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Exhibitor How To Guide

1. Updating your exhibitor profile

Add documents

Within the documents section you can upload various document types to be displayed within your Company Profile, depending on your package.

Use the ‘Quick Links’ at the bottom of the home page to add a new document or to see how many you are allowed to upload.

Alternatively, click on 'Documents' when editing your profile.

From here, you can select from a variety of document types that you can add to your profile. Click 'Add New' next to the document type you would like to add.

Alternatively, clicking on the Library Type will take you to a summary page where you can see the documents you have already uploaded, and then click 'Add New' from here.

Complete the fields with the relevant information and click 'Save'.



Editing documents

Once you have uploaded a document, you can then make various changes.

  1. Add or edit images and videos depending on the entitlements of your Exhibitor Package, and see how many of each content type has already been uploaded.
  2. Manage the positions of the documents being displayed on your web listing.
  3. View, edit or delete the document.



Add products

The products you add are displayed on your company profile and in the products directory, providing exposure for your products in the build up to the show.

Use the 'Quick Links' at the bottom of the home page to add a new product or to see how many you are allowed to add.

Alternatively, click on 'Products' when editing your profile.

Click 'Add Product'.

Add details for your product and select the relevant categories applicable to the product, then click 'Save'.



Editing your product

Once you have uploaded a product, you will be able to see this table which allows you to make various changes.

  1. See which content types you can upload in association with a specific product.
  2. Add or edit content depending on the entitlements of your Exhibitor Package, and see how many of each content type has already been uploaded.
  3. Manage whether the product is displayed on your web listing.
  4. View, edit or delete the product.


Add content to your product

Select the type of content you would like to add – an image, document or video. Then select 'Upload'.

Once you’ve added a name and description, upload your file and then click 'Save'.




Add social media accounts

By connecting with website visitors on Facebook, Twitter or other social media platforms, you can continue the conversation with potential customers after the show.

Use the 'Quick Links' at the bottom of the home page to add a new social media account.

Alternatively, hover over 'Company Profile' and click on 'Social Media' when editing your profile.

Select the social media channel from the list of options.

Paste in the entire address for your social media link (otherwise it will not work correctly), then click 'Save'. Repeat for each of the different social networks you would like to add.




Tasks

Tasks act as a reminder to complete mandatory elements of your profile, or prompt you to consider optional tasks that will enhance your profile in order to stand out.

Use the 'Checklist of tasks' links on the home page to complete a task or to see your progress.

Expanding the 'Company task list' will give you a full list of tasks and you can see exactly what has been completed and what still needs to be completed. You can then click an individual task to view more information and complete it.

Alternatively, click on 'Tasks' when editing your profile, which will take you the page shown below, where you can view a list of tasks with their status of completion.

Here you can use the dropdown menu to filter which tasks you'd like to view. For mandatory tasks you will see a due date for relevant tasks and how long you have before these must be completed.



Completing a task

Clicking on a task will take you to the relevant page where you can fill in the details applicable to the task. Once completed, you will be able to see your progress reflected on the 'Exhibitor Portal' home page.




Update your company profile

When you log in to the Exhibitor Portal, the homepage offers you a number of navigational options. To get started, click on the 'Edit your profile' button next to your company name.

As you begin building your company profile, you can add basic details such as your company name, description, logo and contact details.

The company profile details you add here are what visitors will see in the online 'Exhibitor Directory' and will also be used in the printed show catalogue. Start by completing your company details, ensuring all mandatory fields – indicated by a red asterisk (*) - are filled in.

Note: You can return to change or add more information at any stage, but remember that this information is included in the printed directory, so it's best to add it as soon as you can.

For your logo, you’ll need a JPEG or GIF image up to 4mb in size, with a resolution of at least 160x160 pixels.



Add your company categories

This is a mandatory part of completing your profile, as this information is used online and in the print show directory. These categories are used by website visitors to search for companies.

For categories with large amounts of options, there may be an option to 'Expand all' next to the heading which allows you to see a list of all available categories or regions.

Place ticks next to each relevant category or region for your company, then click 'Save'.




Upload videos to your Exhibitor Profile

Videos are another element you can add to your Company Profile to make it stand out, engaging visitors for longer than text.

Use the 'Quick Links' at the bottom of the home page to add a new video or to see how many you are allowed to upload.

Alternatively, hover over 'Company Profile' and click on 'Company Videos' when editing your profile.

Click 'Add Video'.



Adding a video

Fill in the details for your video and select the video file you would like to upload.
Note: your video must not exceed 100mb in size – to check the size of your video, right-click on the file and select 'Properties'.

