Managing Exhibitors and Directories

Oct 18, 2026 | 7 min read

Overview

Eventact allows organizers to manage exhibitors centrally in the back office and display them on the event website, app, and meeting scheduler. All modules use a unified exhibitor profile to prevent duplicate data entry.

Exhibitor Types and Structure

Each company listed at your event is assigned one of three types:

Exhibitor: A company showcasing products or services, typically at a physical booth.
Sponsor: A company promoting its brand and gaining exposure through sponsorship.
Organization: A participating company, such as an attendee's organization or partner, listed without an exhibit space.

Main Exhibitors & Co-Exhibitors

An exhibitor can be designated as a Main Exhibitor, with Co-Exhibitors linked to it. Co-exhibitors share booth space with the main company, receive their own listings in the event catalog, app, and directory, and appear on the main exhibitor's page. Each co-exhibitor also has a separate profile page.

Display Hierarchy

Within each type, companies are assigned to a defined category (such as Gold, Silver, or Startups). Listings on the website and app are sorted in the following order:

Type: Exhibitors, sponsors, and organizations are displayed in separate sections.
Category: Headings appear in the custom sort order you define.
Company: Companies are ordered by the numerical position you assign or alphabetically by name.

Where Exhibitors Appear

Each exhibitor profile you create automatically populates the following components:

Component	Where	What It Shows
Exhibitor logos	Event website	Logo wall grouped by exhibitor category
Exhibitor page	Event website	Dedicated profile: description, booth, links, contact details
Exhibitor directory	Event website	Searchable catalog filtered by custom attributes (region, product, service)
Event app profile	Attendee app	Interactive profile, documents/links, and listed on-site team
Meeting scheduling	Website & App	1-on-1 meeting booking with exhibitors and staff
Exhibitor self-service	Event app (portal)	The exhibitor's Main Contact edits the company profile, links, collateral, and attributes

Setting Up Exhibitors in the Back Office

The Exhibitors module in the back office is the central management hub. Use the side menu to access Overview, Exhibitors, Booth, Settings, Design, and Project.

Recommended workflow: Create the exhibitor record with basic details (name, type, category, and Main Contact), approve its status, and enable the Main Contact to complete descriptions, links, and collateral through the Event App self-service portal.

Add an Exhibitor

Navigate to Exhibitors and select Add Exhibitor.
Enter the company name and select the type (Exhibitor, Sponsor, or Organization).
Upload a logo (450×225 px) and an optional cover image (1500×500 px) to serve as the logo background in the mobile app.
Enter the company website and a profile overview of up to 2,000 characters.
In the Event Website and App section, assign the category, display position, booth assignment, and meeting place.
Set the status to Approved. Only approved records appear on the website and app.
Click Save.

Field Reference

Card	Fields
Top Card	Name, Type, Logo, Cover Image, Website, Profile text
Event Website and App	Category, Position, Meeting Place, Hide on Event Website, Exhibition Booth, Booth Name, Main exhibitor / Co-exhibitor, Status (Pending / Approved / Rejected)
Catalog Categories	Checkboxes for custom directory filter attributes
More Information	Also Known As, Slogan (max 55 characters), Country, Address, Email, Phone
Profile Page Links	Up to 6 links: URL, Title, and Display Mode (Auto, YouTube, Embed in Page, Link, Instagram)
Profile Page Files	Image, PDF, or MP4 files (max 1MB each) with custom titles

Categories, Booths, and Co-Exhibitors

Exhibitor Categories: Classify the logo wall and app groupings (such as Gold, Silver, or Startups). Use the Categories button in the exhibitor list to set display order and headings.
Booth Management: Manage physical spaces in the Booth section. Each booth can host multiple exhibitors and links to the venue map.
Linking Co-Exhibitors: Open the co-exhibitor record and, in the Event Website and App card, select Co-exhibitor. Then choose the primary contracting company in the Main Exhibitor dropdown. The record type remains Exhibitor. Co-exhibitors are displayed automatically on the main exhibitor's page.

Exhibitor Team (Staff)

Open the exhibitor record in the back office and use the Staff card to assign registered attendees as company representatives.

Main Contact (Crown Icon): Assigns the person responsible for the company. This individual receives company meeting requests from the website and can edit the company profile directly through the Event App self-service portal.
Staff Visibility & Meetings: For each team member, specify if they are visible on the exhibitor website page and available for meetings from the event website.

Supplementary Tools

Offers: In-app promotional cards. Each offer includes an image, display mode, and an optional URL. If no URL is provided, clicks automatically collect attendee leads for the exhibitor.
Collected Leads: Displays the leads each exhibitor has collected through the Event App, including offer clicks and, if enabled in app settings, attendees who visit the exhibitor page. See Configure and Manage Leads in the Event App.
View Post to Share: Generates ready-made social posts ("We're exhibiting at...") for exhibitors to share on LinkedIn, X, Facebook, WhatsApp, or by email.
Merge Entries: Combines duplicate exhibitor records. Empty fields in the retained record are filled from the duplicate. If both records have a value, the retained record's value is used. The duplicate is marked as Canceled.
JSON Export / API: Makes the exhibitor list available to external systems once API access is enabled.

Note: Bulk exhibitor creation via CSV import is not supported. However, you can import exhibitor staff in bulk through the participant list.

