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. Under Secondary Contact, select an attendee to add as a secondary contact of the exhibit
7. Select Save Changes

Exhibitor Roles

Manager - This is anyone that should be associated to the exhibitor. Typically employees or booth representatives. They will show up in the event app and event website associated to this profile.

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.

Secondary Contact - This individual is a secondary contact for you as an event admin to reference internally. They will not receive any emails from the welcome email.

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

Quick Tip - if you don’t want to import the other fields, you can simply just delete the entire column so that this information isn’t imported.

code - the code for the exhibitors (these are generated by PheedLoop). This is a required field

name - the Organization Name of the exhibitor

contactPrimary - the code for the Primary Contact (generated by PheedLoop)

contactSecondary - the code for the Secondary Contact (generated by PheedLoop)

booths - the code for the booths which the exhibitor will be added to

isShowcase - 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

isApproved - approving or disapproving of the exhibitor, list this as TRUE or FALSE

codeInternal - the name of the Internal Code

tagline - the name of the Tagline

keywords - any names of Keywords

description - the Description of the exhibitor 

managersLimit - the number of managers that this exhibitor can hold

prosers - the number which coincides with the Services an exhibitor can add

instructions - any Instructions which the exhibitor wants to provide to attendees

defaultBoothArea - the number reflecting the Default Booth Area

email - the main Email which connects to the exhibitor 

website - the main Organization Website connected to the exhibitor

twitter - the URL link to the 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 Instagram page of the exhibitor

addressLine_1 - the first address line of the exhibitor

addressLine_2 - the second address line of the exhibitor

addressCity - the city which the exhibitor’s address is located in

addressState - the state which the exhibitor’s address is located in

addressCountry - the country which the exhibitor’s address is located in

addressZip - the zip code of the exhibitor’s address

addressPhoneWork - the work phone number for the exhibitor

addressPhoneMobile - the mobile phone number for the exhibitor

orderNum - the number which the exhibitor will be in the order of the rest of the exhibitors

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.