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      Managing Exhibitors: Setup, Registration, Modification & Cancellation

      This guide will walk you step-by-step through creating a brand-new exhibitor event, setting up booth maps, configuring pricing, and managing exhibitor registrations, including modifications and cancellations.

      By the end of this guide, you’ll know how to:

      • Create and configure an exhibitor event

      • Set up booth maps and booth types

      • Manage exhibitor registration and workflows

      • Modify and cancel exhibitor registrations

      Step 1: Create Your Exhibitor Event

      How to Create a New Event

      1. Navigate to Events

        • Go to Events > All Events > Add Event.

      2. Enter Basic Event Details:

        • Event Name: Example – 2025 Engagifii Conference Exhibitors

        • Event Type:

          • Choose an exhibitor-specific type like Conference Exhibitor.

          • Why this matters: The event type determines which registration workflow is triggered.

        • Event Dates:

          • Single-day events: Add the date and start/end times.

          • Multi-day events: Toggle Multi-Day, then set your start and end dates.

      3. Add an Event Contact (optional)

        • Search for and select a staff member who will be the point of contact.

      4. Click Save and Continue.

      Quick Notes:

      • Naming Tip: Include the year and event focus in the name for clarity.
        Example: "2025 Spring Expo – Exhibitors."

      • Event Type Tip: If unsure which type to choose, consult your account manager. Using the wrong type can cause workflow mismatches later.

      • Date Flexibility: Registration dates for exhibitors can differ from the event dates—you’ll configure those later.

      Step 2: Enable Registration & Exhibitor Options

      1. Open your event and click Edit.

      2. Toggle “This event requires registration.”

      3. Set guest limits and general registration dates.

      4. Toggle “Add Exhibitors to Event.”

      5. Click Save – this creates a new Exhibitors tab.

      Quick Notes:

      • If you don’t see the Exhibitors tab appear after saving, refresh your browser.

      • Registration dates here are global and can be different from exhibitor-specific registration dates, which are configured later.

      Step 3: Configure Exhibitor Settings

      1. Go to Exhibitors Tab > Edit.

      2. Configure exhibitor-specific settings:

        • Booth Selection Method:

          • Direct Purchase – exhibitors select and purchase specific booths during registration.

          • Preference Selection – exhibitors submit preferences, and admins assign booths later.

          • Tip: Preference Selection is ideal for high-demand events where booth allocation needs admin oversight.

        • Exhibitor Registration Dates: Set open/close dates for exhibitor registration.

        • Additional Booth Staff Settings:

          • Define how many staff are included for free.

          • Set pricing for extra booth staff beyond the included limit.
            Example: “First 2 booth staff are free. Each additional staff = $500.”

        • Main Exhibitor Contact: Assign a default point of contact for exhibitor communications.

        • Exhibitor Description:

          • Provide exhibitor-specific details such as setup times or parking instructions.

        • Images & Links:

          • Upload marketing collateral or venue maps.

          • Best practice: Upload a clean PDF pamphlet for easy sharing.

        • Confirmation Email Instructions:

          • Include special instructions such as:

            “Exhibitor parking is located in Lot 5. Setup begins at 7:00 AM.”

      3. Click Save when finished.

      Helpful Tip:

      If you have multiple exhibitor tiers (e.g., sponsors vs. regular vendors), create customized descriptions and instructions to make communications clear.

      Step 4: Upload Booth Map

      1. Go to Booth Map > Edit.

      2. Upload a PDF-only file of your booth layout.

      3. Click Save.

      Helpful Tip:

      • Use a clean version of your booth map without numbers.
        This prevents visual clutter when the Engagifii system overlays booth numbers during configuration.

      Step 5: Define Booth Types

      Before adding booths, set up booth types so each booth has preloaded pricing and capacity rules.

      Steps:

      1. Go to: Settings > Configuration > System Settings > Manage Types.

      2. Switch the dropdown to Events.

      3. Select Booth Types.

      4. Add booth type details:

        • Example 1: Premier Booth – Size: 12x12, Price: $5,000, Capacity: 5 people.

        • Example 2: Standard Booth – Size: 10x10, Price: $3,000, Capacity: 3 people.

      Adding Custom Pricing Rules

      1. Click the pricing settings icon next to a booth type.

      2. Create special pricing for:

        • Specific organizations

        • Groups with a shared tag (e.g., School District)

      3. Example:

        • Standard price: $5,000

        • Discounted price for tagged organizations: $4,500

      Quick Notes:

      • Booth types only need to be set up once. Future events can copy previous booth configurations.

