Exhibitor Announcements, FAQ & Notifications

Keep exhibitors informed with announcements, answer common questions with FAQ, and ensure they receive the right notifications at the right time.

Announcements

Send messages to all exhibitors or specific ones through the Announcements feature.

Create an Announcement

1. Go to Exhibitor → Announcements.
2. Click + Add Announcement.
3. Fill in:
   • Title — announcement headline
   • Message — detailed message (rich text editor — supports bold, links, images)
   • Priority — Urgent, Important, or Normal
   • Target — All Exhibitors or Specific Exhibitors (select which ones)
4. Click Save.

Announcements appear in the exhibitor portal. Exhibitors see them when they log in.

Priority Levels

Priority	When to Use	Display
Urgent	Time-sensitive: venue change, emergency	Red indicator, shown prominently
Important	Key updates: schedule change, setup info	Orange indicator
Normal	General info: tips, reminders	Standard display

Tip

Send setup logistics announcements 1 week before the event: move-in schedule, parking info, Wi-Fi credentials, booth regulations. Exhibitors appreciate having this information early.

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FAQ Management

Create a FAQ section that exhibitors can browse in their portal.

Add FAQ Items

1. Go to Exhibitor → FAQ.
2. Click + Add FAQ.
3. Enter the Question and Answer.
4. Toggle Enabled to show or hide the FAQ item.
5. Click Save.

Reorder FAQ Items

Drag FAQ items to reorder them. The most commonly asked questions should be at the top.

Common FAQ Topics for Exhibitors

Here are questions exhibitors typically ask — consider adding these:

Question	Example Answer
What are the move-in and move-out times?	Move-in: April 18, 2–6 PM. Move-out: April 20, 5–8 PM.
What’s included in my booth?	A 3×3m space, 1 table, 2 chairs, 1 power outlet, and a backdrop wall.
Can I bring my own banner or signage?	Yes, up to 2m tall. Free-standing banners only, no wall attachments.
Is Wi-Fi provided?	Yes, network: “EventWiFi”, password will be shared on move-in day.
How does lead scanning work?	Download the EventHex app, log in with your credentials, and scan attendee badges.
Can I ship materials to the venue?	Yes, ship to [venue address] with “ATTN: [Your Company Name]” by April 16.
What’s the parking situation?	Exhibitor parking passes are included. Collect them at the registration desk.

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Welcome Notification

When you add or approve an exhibitor with Send Welcome Notification enabled, they receive an email with:

• Event name and dates
• Their exhibitor portal login URL
• Login credentials (admin mobile number + generated password)
• Quick-start instructions

Note

The welcome notification uses the admin mobile number as the login ID. Make sure the mobile number is correct before enabling the notification — exhibitors will use it to access the portal.

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Notification Best Practices

• Announce early — send key logistics announcements at least 1 week before the event.
• Don’t over-announce — 3–5 announcements total is usually enough. Too many notifications and exhibitors stop reading them.
• Use targeted announcements — send booth-setup-specific info only to exhibitors who have physical booths, not to logo-only sponsors.
• Keep FAQ updated — add new questions as exhibitors ask them. If 3 exhibitors ask the same question by email, add it to the FAQ.
• Include contact info — make sure your support email and phone number are visible in the Exhibitor Settings so exhibitors can reach you directly for urgent issues.