Exhibitor Registration — Self-Service Signup

EventHex allows exhibitors to register themselves through a public registration page — similar to how attendees register for tickets. This eliminates the need for organizers to manually add every exhibitor.

Note

For manually adding exhibitors and managing the approval process from the CMS, see Setting Up the Exhibitor Module and Managing Exhibitors.

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How It Works

1. Organizer creates exhibitor packages with pricing and benefits in the CMS.
2. Share the registration link — post the exhibitor registration URL on your website, social media, or email campaigns.
3. Exhibitor visits the registration page and selects a package.
4. Fill in the registration form — company details, contact info, and custom fields.
5. Payment — for paid packages, the exhibitor completes payment (Razorpay/Stripe).
6. Approval — the registration enters the organizer’s approval queue.
7. Portal access — once approved, the exhibitor receives login credentials for the Exhibitor Portal.

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Exhibitor Registration Page

Landing Page (/exhibitor-registration)

The exhibitor registration landing page shows:

• Event branding — logo, colors, and event name
• Available packages — all exhibitor packages with:
  • Package name and description
  • Price
  • Included benefits (number of passes, lead capture, product slots, etc.)
  • Register button for each package

Registration Form (/exhibitor-registration/[ticketId])

After selecting a package, the exhibitor fills in a registration form:

• Company information — company name, logo, description, website
• Contact person — name, email, phone number
• Custom fields — any additional fields configured by the organizer in the Form Builder
• Package details — summary of the selected package and price

The form supports:

• Dynamic form fields from the CMS Form Builder
• File uploads (company logo, brochure, etc.)
• Country auto-detection for phone fields
• Validation for required fields

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After Registration

For the Exhibitor

After submitting the registration:

• Confirmation page — shows registration submitted successfully
• Pending status — if approval workflow is enabled, the exhibitor sees a “pending approval” message
• Email notification — confirmation email with registration details

For the Organizer

The new exhibitor registration appears in the CMS:

• Exhibitors list — shows the new entry with “Pending” status
• Review and approve — use the approval workflow to approve or reject
• Notification sent — approved exhibitors automatically receive portal login credentials

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Sharing the Registration Link

The exhibitor registration URL format is:

https://your-event.eventhex.ai/exhibitor-registration

You can share this link:

• On your event website (add to the navigation menu or a custom page)
• In email campaigns targeting potential exhibitors
• On social media and industry forums
• In printed materials and brochures
• Through the Invitation Links feature

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Best Practices

• Set clear package descriptions — exhibitors need to understand what they’re getting before they pay. List all benefits clearly.
• Include a deadline — set registration end dates on exhibitor packages to create urgency.
• Prepare the approval workflow — have team members ready to review and approve exhibitor registrations promptly.
• Pre-configure the portal — set up FAQ, announcements, and floor plans before exhibitors get portal access so they have useful content immediately.

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What’s Next

• Setting Up the Exhibitor Module — configure packages and settings
• Exhibitor Packages & Categories — create package tiers
• Exhibitor Portal — what exhibitors see after approval