Customize Exhibitor Welcome Email Templates

Configure and Manage the Exhibitor Welcome Email Template

Objective

This SOP explains how to locate, customize, and test the exhibitor welcome email template after an exhibitor completes the signup flow. It ensures the correct event credentials remain intact while allowing staff to update branding, sender details, and message content.

Key Steps

1. Open the Email Templates area 0:02

• After an exhibitor completes the signup flow, go to Content.

• Select Email Templates to access the email template management area.

• Use this section to view the default welcome email and any custom templates you create.

2. Locate the exhibitor welcome email template 0:12

• In the list of available templates, find the welcome email template.

• This is the default template sent to exhibitors after signup.

• Review the template list to confirm whether any custom templates already exist.

3. Update template settings and sender details 0:18

• Optionally relabel the template if your team needs a different internal name.

• Recommended practice: leave the template name as-is unless there is a clear reason to change it.

• Update the From Name so recipients see the correct sender identity.

• Set the Reply-To address to the appropriate inbox.

• Add one or more staff members to be BCC'd on the outgoing welcome email if needed.

4. Understand BCC behavior versus notifications 0:38

• Use the BCC field if you want staff to receive an exact copy of the welcome email sent to exhibitors.

• Note that this is different from notifications.

• BCC recipients will be included on the actual email delivery, not just alerted separately.

5. Edit the subject and body content 0:52

• Modify the subject line to match your event’s tone and branding.

• Edit the body of the email to include the messaging you want exhibitors to receive.

• Keep the template clear, professional, and aligned with your event communication standards.

6. Preserve the credential block 0:59

• Do not change the credentials section below the main content.

• This section provides exhibitors with: 

  • The event name

  • The login URL

  • Their username

  • Their password

• Leaving this block unchanged ensures exhibitors can access their account successfully.

7. Preview and send a test email 1:06

• Use the preview option to review the email before sending.

• Send a test email to verify formatting, content, and sender details.

• Confirm the email looks correct on the receiving end before using it for exhibitors.

8. Confirm who receives the test email 1:16

• The test email is sent to the account currently logged in.

• If an admin is logged in, the test message will be delivered to that admin’s inbox.

• Use this step to validate the final version before publishing or relying on the template.

Cautionary Notes

• Do not edit the credentials block unless you are certain the login information should change.

• Be careful when changing the From Name and Reply-To fields so replies go to the correct team member or inbox.

• Remember that BCC is not the same as notifications; BCC recipients receive the actual email copy.

• Always send a test email before using the template for live exhibitor communication.

Tips for Efficiency

• Keep the default welcome template name unless your team has a naming standard.

• Use a shared team inbox for Reply-To when multiple staff members manage exhibitor support.

• Add only the staff who truly need a copy to the BCC field to avoid inbox clutter.

• Save time by reusing a tested subject/body structure and only updating event-specific details.

• Preview the email on desktop and mobile if possible to catch formatting issues early.

Link to Loom

https://loom.com/share/e6853f037c4046a4bb75bf2bffd07cb0