Exhibitor Logos on the Event Website

The website builder includes predefined sections to showcase partners.

In the website builder, open Pages and Sections.
Under Predefined Sections, drag Exhibitors (or Sponsors) onto your page.
Configure optional titles, intro text, background styling, or side graphics.
Preview using the eye icon.

Clicking a logo opens a pop-up with the company profile, website, links, and a direct link to the full exhibitor page.

Exhibitor Pages on the Event Website

Each approved exhibitor automatically receives a dedicated public URL. No additional page building is required.

The page includes:

Cover image, logo, country, and profile overview.
Booth identifier and outbound website link.
Media gallery containing embedded YouTube videos, images, or web pages.
Connect with Team: Lists visible staff members with instant Schedule a meeting buttons.
Co-Exhibitor Showcase: Highlights partner companies sharing the booth space.

Searchable Exhibitor Directory

The Exhibitor Directory gives attendees a searchable, filterable catalog on the event website.

Step 1: Define Catalog Filters

In the Exhibitors module, navigate to Catalog Categories.
Select Add Category for each filter type, such as Region Served, Product Category, or Service Type.
Select Add Attribute to populate choices under each category.
Set categories to Available in search to display them as website dropdown filters, or to Hidden for use in the profile page only.

Catalog Category	Example Attributes
Region Served	Europe, North America, Asia-Pacific, Middle East
Product Category	Software, Hardware, Consulting
Service Type	Installation, Training, Support

Step 2: Tag Exhibitors

Assign attributes in the back office under the exhibitor's Catalog Categories card, or allow exhibitors to self-tag using the Event App portal.

Step 3: Embed on the Website

In the website builder, drag the Exhibitors Directory block from Predefined Sections onto your target page. Visitors can search by exhibitor name or filter using your custom dropdowns. These filters are also available in the mobile app.

Exhibitors in the Event App

Add an Exhibitor list navigation tile, or create targeted tiles for Sponsors, Participating Companies, or featured exhibitors.

What Attendees See

Dynamic directory with search, attribute filters, and category groupings.
Rich company profiles with embedded media galleries and document downloads.
Staff listings with direct Connect buttons for chat, virtual meetings, or on-site appointments.
Linked co-exhibitors and interactive exhibitor offers.

Exhibitor Self-Service Portal

The exhibitor's Main Contact can manage the company's presence directly from the mobile app without needing back-office credentials.

Edit company bio, slogans, website, and directory catalog tags.
Upload/update social links, YouTube videos, and PDF collateral.
Manage booth personnel and review captured attendee leads.
Review scheduled B2B meetings.

If a company does not have a profile, attendees can request one from the app. This creates a "Pending" record and notifies organizers. You can disable this feature in app settings.

B2B Meeting Scheduling

Allow attendees to book structured meetings with exhibitors or specific booth staff from the website or app.

Setup

Meeting Time Slots: In the Event App, under Meeting Time Slots, use Bulk Add Time Slots to define dates, meeting durations, and daily operational hours.
Assign Meeting Places: In the exhibitor overview, select Create a Meeting Place or assign an existing location, such as a booth or table. Set a maximum number of concurrent meetings if a booth can host multiple meetings at once.
Main Contact & Staff: Set a Main Contact and mark them as available for meetings from the event website. Company bookings are directed to this person. For each bookable staff member, enable both Visible on exhibitor website page and Available for meetings from event website.
Notification Templates: Customize email templates under meeting settings (Meeting Confirmation with an Exhibitor, Meeting Request, Meeting Approved).

How Attendees Book

From the Website: Attendees select a time slot on the exhibitor page, enter their email, and verify with a one-time passcode. Bookings are confirmed instantly without manual exhibitor approval. Users must be registered attendees.
From the App: Attendees tap Connect to request a specific slot, start an instant video or chat (Meet Now), or send a message. App requests require staff confirmation unless Auto accept meetings is enabled for that contact.

Useful Settings and Troubleshooting

Role-to-Role Permissions: Controls which roles can request meetings with whom (for example, visitors with exhibitors only).
Troubleshooting: If visitors see no available times, check that time slots are set up and the exhibitor has an assigned meeting place.

Quick Setup Checklist

Create exhibitor categories (to structure the logo wall).
Set up catalog filter categories and attributes.
Add exhibitors, upload logos/covers, and map booth numbers.
Assign directory attributes, links, and documents.
Set status to Approved.
Assign staff and designate a Main Contact.
Add the Exhibitors and Exhibitors Directory sections to the website.
Add the Exhibitor list tile to the Event App.
Configure meeting time slots and assign a meeting place to each exhibitor.
Enable staff meeting availability and review transactional email templates.
Distribute the View Post to Share link and app invitations to Main Contacts.

Summary

Managing exhibitors in Eventact uses a unified lifecycle across the platform:

Centralize Once: Build baseline exhibitor and co-exhibitor profiles in the back office; they instantly sync across the website logo wall, dedicated pages, directory, and Event App.
Empower Exhibitor Self-Service: Designate a Main Contact per company to upload descriptions, collateral, staff links, and social links via the Event App without requiring administrative access.
Structured B2B Matchmaking: Define meeting places, time slots, and staff availability once to enable instant website bookings and in-app meeting requests.