You can add an optional video thumbnail image that will appear before the video has been played. Click 'Save'. The time it takes to upload will depend on the size of the video – please be patient.



Editing your video

Once you have uploaded a video, you will be able to see this table which allows you to make various changes.

  1. Track the status of your video, and see when it’s finished processing and is live on your web listing.
  2. See a preview of your video as it will appear on your web listing.
  3. Manage whether the video is displayed on your web listing.
  4. Edit or delete the video.
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2. Manage your Online Opportunities

Add additional people to manage your company profile

If you would like to let others manage leads and reply to inbox messages, you can give additional people from your company access to your Exhibitor Portal.

Use the 'Quick Links' at the bottom of the home page to add/manage people or to see how many have already been added.

Alternatively, click on 'People Manager' when editing your profile.



Add a new person to the portal

Click on 'Add People'.

Insert their email address and click 'Next'.

If the email address already exists in the system, you will be presented with the details for the existing user. Click 'Save'.

If it's a new email address, you will then need to fill in the admin's details and click 'Save'.

An automated email will be sent to the email address you input with details of how they can set their password and login to the portal. Repeat for any additional people you would like to manage your account.

Note: the Administrator role gives a person access to edit the company profile. It allows them to upload any marketing material for the company and manage their inbox.

Caution: these people will be able to change other details in your company profile, such as the picture and website description, so make sure you only add people that you trust.



Manage people who have access to the portal

If at any point you need to resend login details to a person, click on the pencil icon in the 'Edit' column.

Here you can click 'Resend welcome email with link to set password' and an email will be sent to the person’s email address with the necessary information.

You can also manage whether someone gets email notifications for any new messages or leads received by checking or unchecking the 'Notify for enquiries' checkbox.



Remove access to the portal

If you need to remove a person’s access to the portal, you can untick the 'Enable access to the Exhibitor Portal' checkbox.




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3. Manage Sharers

Add stand sharers

If you’re a Main Stand Holder, you can add sharers to your stand. These sharers will have permission to login and create their own company profile.

Use the 'Quick Links' at the bottom of the home page to add/manage sharers.

Alternatively, click on 'Stand Sharers' within your exhibitor portal.

Here you will be able to see how many sharers you're entitled to add – this is based on what you have agreed on with your sales person. You can add a new sharer by clicking on the 'Create new sharer' button.

Note: If you can't see the Create Sharer button, or if you would like to increase your sharer entitlement, please contact the Sales team.

Enter the basic information for your sharer and click 'Next'.

Fill in the the rest of their details for your new stand sharer and click 'Save'.

Note: An automated email with their portal login details will be sent out to the sharer using the email address you input here, so ensure that it is correct before you click 'Save'.

When your sharer is added, they will automatically be published and activated on the website. If you would like to unpublish your sharer then you can untick the 'published' check box and click 'Update'. The sharer will then receive a cancellation email confirming they are no longer exhibiting at the event.



Hosted Buyer events only

Note: If you do unpublish your sharer, their hosted buyer appointments will be cancelled. If you then republish the same sharer, those appointments will not be reinstated in their diary. Please make sure you definitely want to cancel them before proceeding to unpublish a sharer.



Access your sharer’s profile

To access your sharer's profile, click on their company name. You will then see the following pop-up window, click 'Continue'.

You will then be taken to their Company Profile page, where you can then navigate your way through their portal.




Resending sharer login details

Note: If your sharer does not receive the automated email they should check their junk folder first.

To resend their automated email to reset their password, the Main Stand Holder will need to send them a new Welcome Email. From the Stand Sharers page, select the relevant sharer.

You will be taken to their company profile page – from here, select People Manager from the menu at the top.

Then select the sharer's name to edit.

Click on 'Resend Welcome Email with link to password', which will automatically send an email to the sharer with a link to login or reset their password.

Note: Make sure that the sharer's email address is correct before resending.




Assign Sharer stand numbers

If you have purchased multiple stands, you will able to assign different stand numbers to all your sharers at the same time. From the Stand Sharers page, select 'Assign Sharer Stand Number'.

You will then see a list of all your sharers and the stand numbers available. Uncheck the incorrect stand numbers and tick the correct ones. Then click 'Update'.




4. Manage your badges

Order your badges

Once badges are available, a link will be visible in the Exhibitor Portal beneath your checklist of tasks:

To order your badges click on this link and follow the steps.

Please note: If this link is not displaying within the Exhibitor Portal, it means that badges are not yet live.




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