      • Always double-check pricing rules to avoid billing errors.

      Step 6: Add Booths to the Event

      1. Go to Exhibitors Tab > Booth Configurations > Edit.

      2. Click Add New Booths:

        • Enter the quantity of each booth type.

        • Assign each booth to the correct Booth Type.

      3. Name Your Booths:

        • Use simple numbering: 1, 2, 3

        • OR location-based names: A1, B2, etc.

      4. Pre-Assign Booths (Optional):

        • Pre-assign premium booths to sponsors or partners before registration opens.

      Helpful Tip:

      If you regularly use the same layout year-to-year, you can copy booth setups to save time during annual events.

      Step 7: Configure Booth Map Markers

      1. Go to Booth Map > Configure Booth Markers.

      2. Select a booth from the right-hand list.

      3. Draw its designated space directly on the map.

      4. Color Codes:

        • Green: Available booth

        • Red: Pre-assigned or already purchased

      5. Save and Publish.

      Helpful Tip:

      • Draw booths precisely to avoid confusion for exhibitors selecting booths during registration.

      • Once published, the booth map becomes visible to exhibitors during their registration process.

      Step 8: Verify Your Workflow

      Workflows dictate the registration steps exhibitors see.

      Required Steps for Exhibitor Workflow:

      • Overview

      • Choose Organization

      • Confirm/Update Organization Info

      • Choose Booths

      • Choose Booth Staff

      • Supporting Documents (optional)

      • Registration Questions (optional)

      Quick Notes:

      • Why this matters: If you see "Choose Participants" instead of "Choose Organization," your event type or workflow is misconfigured.

      • Contact your account manager to fix any workflow mismatches before opening registration.

      Step 9: Add Registration Questions

      Collect additional information from exhibitors during registration.

      Common Questions:

      • “Do you need electricity at your booth?” (Yes/No)

      • “What is your meal preference?” (Vegan, Chicken, Fish)

      • “Upload your organization’s logo.” (File Upload)

      Steps:

      1. Go to Questions > Edit > Add Question.

      2. Select the question type (dropdown, file upload, etc.).

      3. Mark it required if necessary.

      4. Save.

      Helpful Tip:

      • Keep questions clear and concise.

      • Use required file uploads to collect logos, compliance forms, or insurance documents before the event.

      Step 10: Test the Registration Process

      Before opening registration to exhibitors:

      1. Run a test registration as an admin.

      2. Confirm that:

        • Booths display correctly.

        • Pricing rules calculate accurately.

        • Confirmation emails send as expected.

      Managing Registrations

      Modify an Existing Registration

      Use when exhibitors need to:

      • Change booth selections

      • Add or remove booth staff

      Steps:

      1. Go to My Area > Registrations > All Registrations > Exhibitor Registrations.

      2. Click the Registration ID.

      3. Select the three dots (⋮) > Modify Registration.

      4. Make updates:

        • Swap booth assignments

        • Add new staff

      5. Review changes:

        • Green: Added

        • Red: Removed

      6. Confirm and submit.

      Helpful Tip:

      • If you don’t see the Modify Registration option:

        • Check your role permissions under Approval Registrations.

        • Ensure the following are enabled:

          • Cancel Exhibitor Registration

          • Modify Exhibitor Registration

          • Modify Own Organization Exhibitor Registration

      Cancel a Registration

      For full cancellations:

      1. Go to My Area > Registrations > All Registrations > Exhibitor Registrations.

      2. Select the Registration ID.

      3. Click three dots (⋮) > Cancel Registration.

      4. Provide:

        • Reason for cancellation (e.g., illness)

        • Cancellation fee (if applicable)

      5. Confirm and type “confirm” to finalize.

      6. Review who will be notified and update the list if needed.

      Quick Notes:

      • Unpaid registrations are simpler to cancel as they don’t involve refunds or credits.

      • Paid registrations will require specifying:

        • Refund amounts

        • Credit note handling

      Best Practices & Quick Reference

      Task Quick Tip
      Booth Maps Use clean PDFs without pre-numbered booths for clarity.
      Pricing Rules Use tags for bulk discounts to save setup time.
      Testing Registration Always perform a test run before going live.
      Permissions Double-check admin roles to ensure access to modify/cancel registrations.
      Yearly Events Copy booth setups and workflows to save hours of configuration work.

      By following these steps and tips, you’ll create a seamless exhibitor experience—from initial setup to event day—while reducing admin time and minimizing errors.