Managing Exhibitors — Approve, Reject & Organize

Once exhibitors start applying through the registration URL, you’ll need to review and manage their applications. This guide covers the approval workflow, profile management, and booth assignment.

Review Exhibitor Applications

1. Go to Exhibitor → Exhibitor Management.
2. Click the Pending tab to see applications waiting for review.
3. Click on an exhibitor row to view their full application:
   • Company name and logo
   • Contact person details
   • Selected package
   • Company description and website
4. Click Approve to accept or Reject to decline.

When you approve an exhibitor:

• They receive a welcome notification with portal login credentials (if the toggle was enabled)
• Their status changes to Approved
• They can access the Exhibitor Portal

When you reject:

• Their status changes to Rejected
• They cannot access the portal

Tip

Review applications promptly — exhibitors are often preparing marketing materials and need confirmation to proceed with booth setup, banner printing, and team travel arrangements.

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Edit an Exhibitor’s Profile

Click the edit icon on any exhibitor row to modify:

• Company name, description, and logo
• Package assignment (upgrade/downgrade)
• Booth number (change booth location)
• Contact person details
• Number of passes allocated
• Custom package overrides (toggle Customize Package Allocation to override default pass counts)
• Add admin as booth member toggle

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Assign Booth Numbers

Each exhibitor can be assigned a booth number:

1. Edit the exhibitor.
2. Enter the Booth Number (e.g., “A-12”, “Hall 2 - Booth 15”).
3. Click Save.

Booth numbers appear in the exhibitor list and on the exhibitor’s portal. Cross-reference with your floor plan to ensure correct assignment.

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Manage Passes & Team Members

Each exhibitor package includes a set number of passes. The exhibitor list shows pass utilization:

• Passes Allocated — how many passes the package includes (e.g., 5)
• Passes Used — how many team members have been registered (e.g., 3/5)
• Team Members — utilization bar showing registered vs. maximum

To adjust pass allocation for a specific exhibitor:

1. Edit the exhibitor.
2. Toggle Customize Package Allocation.
3. Change the Number of Team Members (overrides the package default).
4. Toggle Include Complimentary Event Tickets if exhibitor passes include access to event sessions.
5. Click Save.

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AI-Assisted Exhibitor Profiles

When adding or editing an exhibitor, you can auto-fill their profile using AI:

1. Open the exhibitor form.
2. Click Fetch from LinkedIn (or the AI profile button).
3. Paste the company’s LinkedIn URL.
4. The system auto-fills company name, description, logo, and contact details.

Note

This feature works for company LinkedIn pages. It saves time when onboarding many exhibitors by pulling publicly available information.

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Delete or Remove an Exhibitor

Click the three-dot menu (⋮) on an exhibitor row and select Delete to permanently remove them.

Caution

Deleting an exhibitor removes their profile, team members, products, and captured leads. This cannot be undone. If you just want to revoke access, change their status to Rejected instead.

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Exhibitor Actions Summary

Action	Where	Effect
Approve	Exhibitor row or detail view	Grants portal access, sends credentials
Reject	Exhibitor row or detail view	Blocks portal access
Edit	Exhibitor row	Modify profile, package, booth
Delete	Three-dot menu	Permanently removes exhibitor
View	Exhibitor row	Opens full exhibitor profile view
Product Catalog	Exhibitor row action	Opens product management for that exhibitor
Lead Management	Exhibitor row action	Opens captured leads for that exhibitor
QR Code	Exhibitor row action	Generates QR code for the exhibitor