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  • 1.  Bringing simple steps to set up Exhibitor Management Portal!

    Cvent Staff
    Posted 08-03-2022 12:47
    Hi all the lovely Community members! Kicking off our next edition of Tip of the Week discussion!

    One of the most important topics in event management is 'How to ensure your sponsors get engagement and ROI during your events?". An exhibitor's experience is as important as planning for the audience's experience. This is where Cvent's Exhibitor Management Portal comes to your rescue!

    The Exhibitor Management tool can help your exhibitors manage logistics and provide ROI for both - in-person and virtual events. Let's talk about how you can set up this tool in quick steps below:
    • If you're using Attendee Hub, take advantage of Exhibitor Management features within the Attendee Website and Event App. Follow these steps in the Exhibitor Management Portal to allow your exhibitors to spotlight their organization:
      • Add your exhibitors, if applicable: If you haven't already added your exhibitors to your event, add or import them now.
      • Add sponsored sessions, if applicable: Follow instructions in this KB article to add sponsored sessions to your event. Within the All Sessions tab of the Attendee Website, sponsored sessions will be marked with a "Sponsored by" message that includes the exhibitor's name and logo. Attendees will also see a list of the sessions an exhibitor is sponsoring while viewing the exhibitor's profile on the Attendee Website. Exhibitors can view their sponsored sessions when they log into their portal, and export leads from session participants, if you've allowed them to access this information.
      • Add sponsor lists, if necessary: If you have different levels of sponsorship in your event, add sponsorship levels and assign exhibitors to the correct level.
      • Set up registration for booth staff: Make sure the booth staff have the option to add a profile image to their virtual booth profiles, if desired. However, Exhibitor Admins do not have access to update their booth staff's profile images from the Exhibitor Portal.
      • Add exhibitor categories: You can choose to assign exhibitors to categories, allowing attendees to view exhibitors by type as well as a list.
      • Assign featured exhibitors: Follow these instructions to add featured exhibitors within your event. They'll appear on the Home page of your Attendee Website and Event App.
      • Add exhibitor content: To help attendees learn more about an organization, add content to exhibitor profiles, or allow exhibitors to add their own.
      • Display custom fields as exhibitor filters, if applicable: If you're using custom exhibitor fields, you can choose to display specific fields as exhibitor filter options within your Attendee Website and Event App.
      • Decide if exhibitors should have access to engagement metrics: You can allow exhibitors to access their organization's engagement metrics from the Exhibitor Portal if desired. 
      • Decide if attendees need to opt-in to sharing with exhibitors: If you would like to allow attendees to opt-out of sharing information with exhibitors, configure Attendee Opt-In.
      • Add exhibitor engagement features: Now that you've configured your Exhibitor Management Portal for exhibitors, turn on engagement features for your exhibitors' staff to use.

    Question for you:
    • Which Exhibitor Management tool hack would you share to maximize ROI for sponsors? 
    • How do you ensure to put the spotlight on your sponsor's organization during virtual events?

    As always, please feel free to share your thoughts in the comment section below! #CventTip

    #ManagingOn-site
    #ManagingVirtualEvents
    #ReportingandInsights

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    Ridhima Krishan
    Sr. Associate, Customer Marketing
    Cvent
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  • 2.  RE: Bringing simple steps to set up Exhibitor Management Portal!

    Community MVP
    Posted 08-04-2022 11:52
    We do not have sponsors for our events, but we are often sponsors for industry events. I am so frustrated when those events do not use Cvent, because the exhibitor portals I work in as a sponsor are not nearly as robust or user-friendly as Cvent!

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    Lori Wildman
    Senior Marketing Operations Manager
    DuCharme, McMillen & Associates, Inc.United States
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  • 3.  RE: Bringing simple steps to set up Exhibitor Management Portal!

    User Group Member
    Posted 08-08-2022 10:25
    We unfortunately don't have events that require needing exhibitor management but it looks like a great tool!

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    Rachel
    NJ
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  • 4.  RE: Bringing simple steps to set up Exhibitor Management Portal!

    User Group Member
    Posted 08-08-2022 11:34
    Any of the features that give exhibitors to add a personal touch -  like booth staff photos, documents, etc. - help engage sponsors at a deeper level, making them feel a bit more invested in the event. We haven't had sponsors for virtual events, but the simplest and easiest way is to highlight them during a session - having logos on presentation materials or inviting them to co-facilitate a session.

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    Bouran Qaddumi
    Sr. Manager, Training
    Church's Chicken
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  • 5.  RE: Bringing simple steps to set up Exhibitor Management Portal!

    Posted 08-16-2022 09:48
    We used the Exhibitor portal to manage 26 individual partners for a conference. The best tip I found was being able to send reminders to the exhibitors through the portal to complete tasks such as uploading their company logo, including their contact information and uploading files to their page. These reminders send automated emails to the exhibitors and helped alleviate back and forth emails when the system would send them with the direct link to login. It was a life saver when managing 26 different organizations!

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    Vicki Clancy
    Events Coordinator
    CDWUnited States
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  • 6.  RE: Bringing simple steps to set up Exhibitor Management Portal!

    User Group Member
    Posted 08-19-2022 09:36
    So we have moved to entirely virtual events when we do company wide events. Because we lose some of the networking & therefore some of the visibility from our sponsors, we are setting up exhibitor booths and planning to incorporate appointments so that we can give those sponsors just a little extra visibility. We will also incentivize our attendees who set & attend a minimum number of appointments to ensure that time is not wasted!

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    Kaitlin Feist
    Marketing Programs & Events Specialist
    Dakota Supply Group, USA
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  • 7.  RE: Bringing simple steps to set up Exhibitor Management Portal!

    User Group Member
    Posted 08-23-2022 08:42
    We have used this module for internal facing events that are more like a vendor fair or career fair. Giving ownership of submitting (and formatting!!!) information to our "exhibitors" has helped us gain better buy in from the folks that might otherwise miss deadlines or wait until the very last minute to provide information. It becomes a mini project for them that they all seem to enjoy managing and sharing the metrics in with others, especially their leadership members ;) They have a direct measurement of success using this tool that doesn't exist with other projects they work on.

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    Jennifer Jones
    Senior Event Specialist
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  • 8.  RE: Bringing simple steps to set up Exhibitor Management Portal!

    Posted 08-23-2022 09:10
    The Exhibitor Management looks great. Definitely  a great tool to use for an event.

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    Jonathan stanaj
    Events Manager
    United Federation of TeachersUnited States
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