. Their contact info will be visible to all event participants in the mobile app and on the dedicated website, but no direct contact through the app or the event Landing Page will be possible.
COMPANY REPRESENTATIVES AT THE EVENT – by clicking the Choose user button, you’ll see a list of all event participants (those logged in or imported), and you can pick your reps from there. This option is recommended because it lets participants interact directly with reps, via private messages or one-on-one video calls. Other participants browsing your exhibitors’ profiles can send a private message to your company rep, set up a meeting, or talk about, for example, a product or service presentation you’ve added to your company profile:
A representative of type Contact User at the event needs to log in to the app first or should be imported into it, so you can add them to the exhibitor profile. They will also show up as a participant in other modules like Business Matching or Attendees.
Contact details – you can also add contact details the old-fashioned way, by putting the company's email or phone number in this section. Also decide if this info should be public. Hitting the Logged-in users only button will make it visible just for logged-in attendees.
Importing exhibitors to the app
The bulk method for adding exhibitor info is importing data. Find out how to import exhibitors into the Meeting Application panel from THIS ARTICLE.
Logo and banner
These are graphic elements that make your profile stand out on the full list of exhibitors at the event. Add a square logo (1:1) and a banner for the background to visually encourage people to check out your booth.
Link to live streaming from the event
If your event is online, you can add a link to a live stream, an exhibitor's webinar, or a pre-recorded video. This link gives the exhibitor a chance to add extra materials.
Interactive Venue Map with Exhibitor Booths
To create an interactive event map, add the Interactive Map module to the app. Learn more about thisInteractive Map article. It helps attendees get around the venue during the event, and lets you show the expo area—including other exhibitors' booths. If you want, you can add as many exhibitor profiles as you like to a given booth. Each profile you add this way gets the Show on map function, making it easy for attendees to find the one they're looking for.
Saved exhibitor profiles
Add exhibitor profiles ahead of time and let your event participants create a list of the companies they’re interested in. The mobile app lets you save any profile so you won’t miss a single booth during the event.
Photo gallery
This works perfectly at fairs or events where your partners want to show off what they do with a photo gallery. Photos added in the panel will show up on the Exhibitor’s profile in the mobile app.
Dedicated files with the exhibitor’s offer
You can add any file(s) to the exhibitor's profile, like the latest offer, a list of available products during the event, or a presentation about the exhibitor. This helps participants get to know the exhibitor better even before the event starts, and gives the exhibitor a chance to highlight special offers they might have. The file can be in jpg, pdf, or png format.
Exhibitor Moderator
As the event organizer, you play a key role in managing communication with exhibitors and making sure all the necessary info gets delivered while they're filling out their profiles. To make this process easier, we created the Exhibitor Moderator, which lets Exhibitors or your event Partners fill out their profiles on their own.
Find out how to assign the Exhibitor Moderator function in Meeting Application in this article.
Exhibitor order on the list
You can move the created profiles by clicking and holding them with your mouse, then dragging them to another position on the list. Profiles with VIP status will always show up at the top of the list. If you want to sort the entered profiles alphabetically (ascending or descending), use the icon in the top right corner.
Have a great event with Meeting Application!