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Exhibitor Portal — What Exhibitors See & Do

Once approved, exhibitors access their own self-service portal to manage everything about their presence at your event. The portal has 17+ pages covering company profiles, products, team management, lead capture, analytics, and more.

How Exhibitors Access the Portal

Section titled “How Exhibitors Access the Portal”

After approval, exhibitors receive login credentials via email:

  • Login URL — https://your-event.eventhex.ai/exhibitor-portal
  • Login ID — their admin mobile number
  • Password — auto-generated (can be changed)

The portal also includes:

  • Privacy Policy and Terms of Service pages accessible from the login screen
  • Branded login page with event logo and colors

Exhibitors log in and see their dedicated dashboard.

Dashboard

Section titled “Dashboard”

The dashboard is the exhibitor’s home page — a real-time overview of their event presence.

Stats Cards

Section titled “Stats Cards”
MetricWhat It Shows
Total LeadsTotal attendee leads captured through badge scanning
Today’s LeadsLeads captured today
Total TicketsTicket passes allocated to the exhibitor’s package
Used / Available TicketsHow many passes have been assigned vs remaining
Team MembersNumber of booth team members added

Dashboard Sections

Section titled “Dashboard Sections”
  • Event countdown — days remaining until the event starts
  • Leads chart — 7-day bar chart showing leads captured per day
  • Recent leads — list of the latest captured leads with name, email, and phone
  • Booth info — company name, booth number, logo, and banner at a glance
  • Announcements — priority-ordered event announcements from the organizer

Portal Pages — Complete Reference

Section titled “Portal Pages — Complete Reference”

Company Profile

Section titled “Company Profile”

Path: Company in the portal sidebar

Exhibitors can view and edit their company information:

  • Company name and logo
  • Company description (rich text editor)
  • Website URL
  • Contact person details — name, email, phone
  • Social media links — Facebook, LinkedIn, Twitter/X, Instagram

Booth Management

Section titled “Booth Management”

Path: Booth in the portal sidebar

Exhibitors manage their booth profile:

  • Booth name and booth number
  • Category — exhibitor category assignment
  • Description — booth description for the event website
  • Logo and banner — uploaded images for booth branding
  • Website, email, phone — contact information
  • Address — physical business address
  • Social media — Facebook, LinkedIn, Twitter/X, Instagram links
  • Tags — keywords for searchability
  • Changes are saved with a dirty-check — unsaved changes show a confirmation prompt

Product Catalog

Section titled “Product Catalog”

Path: Products in the portal sidebar

Exhibitors showcase their products and services:

  • Product Name — name of the product/service
  • Description — what it does
  • Product Link — URL for more information
  • Product Logo — brand logo image
  • Product Image — hero/feature image
  • Brochure URL — link to downloadable brochure

Products appear on:

  • The exhibitor’s profile page on the event website (/exhibitors)
  • The exhibitor’s detail page in the mobile app (/app/(main)/exhibitors/[id])
  • The product catalog section in the mobile app (/app/(main)/products)

Team Members (Booth Staff)

Section titled “Team Members (Booth Staff)”

Path: Team in the portal sidebar

Exhibitors manage their booth team:

  1. Click Team in the portal sidebar.
  2. Click + Add Member.
  3. Enter team member details: name, email, phone, designation.
  4. The team member receives access credentials.
  5. Team members can scan attendee badges for lead capture.

The number of team members is limited by the exhibitor’s package. The portal shows a utilization indicator.

Badge Management

Section titled “Badge Management”

Path: Badges in the portal sidebar

Exhibitors manage badges for their booth team:

  • View assigned badges
  • Download badge PDFs for team members
  • Check badge status and details

Ticket Allocation

Section titled “Ticket Allocation”

Path: Tickets in the portal sidebar

Manage the complimentary passes included in the exhibitor’s package:

  • View total allocated tickets and how many are used
  • Assign ticket passes to team members or guests
  • Track ticket usage

Lead Capture & Management

Section titled “Lead Capture & Management”

Path: Leads in the portal sidebar

When lead capture is enabled, exhibitors get a full lead management system:

  • Searchable lead list — search by name, email, or company
  • Table view — columns for name, email, phone, company, status
  • Lead detail dialog — click a lead to see all captured custom form fields
  • Notes — add and edit notes for each lead
  • Priority filtering — filter leads by priority level
  • Export — download leads as CSV for CRM import
  • Pagination — navigate through large lead lists

Lead Scanner

Section titled “Lead Scanner”

Path: Scan in the portal sidebar

A built-in QR code scanner for capturing leads at the event:

  • Camera-based scanner — uses the device camera via html5-qrcode
  • Audio feedback:
    • ✅ Success beep (rising tone) — valid attendee badge scanned
    • ⚠️ Double beep — duplicate scan (already captured this lead)
    • ❌ Low tone — error or invalid QR code
  • Mobile-optimized — designed for phone use at the booth
  • Scanned person modal — after scanning, shows the attendee’s profile details immediately

Analytics

Section titled “Analytics”

Path: Analytics in the portal sidebar

Exhibitors see their booth performance with data visualization:

  • Lead trends chart — configurable for 7, 14, or 30 day periods
  • Team performance comparison — see which team members are capturing the most leads
  • Trend indicators — up/down/flat arrows showing performance direction
  • Useful for exhibitors to assess ROI and adjust their booth strategy

Documents

Section titled “Documents”

Path: Documents in the portal sidebar

Upload and manage event-related documents:

  • Upload setup guides, booth regulations, or event handbooks
  • Download organizer-provided documents
  • File management with upload/delete

Floor Plans

Section titled “Floor Plans”

Path: Floor Plans in the portal sidebar

View the venue floor plan:

  • See the uploaded floor plan image/PDF
  • Identify booth location within the venue
  • Useful for logistics planning and guiding team members

Announcements

Section titled “Announcements”

Path: Announcements in the portal sidebar

Read event announcements from the organizer:

  • Priority levels — Urgent, Important, Normal
  • Chronological feed of updates
  • Essential for move-in schedules, rule changes, Wi-Fi credentials, and logistics updates

FAQ

Section titled “FAQ”

Path: FAQ in the portal sidebar

The FAQ section shows frequently asked questions that you (the organizer) have created — setup logistics, Wi-Fi info, move-in times, booth rules, etc.

What Exhibitors Cannot Do

Section titled “What Exhibitors Cannot Do”

Exhibitors cannot:

  • Access other exhibitors’ data or leads
  • Modify their package or pricing
  • Access the organizer’s event dashboard
  • See attendee registration data beyond captured leads
  • Change their booth number (only organizers can assign booth numbers)

Exhibitor Portal Best Practices

Section titled “Exhibitor Portal Best Practices”
  • Send credentials early — give exhibitors portal access at least 2 weeks before the event so they can set up their profile and products.
  • Pre-fill company info — when manually adding exhibitors, fill in as much info as possible so they only need to review, not start from scratch.
  • Test the portal — log in as an exhibitor to verify the experience is smooth. Check that team member limits, lead capture, and products work correctly.
  • Create FAQ content — add common questions before sharing portal access: venue address, move-in schedule, Wi-Fi credentials, booth regulations.
  • Add announcements proactively — post setup instructions, logistics info, and venue details as announcements before the event.
  • Upload floor plans — exhibitors need to know where their booth is located. Upload the floor plan as early as possible.

What’s Next

Section titled “What’s Next”