For Event Organizers
Setting Up a Convention
Go to Dashboard → Create New Event.
Choose Convention as your event type.
Fill in your basic event details:
Event Name
Start & End Dates
Venue Location
Organizer Contact Details
Under Convention Settings, you can enable:
Booth Bookings
Vendor Management
Sponsorships
Speaker EOIs
Magazine or Advertising Options
Staff Pass Management
💡 Tip: Only enable modules relevant to your event. This keeps your dashboard clean and focused.
Creating Booth Packages
Each booth or exhibition space can be customized into packages with different inclusions and pricing.
To create booth packages:
Navigate to Convention → Booth Packages.
Click Add New Package.
Define:
Package Name (e.g., Standard, Premium, VIP)
Size or area (e.g., 3x3m)
Price
Inclusions (power, WiFi, lighting, furniture)
Availability limits or early bird pricing (optional)
Save your package.
Building the Floor Plan
The Floor Plan Builder gives you a visual map of all booths.
To set it up:
Go to Convention → Floor Plan.
Use the drag-and-drop interface to place booths.
Assign booth IDs, dimensions, and link each booth to a package.
Mark booths as Available, Reserved, or Sold.
Save and publish.
Your floor plan will automatically sync with vendor booking pages, showing real-time booth availability.
💡 Tip: Keep your floor plan up-to-date to avoid double bookings.
Managing Vendor Applications
Vendors apply through your public booking page.
Each submission appears under Vendor Applications with statuses:
Draft
Submitted
Approved
Paid
Confirmed
As an organizer, you can:
Review and approve applications.
Assign booths manually if needed.
Generate invoices automatically after approval.
Send approval or rejection emails with one click.
Invoice & Payment Management
All invoices are generated and tracked automatically once a vendor’s application is approved.
To view invoices:
Go to Convention → Invoices.
Filter by status (Pending, Paid, Overdue, Refunded).
Payments are processed securely via Stripe.
Refunds can be issued directly through the invoice screen.
💰 You can also enable auto-confirmation — once an invoice is paid, the booth status updates to Confirmed automatically.
Managing Staff Passes
Each approved vendor can register their booth staff for entry passes.
Organizers can:
Set how many passes each booth includes.
Approve or reject submitted staff details.
Send digital passes via email (QR code included).
Track scanned entries in real time.
All passes are compatible with Apple Wallet and Google Wallet.
Sponsors & Advertising
You can create sponsor tiers and assign benefits to each.
To set up:
Go to Convention → Sponsors.
Click Add Sponsor Tier.
Define tier name (Title, Gold, Silver, Bronze) and benefits.
Add sponsor logos, website links, and promotional descriptions.
(Optional) Create advertising spaces in your digital or printed convention magazine.
Speaker Expressions of Interest (EOI)
Allow potential speakers to apply directly via your EOI form.
To enable:
Go to Convention → Speaker EOIs.
Add custom form fields (name, topic, bio, preferred format).
Set a submission deadline.
Review and approve submissions.
Accepted speakers automatically receive confirmation emails.
🗣️ You can also tag sessions (e.g., Workshop, Keynote, Panel) for better schedule management later.
Analytics & Reports
Monitor your event’s performance in real time.
Metrics available:
Total Revenue
Booth Occupancy (sold vs available)
Vendor Application Status
Top Booth Packages
Payment Progress
Floor Plan Overview
Reports can be exported as CSV or PDF for internal reporting or sponsors.
For Exhibitors & Vendors
Booking a Booth
Visit the public booking link for your convention.
View available booths on the interactive floor plan.
Choose your desired booth and package.
Add optional add-ons (e.g., extra power, signage, furniture).
Submit your application.
You’ll receive an email confirmation once your application is reviewed.
Making a Payment
Once your application is approved:
You’ll receive an invoice via email.
Click Pay Now to complete the payment using Stripe.
Once payment is received, your booth becomes confirmed.
Submitting Staff Passes
After confirmation:
Go to your vendor dashboard.
Add staff details (Name, Email, Photo).
Each staff member receives a digital pass with a QR code.
🎟️ These can be scanned on entry and added to Apple or Google Wallet.
For Speakers
Submitting a Proposal
Complete the Speaker EOI Form linked on the convention page.
Include:
Session title & description
Category or theme
Bio & photo
Preferred format (Talk, Panel, Workshop)
Submit before the deadline.
After Approval
If accepted:
You’ll receive a confirmation email.
The organizer will contact you with your session time and setup details.
You may be invited to upload slides or promotional assets.
Tips & Best Practices
✅ Keep your floor plan updated regularly
✅ Approve vendor applications within 48 hours
✅ Send early bird offers to boost booth sales
✅ Use analytics to forecast booth demand
✅ Always test QR scanning before the event day
FAQs
Q: Can I limit how many booths a vendor can book?
Yes. In your booth settings, set a maximum booths per vendor limit.
Q: Can I edit a booth after it’s sold?
You can update booth details, but not reassign them once marked as Sold.
Q: Do vendors need a Hyprr account?
No — vendors can apply and pay without creating an account.
Q: Is it possible to offer installment payments?
Currently, all booth payments must be made in full through Stripe.