The Exhibition Portal App lets exhibitors book, review and manage their own exhibition stands for your event. The Live Floor Plan lets them see and select available stands from the floor layout, and see which stands are remaining, in real time.
They can also see payments and outstanding invoices, based on the Exhibition Payment Schedule.
Configuring the Exhibition Portal
Details Tab
App Name
Alias - set the unique portion of the URL here
Copy URL and Copy QR Code - click on the desired button to copy the URL or QR Code to your clipboard
Live Floor Plan - this link is used to display the live floor plan in other websites or provide the link in email communications. When viewed from this link, people will be able to view a list of Exhibitors and see available booths, but will not be able to purchase booths by clicking on them.
Brand - select your desired Brand, set up in the EventsAir Brand Editor
App Live From & To Dates - choose the date range that users can access this portal
Authentication - this is where you can select what attendee categories are able to access the Exhibition Portal
App Pre-Open - define the Heading and Message shown to users who attempt to access this portal before it is live
App Closed - define the Heading and Message shown to users who attempt to access this portal after it has closed
Analytics View - enter your Google Analytics account information here
Content Tab - Exhibition Portal App
Navigation - this section lets you edit the labels for the navigation buttons found in the Exhibition Portal
New Account Page - before a user can book a stand at your exhibition, they need to have an account in the system. They must enter an email address and choose a password. Basic instructions for this are automatically included, but you can tweak the Content of this message by pressing the Open HTML Editor button here.
Landing Page - this is the first page the user will see. You can change the Heading, the Content of the page, and the Heading for the list of Available Stands.
Home Page - a simple welcome page where you can include any necessary instructions, or messages to all exhibitors
New Booking Page - This is where you change the Heading and Content of this page, change the Terms and Conditions, and choose if you wish to make the Floor Plan visible. Also, you can choose a Merge Doc that will be automatically emailed to an exhibitor when they book a stand.
You can trigger an alert here also. Your alerts can include both a default phrase as well as the name and ID number of the new exhibitor.
Existing Bookings Page - along with the page Heading and Content, you can also add explanatory text for, and enable/disable the following features:
Heading
Hide Stand Financial Information - check this box to hide the stand financial details from all views and reports
Include Company Profile - check this box to include the company profile in stand listings in the Mobile Attendee App
Include Stand Signage - check this box and complete the needed text for instructions on providing stand signage details
Include Complimentary Registrations - check this box to enable complimentary registration from the Exhibitor Portal. Read this article to learn more about providing complimentary and additional paid registrations for exhibitors.
Complimentary Registration Label - edit the label for your complimentary registration option here. If your exhibition stand package already includes a registration for the exhibitor, add some information to tell them NOT to re-register themselves here. It's designed for adding extra booth staff registrations.
Complimentary Registration Interactive Form - enter the Interactive Form to be used for complimentary registrations here
Include Additional Paid Registrations - check this box to let your exhibitors register additional team members for your event, for a fee. Click here to learn more about providing complimentary and additional paid registrations for exhibitors.
Paid Registration Label - edit the label for your complimentary registration option here
Paid Registration Interactive Form - enter the Interactive Form to be used for complimentary registrations here
Set Maximum Paid Registrations - enter the allowable number of additional paid registrations here
Include Name Badges - check this box to enable the collection of name badge details for stand personnel. You may need to include information for exhibitors.
NOTE: If you enable this option, name badges can be created for exhibition booth staff who don't have a registration. You'll need to create a specific "Exhibition Staff Name Badge Type" - under Exhibition type name badges. You need to add the "Preferred First Name" and "Preferred Last Name" fields to pull the staff names that are entered here by the exhibitor. These names will show under the exhibitor's contact record, under their Exhibition Item's "Name Badges" tab. The badges can be printed 'from' the Exhibitor's record (either under Attendee Tools, or Express Actions filtering for that exhibitor), selecting the staff-type name badge you've created.
Include Brochures - check this box if you wish to include company brochures that can be viewed in the Mobile Attendee App
Include Logo - check this box if you wish to include a company logo that can be viewed in the Mobile Attendee App
Include Order Additional Items - check this box if you wish to include the option to order additional items from the Existing Bookings page
Include Cancel Booking Button - if you allow cancelation of bookings, check this box and set the final date you will accept cancelations. If you do not want to allow cancelations, simply do not check this box.
Include Additional Information - check this box if you wish to allow exhibitors to submit additional details about their company or services. This information can be viewed in the Mobile Attendee App
Fields 1-10 - these optional fields can be used to collect additional details when you enable Include Additional Information
Update Contact Details Page - set up the page Heading and Content, as well as the Contact Interactive Form - the interactive site used to update the Contact details. This can be a very simple site, with only the Contact details that you wish to capture.
Invoice and Payment Page - set up the page Heading and Content, as well as Heading and Content for:
Payment Schedule
Invoice Section
Bank Account Details
Payment Interactive Site - this will display a simple payment Interactive Site where Exhibitors can pay directly in EventsAir
Additional Pages - set up Menu Navigation text, Headings, and Content for up to 3 additional static pages. These pages can contain any extra information you want to give to your exhibitors.
Additional Interactive Sites - you can include up to 3 Interactive Registration sites here. The registration buttons will appear on the "Existing Bookings" page, next to each Stand.
Lead Management Setup - you can configure Lead Management settings here. You can enable Lead Management, enable Lead emails, and define what stand types have Lead Management functionality available to them. See Lead Management for additional information.
Lead Management Current Leads - you can configure the settings for how each exhibitor will view the current leads captured by their Lead Management activities. You are able to create instructional text, and control the number of leads displayed on the search results page.
Floor Plan - these options allow you to fine tune how your Exhibitor Floor Plan operates. Settings include:
Hide Organization on Floor Plan - removes the Organization name on the stands displayed in the Exhibitor Floor Plan
Use Stand Signage field instead of Organization - replaces the Organization name on the stands with the text contained in the exhibitors' stand signage.
Truncate Organization on Floor Plan - this option will truncate the Organization name in cases where long names cause the text to shrink in size
Show list of Exhibitors on Floor Plan - this option displays a list of Exhibitors on the floor plan, and clicking on an Exhibitor name in the list will highlight that Exhibitor's stand
Include Co-Exhibitors in List
Hide Exhibitor Profile in Exhibitor Pop-up
Hide Exhibitor Email in Exhibitor Pop-up
Hide Exhibitor Website in Exhibitor Pop-up
Allow Booking - this will allow bookings to proceed if a stand is clicked on in the Live Floor Plan
Stand Highlight Color - lets you define the color when a stand is highlighted
See Floor Plan for detailed information on setting up the Floor Plan feature in EventsAir.
Localization Tab
All global Localization settings for Language are configured in Application Setup, Language. Open the App Store tab, and select the App you are working with. Note that these changes made in Application Setup will affect all events. However, you can still make unique local changes for each portal in each event, here in the Portal Setup.
Override App Default Language - tick to enable this feature
Base Language - choose the language for this Portal
Search - to speed up finding a text string in the list, you can filter the list with the Search field
Original - the original text string
Language Override - enter the text for the Language you want. This will default to the setting from Language Setup for this app, but you can also change it here if you need a special text string unique to this portal.