Uploading Exhibitors and Sending Their Exhibitor Portal

Exhibitors, like all stakeholders in the PheedLoop system, are an integral part of putting on a brilliant event. If there is a case where exhibitors can’t register or you need to bulk import your exhibitors into the PheedLoop system, you can do this manually in the Event Dashboard.

1. Adding Exhibitors Manually

  1. From the Event Dashboard, navigate to Exhibitors > Exhibitors
  2. Above the exhibitors table, select Create
  3. Fill out Organization Name, Tagline, Keywords, and Internal Code
    1. Internal Code is optional, this is a field that you can use if you want to associate a number or value specifically to this sponsor. It will just show up in reports.
  4. Under Booths, select the booth(s) which will be associated with the exhibitor
  5. Under Services, select any relevant products or services to associate with this exhibitor
  6. Under Lead Retrieval, select the custom lead retrieval form associated to the exhibitor
  7. Toggle on the Show on Event Website and Virtual Event Portal, Show in Event App, and other checkboxes for privacy and customization options
  8. Under Design, upload files for Logo, Banner, Thumbnail, and Poster
  9. Under Contact and Address, fill out contact and address information regarding the organization
  10. Select Save Changes

2. Adding Managers and Contacts 

  1. From the Event Dashboard, navigate to Exhibitors > Exhibitors
  2. Select an exhibitor you would like to edit from the list
    1. You can also select Create, and make a new exhibitor as well.
  3. In the exhibitor editor form, navigate to Basic Details
  4. Under Managers/Staff, select an attendee to add as a manager and/or staff from the list
    1. If your exhibitors are not registered as an attendee, just select Manage and fill out the required fields of Email, First Name, and Last Name. Then select Save Changes.
    2. You can also select multiple attendees in this section.
  5. Under Primary Contact, select an attendee to add as a primary contact of the exhibit
  6. Select Save Changes

Exhibitor Roles

Managers/Staff This is anyone that should be associated to the exhibitor. Typically employees or booth representatives. They will show up in the virtual portal, event app and event website associated to this profile. If you would like to hide these staff members, toggle off the Managers Visible checkbox in the Exhibitor's page of the Event Dashboard.
Primary Contact This is the main individual who will receive the Exhibitor Portal via the Exhibitor Welcome Email which you will send below. This is typically the individual who is the main person responsible for updating the exhibitor information for the event. They will not show up under the Exhibitor unless they are also listed as a manager. The Primary Contact can be hidden from the front end portals by toggling off the Primary Contact Visible checkbox in the Exhibitor's page of the Event Dashboard.

3. Bulk Uploading Exhibitors

  1. From the Event Dashboard, navigate to Exhibitors > Exhibitors
  2. Above the exhibitors table, select the cloud with the downward arrow icon
    1. You will receive a CSV template with the appropriate exhibitor columns.
  3. Fill out the column and other data with the exhibitors you want to bulk upload
    1. Learn about all the exhibitor headings down below.
  4. Above the exhibitor table, select the cloud with the upwards arrow icon
  5. Upload the CSV file with your new sub-sessions
  6. Select Submit

Headings for the Exhibitor Upload Template

code The code for the exhibitor. If you are creating a exhibitor, this field should be left blank. If you would like to edit an existing exhibitor, enter the code under this field. The exhibitor code can be downloaded by selecting the download icon under Exhibitors > Exhibitors.
code_internal The name of the Internal Code. This is an optional field. You can use this if you want to associate a number or value specifically to this exhibitor. The internal code will only show up in custom reports.
name The name of the exhibitor.
tagline The tagline belonging to the exhibitor.
description The description of the exhibitor. 
keywords Enter any keywords for the exhibitor under this column. For more information on keywords, please review our How to use Keywords in the Exhibitor Portal article.
instructions Any instructions that an administrator would like to share with the exhibitor. Text entered here will appear in the instructions field in the Event Dashboard and in the Exhibitor Portal's Information page. For more information, please review the "Add Custom Instructions" of our Customizing and Using the Exhibitor Portal article.
managers_limit The number of managers that this exhibitor can hold.
default_booth_area Enter a number under this field to reflect the amount of booth area the exhibitor will hold and can use to reserve booths. This column will affect the Default Booth Area field for the exhibitor. For more information, please review our Enabling Booth Selection for Exhibitors article.
booths The code for the booths which the exhibitor will be assigned to.
managers List any attendee codes under this field to assign them as Managers/Staff
prosers Enter the names of any services to assign to the exhibitor under this column.
is_showcase Toggling on or off of the E-Poster/Showcase Only Exhibitor checkbox, list this as TRUE or FALSE. Learn more about the showcase feature here.
contact_primary The attendee code for the Primary Contact (generated by PheedLoop). You must first add these individuals as attendees before assigning them as a primary contact. To do this, use the attendee import.
is_approved Approving or disapproving of the exhibitor, list this as TRUE or FALSE.
email List an email under this column that attendees can use to reach out to the exhibitor.
address_line_1 The first address of the exhibitor.
address_line_2 The secondary address of the exhibitor.
address_city The city which the exhibitor’s address is located in.
address_state The state which the exhibitor’s address is located in.
address_country The country which the exhibitor’s address is located in.
address_zip The zip code of the exhibitor’s address.
address_phone_work The work phone number for the exhibitor.
address_phone_mobile The mobile phone number for the exhibitor.
website The main Organization Website connected to the exhibitor.
twitter The URL link to the X (Formerly known as Twitter) page of the exhibitor.
youtube The URL link to the YouTube page of the exhibitor.
facebook The URL link to the Facebook page of the exhibitor.
linkedin The URL link to the Linkedin page of the exhibitor.
instagram The URL link to the Linkedin page of the exhibitor.
order_num Use this column to arrange the order for the exhibitor to appear in. For more information, please review our Reordering Sessions, Exhibitor and Sponsor in the Event Dashboard via the Import Tool article.

4. Sending the Exhibitor Portal to Exhibitors

Note - the primary contact will receive the email so ensure you have that associated.

  1. From the Event Dashboard, navigate to Exhibitors > Exhibitors
  2. Select an exhibitor you would like to send their portal to from the list
  3. Above the exhibitor table, select Actions > Send Welcome Email

Quick Tip - to edit the exhibitor portal welcome email, in the Event Dashboard, navigate to Communications > Email Templates > Exhibitor Welcome. 

5. Logging in as an Exhibitor

Once the Exhibitor Welcome email has been sent to the exhibitor, they can access their login credentials and their Exhibitor Portal immediately from the email.

  1. From your the Exhibitor Welcome email, select Open Exhibitor Portal
  2. Use the login credentials listed in the Exhibitor Welcome email to login to your Exhibitor Portal

Please note, as an Event Administrator, you will be able to view any Exhibitor portal without needing to be listed as a manager.

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