SOP: Configure and Preview the Exhibitor Signup Flow
Objective
Set up, preview, and understand the exhibitor signup flow in the event portal so team members can configure the registration experience correctly. This SOP outlines the available steps, optional toggles, and key setup considerations for packages, booths, add-ons, and checkout.
Key Steps
1. Access the signup flow in preview or live mode 0:11
Open the Event Portal.
To preview the signup flow, click the preview eye and select Preview Signup Flow.
To test the flow as an exhibitor, go to Event Setup and copy the signup link.
Open the link in an incognito window or log out first so your admin role does not redirect you back to the admin view.
2. Start with the registration form 1:00
The first step in the exhibitor signup flow is the registration form.
Exhibitors use this step to search for their company.
If the company already exists, the system will find and reuse it.
If the company does not exist, the system will create/prepopulate a new company record.
Use this step to help centralize exhibitor data across events and parent companies.
3. Add an optional welcome page before registration 1:45
In Event Setup, open Registration Flow.
Turn on the Welcome Page if you want an intro step before registration begins.
Click the edit icon to add welcome content.
Use this page to provide context, especially if exhibitors are coming from an email rather than your event website.
Keep the message short and helpful so exhibitors know what to expect next.
4. Complete the registration form and move to package selection 2:32
After the exhibitor submits the registration form, they move to Select Package.
If packages are not part of your offering, disable this step in the registration flow settings.
Use this step only when exhibitors need to choose a sponsorship or booth package before continuing.
5. Configure package selection rules 3:01
If packages are enabled, exhibitors must select one to continue.
Create package items for any required path, including a basic exhibit-only option if needed.
Assign a level to each package during setup.
Understand that the selected package level can affect:
Booth availability
Pricing rules
Add-on eligibility
Use package settings to control which exhibitors can proceed to later steps.
6. Set up booth selection 4:08
After package selection, exhibitors move to the booth selection step.
Decide how booths should be sold:
Open selection: exhibitors choose from available booths on a first-come, first-served basis.
Package-included booths: booths are included as part of a package.
Restricted booths: only certain package levels can select specific booths.
Match booth rules to your floor plan and sponsorship strategy before publishing the flow.
7. Add optional sponsorship add-ons 5:11
Present add-ons after booth selection if you want exhibitors to purchase extras.
Use add-ons for optional sponsorship upgrades or enhancements.
Keep add-ons simple and clearly labeled so exhibitors can quickly decide whether to include them in their cart.
8. Review cart and checkout settings 5:22
The Review Cart step lets exhibitors confirm their selections before payment.
If you do not want to offer discount codes, go to Event Setup > Advanced Settings and hide the discount code field.
At this step, exhibitors can:
Review all selected items
Adjust quantities for add-ons
View the total amount due
The final step is checkout and payment configuration.
9. Decide which steps to enable or disable 5:58
Review the full flow and remove any steps you do not need.
Common examples include:
Turning off packages if you only sell booths or add-ons
Turning off the floor plan if exhibitors should not choose booths interactively
Configure the flow to match your sales model before launching it to exhibitors.
10. Prepare for deeper configuration 6:25
After understanding the overall flow, move on to detailed setup tasks.
Next configuration topics include:
Registration form fields
Package creation
Level setup
Booth setup
Use this overview as the foundation before building the full exhibitor signup experience.
Cautionary Notes
Do not test the live signup link while logged in as an admin unless you want to see the admin experience.
Always use an incognito window or log out before testing the exhibitor journey.
If packages are enabled, remember that one package must be selected for the exhibitor to continue.
Package levels can affect booth access and pricing, so configure them carefully before launch.
Hide discount codes only if your event does not support them; otherwise, leave the field visible.
Tips for Efficiency
Use the preview flow first to verify the sequence before testing the live link.
Keep the welcome page brief and only include essential context.
Build package and booth rules together so the exhibitor path is consistent.
Disable unused steps to reduce confusion and shorten the signup process.
Test the flow from start to finish after each major configuration change.
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