Platform Overview - Exhibitor View

SOP: Configure and Explain the Exhibitor Signup Flow and Exhibitor Portal Experience

Objective

This SOP outlines the end-to-end exhibitor journey from initial signup through post-purchase portal use. Use it to help a team member understand what exhibitors will see, what actions they can take, and how to guide them through the process confidently.

Key Steps

1. Review the exhibitor journey before building the portal 0:02

• Start by understanding the full exhibitor experience from beginning to end.

• Use the exhibitor journey as a mental model before configuring any settings.

• Confirm the two major phases: 

  • Signup flow: where exhibitors book a sponsorship or booth.

  • Exhibitor portal: where exhibitors return after purchase to complete tasks and access resources.

2. Use the preview tool to inspect the exhibitor experience 0:28

• From the dashboard, locate and use the preview icon.

• Preview the exhibitor signup flow to see the booking experience exactly as an exhibitor would.

• Preview the exhibitor portal to understand what appears after purchase.

• Use preview mode regularly while configuring the portal to verify the exhibitor-facing experience.

3. Direct exhibitors to the signup flow from your event channels 1:16

• Provide the exhibitor signup link when sales open.

• Place the link in the following channels as applicable: 

  • Event website button such as Register to Exhibit or Book a Booth

  • Email campaigns

  • Marketing channels

• Ensure the link sends exhibitors to the exhibitor signup flow, not the post-purchase portal.

4. Collect exhibitor and company information during signup 1:25

• Require exhibitors to enter their basic contact and company details first.

• Capture only the essential information needed to begin the order.

• Keep in mind that these fields are configurable and may vary by event.

• Verify the form fields match your event’s registration requirements.

5. Present the correct package or booth selection options 1:44

• Show package options if your event sells sponsorship tiers or bundled offers.

• If your event does not use packages, route exhibitors directly to the floor plan.

• Allow exhibitors to choose the option that matches their intent, such as: 

  • Sponsor package

  • Exhibit-only option

• Confirm the selection flow matches your event structure before launch.

6. Enable live booth selection from the floor plan 2:20

• Display a live floor plan so exhibitors can see available and occupied booths.

• Show booth status clearly, including who has already reserved each booth when applicable.

• Allow exhibitors to select an available booth and add it to the cart.

• Configure booth rules as needed, such as: 

  • Complimentary booths included with packages

  • Discounts for multiple booth purchases

  • Booth restrictions by package or tier

7. Offer optional add-ons during checkout 2:57

• Present optional sponsorship add-ons after booth selection.

• Use inventory-based controls so add-ons cannot be oversold.

• Hide add-ons that are already sold out.

• Let exhibitors choose whether to add optional items or continue without them.

8. Review the cart and complete payment 3:18

• Show the exhibitor’s selected items, totals, and any discount code entry field.

• Allow the exhibitor to apply a discount code if one is available.

• Confirm the available payment methods for the event, such as: 

  • Pay later / invoice

  • Credit card

  • Deposit option

• Complete checkout and generate the appropriate order confirmation or invoice.

9. Send the welcome email and grant portal access 3:47

• After checkout, send the exhibitor a welcome email automatically.

• Use the welcome email to direct them into the exhibitor portal.

• Confirm the exhibitor can log in successfully after purchase.

• If needed, test access by logging in as a sample exhibitor user.

10. Use the exhibitor portal as the post-purchase hub 4:16

• Treat the exhibitor portal as the central location for all post-registration activity.

• Use the portal for: 

  • Task completion

  • Information submission

  • Resource access

  • Booth staff registration

• Keep the portal available throughout the event lifecycle so exhibitors can return as needed.

11. Configure the portal homepage with relevant event information 4:30

• Display key event details on the homepage, such as: 

  • Event overview

  • Expo hall hours

• Hide any homepage content that is not relevant to your event.

• Make sure the homepage provides quick orientation without overwhelming the exhibitor.

12. Collect exhibitor fulfillment items through tasks 4:53

• Use tasks to collect post-registration deliverables from exhibitors.

• Request items such as: 

  • Company logo

  • Company description

  • Other event-specific materials

• Keep tasks separate from basic signup fields.

• Ensure each exhibitor only sees tasks relevant to them.

13. Manage booth staff registration and pass limits 5:27

• Allow exhibitors to register booth staff from the portal.

• Set staff registration limits based on the exhibitor’s package or tier.

• Prevent registration beyond the allowed allocation.

• Offer add-on booth staff passes when exhibitors need more capacity.

• Update the exhibitor’s limit immediately after an add-on purchase.

14. Provide resources, lead scanning, and FAQs in one place 6:04

• Add a resources section for documents and reference materials.

• Use resources for items exhibitors may need to view but not submit.

• If lead scanning is sold, make it available for direct purchase in the portal.

• Add FAQs to reduce repetitive support questions and direct exhibitors to self-service answers.

15. Validate the full exhibitor experience before launch 6:53

• Review the complete flow from website link to signup to portal access.

• Confirm the exhibitor can: 

  • Find the signup link

  • Complete registration

  • Receive the welcome email

  • Log into the portal

  • Complete tasks and register staff

• Use this end-to-end review to catch missing steps before opening sales.

Cautionary Notes

• Do not assume every event uses the same signup structure; packages, booth selection, and payment options may differ.

• Avoid showing exhibitors tasks or resources that are not relevant to their specific registration.

• Make sure inventory-based items such as add-ons and sponsorships cannot be oversold.

• Verify booth staff limits are enforced so exhibitors cannot exceed their allocation without purchasing an add-on.

• Confirm the correct link is used for the signup flow versus the post-purchase portal.

• Test the exhibitor experience in preview and as a real user to catch permission or visibility issues.

Tips for Efficiency

• Use the preview icon frequently while configuring the portal to reduce rework.

• Keep homepage content minimal and only show the most useful event information.

• Group post-registration requests into tasks so exhibitors know exactly what to submit.

• Centralize documents, FAQs, and lead scanning in the portal to reduce email back-and-forth.

• Test a sample exhibitor account to confirm the real user experience, not just the admin view.

• Set up inventory and limits early so booth selection, add-ons, and staff passes behave correctly at launch.

Link to Loom

https://loom.com/share/1cf00ee45cbd4a269f50819549b44148