High Level Overview of ExpoGenie Platform

SOP: Managing Exhibitor Booth Sales, Registration, and Post-Sale Fulfillment in ExpoGenie

Objective

This SOP outlines how to use ExpoGenie to manage interactive floor plans, sell booths and sponsorships, process exhibitor registrations, and support post-signup fulfillment. It also covers how exhibitor data and booth staff registrations can sync to Cvent when integrations are enabled.

Key Steps

1. Configure and manage the interactive floor plan 0:10

• Open the interactive floor plan in ExpoGenie.

• Add, remove, resize, or move booths as needed.

• Assign an exhibitor to a booth by selecting the booth and clicking Apply.

• Update booth sizes when required, such as upgrading a booth to 10x20.

• Create aisles or reconfigure booth placement to match the event layout.

• Set booths for sale and assign unique prices to individual booths based on value or location.

2. Set up exhibitor registration and sponsorship options 0:53

• Navigate to the exhibitor registration area to sell booths and sponsorships online.

• Configure the registration flow to match the event’s sales process.

• Decide whether to offer sponsorship packages, booth sales, or both.

• Use the registration form to guide exhibitors through the purchase process.

3. Present sponsorship packages during registration 1:31

• Display available sponsorship packages on the first registration screen.

• Include package details such as: 

  • What is included

  • Fulfillment items

  • Any booth access included with the package

• Select the appropriate package during the demo or live registration flow.

• Continue to the next step after the sponsor package is chosen.

4. Allow booth selection based on package or paid inventory 2:08

• If a sponsorship package includes a booth, allow the exhibitor to select the included booth size.

• Show priced booth options separately so exhibitors can choose from available inventory.

• Use premium pricing for higher-value booth locations when applicable.

• Confirm the booth selection before moving forward.

• Ensure the floor plan is built from the contractor’s PDF layout and converted into the interactive version for easy selection.

5. Offer add-ons and additional products 2:39

• Present optional add-ons after booth selection.

• Include items such as: 

  • Lead retrieval

  • Booth furnishings

  • Additional sponsorship items

• Allow exhibitors to purchase extra items during the same registration flow.

• Keep add-ons configurable so they can be tailored to each event.

6. Apply discounts and complete payment 2:48

• Apply advanced discount rules and permissions when needed.

• Accept standard discount codes if they are part of the event setup.

• Process payments through supported gateways such as Stripe and Authorize.net.

• Choose the payment rule that fits the event: 

  • Full payment required

  • Partial payment allowed

  • Pay now

  • Pay later

• Complete checkout once the payment method and terms are confirmed.

7. Generate invoices and send confirmation emails 3:17

• After checkout, ensure ExpoGenie creates an invoice for every order.

• Confirm that the exhibitor receives the invoice by email.

• Verify that the exhibitor also receives a welcome email inviting them to the exhibitor portal.

• Use these automated messages to begin the post-sale fulfillment process.

8. Access the exhibitor portal after signup 3:51

• Go to the user list and locate the newly registered exhibitor.

• Use Impersonate / Log in as to enter the exhibitor’s portal for review or support.

• Confirm the exhibitor appears at the top of the list after signup.

• Use the portal as the exhibitor’s online hub for tasks, questions, and balance management.

9. Manage exhibitor fulfillment tasks in the portal 4:15

• Direct exhibitors to complete required deliverables in the portal.

• Collect items such as: 

  • Insurance certificates

  • Company logos

  • Company descriptions

  • Booth graphics

  • Email banners

• Allow organizers to pull reports and bulk download submitted files.

• Use the portal as the central location for all exhibitor fulfillment materials.

10. Auto-assign booths and manage booth staff registrations 4:42

• Confirm the exhibitor is automatically assigned to the purchased booth.

• Verify the booth assignment appears correctly in the floor plan.

• Generate booth staff passes based on the sponsorship package or booth purchase.

• Allow exhibitors to complete booth staff registrations in ExpoGenie.

• If integrated with Cvent, send booth staff registrations to Cvent as attendee records.

11. Support repeat purchases and content hosting 5:25

• Allow exhibitors to return to the shop and make additional purchases after signup.

• Keep add-ons available for second or third purchases as needed.

• Host documents, PDFs, and collateral materials inside ExpoGenie instead of sending them by email.

• Provide additional resources such as lead scanning, FAQ pages, and custom webpages within the platform.

12. Sync exhibitor and attendee data with Cvent 5:52

• When an exhibitor registers, create the exhibitor record in Cvent’s exhibitor portal.

• Push uploaded files such as logos and descriptions from ExpoGenie to Cvent to update the exhibitor profile.

• Use the synced data to populate the attendee mobile app or attendee hub.

• Create attendee records in Cvent when booth staff registrations are completed in ExpoGenie.

Cautionary Notes

• Ensure the floor plan is accurate before opening booth sales to exhibitors.

• Confirm pricing, booth sizes, and package inclusions are correct before publishing registration options.

• Verify payment rules carefully, especially when allowing partial payment or pay-later options.

• Check that invoice and welcome email automation is enabled so exhibitors receive immediate confirmation.

• If using Cvent integration, validate field mapping and sync behavior before going live.

• Make sure booth assignments and staff pass counts match the purchased package to avoid fulfillment errors.

Tips for Efficiency

• Build the floor plan from the contractor’s PDF early so booth inventory is ready for sales.

• Use package-based booth assignment to reduce manual work after registration.

• Standardize add-ons and sponsorship items to simplify setup across events.

• Keep exhibitor documents and FAQs inside ExpoGenie to reduce email back-and-forth.

• Use bulk download and reporting tools to speed up organizer fulfillment tasks.

• Test the full registration flow with a sample exhibitor before launching publicly.

Link to Loom

https://loom.com/share/141f69c9ce2940c1af63c8e6df8a2378