Exhibitors and booths

The Exhibitors page is where you set up the floor: the booths, the companies that take them, what each company bought, and the people who will work each stand. Open it from your event under On-site → Exhibitors. You need the Sponsor or Collection point permission on your team.

The page has three tabs: Booths, Exhibitors, and Matching. Matching belongs to attendee networking and is covered in Attendee networking.

Booths come first

A booth can exist before anyone has taken it. Booths with no exhibitor are free booths; they are counted in the header and left out of the exhibitor list attendees see.

Add booths

Use Add booths in the toolbar:

• Number range — a Prefix, From and To number, and an optional Skip list. For example, prefix B- from 1 to 40.
• Paste a list — one booth code per line, for floors that are not numbered in sequence.

Pick a Hall if you use them, then Add booths. You can add up to 500 at a time. Codes that are already used, listed twice, or longer than 40 characters are skipped, and the result tells you which ones.

Every booth gets its own scan point automatically, so a stand can start scanning as soon as it is assigned.

Halls

Halls in the toolbar lets you add, rename, and delete halls. Deleting a hall does not delete its booths — they stay on the floor, marked Not placed yet, until you move them.

Work with booths in bulk

On the Booths tab, filter by Free or Assigned and by hall, select the booths you want, and use Assign…, Move to hall…, Free, or Remove.

WARNING

Once a booth has collected anything for its exhibitor, it can no longer be assigned to someone else or freed. That keeps every lead with the company that collected it. To take a used booth off the floor, Remove it — its leads stay on the exhibitor's list.

Add exhibitors

One at a time

Add exhibitor asks for the Company name only. Everything else is set from the exhibitor's Manage drawer, and the exhibitor fills in their own stand details later.

Import from a spreadsheet

Import accepts a CSV, XLSX, or XLS file, or rows pasted straight from Excel — up to 500 rows. Download the template to get the columns:

Column	Meaning
Company	Required. An existing company in your library is reused.
Booths	One or more booth codes.
Hall	Created if it does not exist yet.
Contact email	The person who will run the stand.
Contact name	Optional.
Lead cap	Optional.

Check these rows runs a dry run first and marks each row as fine, Check, or Skipped, with a note. Then Import N rows.

Contacts in the file are invited as stand admins. Tick Email each contact their invitation now to send the emails straight away; leave it off and each contact gets a working link you can send yourself.

Export downloads your exhibitors in the same format as the template.

What each exhibitor bought

Open an exhibitor with Manage. Under What they bought:

• Booths — how many booths they may hold.
• Staff seats — how many people can work the stand.
• Lead cap — leave blank for no cap.
• Let them export their leads — whether a stand admin can download leads as a CSV.

Then Save. To change several exhibitors at once, select them on the Exhibitors tab and use Lead cap & export….

These are allowances you give each exhibitor. BagEvent does not bill exhibitors for them. When a stand reaches its lead cap, scans of new visitors are refused; the stand sees how much is left on its Leads page.

Assign a booth

In the Manage drawer, Pick a free booth and Assign, or type a new booth code and Add booth. If the exhibitor already holds every booth they bought, raise Booths first.

Ask attendees to share with exhibitors

Exhibitors only see who a visitor is if that visitor agreed. Ask on the registration form: open Registration form and add Share with exhibitors from Standard fields.

• Attendees who tick it share their name, company, job title, and contact details with the stands they visit, and allow those stands to export them.
• Attendees who leave it unticked are still counted as visits, but stands see Not shared — visit recorded, identity withheld.
• Attendees can change what they share later, from their own event page.

Without this question on the form, every lead is withheld and exhibitors cannot export anything. Add it before registration opens: people who registered earlier were never asked.

Invite stand staff

In the Manage drawer, under People, enter an email address and Invite. People invited here join as reps; the exhibitor's stand admins can promote them.

• If the email goes out, the person opens the link, signs in with any BagEvent account, and the stand is theirs.
• If it does not, the drawer shows the link with Copy link so you can send it yourself.
• Each link works once. Inviting the same address again issues a fresh link and cancels the old one.

Resend invites on the Exhibitors tab sends a fresh link to everyone who has not accepted yet.

Until somebody accepts, nobody can scan for that stand.

TIP

Import each exhibitor with a Contact email and let that person invite their own colleagues. Stand admins manage their own team within the seats you set, which saves you collecting names for every rep.

Booth traffic on the day

The Booths tab shows how each stand is doing:

Column	Meaning
People	Different people recorded at the stand.
Today	Different people today.
30 min	Different people in the last 30 minutes.
Engaged	People who did something at the stand, such as entering its draw or saving it.
Scans	Scan records at the booth's scan point.

Use the ranking menu to sort by people, people today, or engaged. Show on big screen puts the top ten stands on your event screens — see On-site engagement.

Related

• On-site engagement — announcements, polls, Q&A, stamp rallies, prize draws, and screens.
• Attendee networking — the directory, suggestions, and meetings.
• Getting started at your stand — what your exhibitors see.