Exhibitor Space - Zoho Backstage

Exhibitor Space

Overview

Exhibitor Space is your dedicated virtual space on the event website, where you can manage your brand and engage with visitors. Within this space, you can:
  • Present Your Brand: Customize your booth profile with your company name, logo, banner image, and additional descriptive information that visitors see on the event website.
  • Manage Content: Upload videos and collateral files to enrich your presentation and provide attendees with deeper insights into your offerings.
  • Organize Your Team: Invite and manage booth members, assign administrative roles, and streamline collaboration among your exhibiting team.
  • Capture Engagement: Track leads generated during meetings or through visitor interactions, ensuring you have a record of prospective contacts for post-event follow-up.
  • Monitor Activity: View key metrics like meeting counts and lead data to assess your booth’s performance.

Accessing Your Exhibitor Space


  1. Sign in to the event website using your registered email address.
  2. Enter the OTP sent to your registered email and click VALIDATE OTP.
  3. Click your user avatar in the top-right corner.
  4. Select Exhibitor Space from the menu.
  5. View your Booth Profile (company/brand name).
  6. See the number of Booth Members allowed based on your exhibitor passes.
  7. Check your Meeting Count and Leads collected.

Booth Members

Inviting Booth Members


  1. Sign in to the event website using your registered email address.
  2. Click your user avatar in the top-right corner.
  3. Select Exhibitor Space from the menu.
  4. Go to the Booth Members tab.
  5. Click Add Member.



  6. Enter the email address of the exhibitor you want to add.
  7. Choose the booth member Role. 
  8. Click Add.

Reassign Booth Member Role

  1. To reassign the booth member's role, go to the Booth Members tab, click the menu icon next to a member, and select Assign as Admin/Assign as Member. 



    1. In the Booth Members tab, click the menu icon next to a member and select Assign as Admin/Assign as Member.
Info
Only the Booth Owner can invite members. The number of invites depends on the number of exhibitor passes set by the event organizer.
Notes
Sample of the Email Sent to Invite a Booth Member: 

Removing a Member


  1. In the Booth Members tab, click the menu icon next to a member and select Remove.

Leaving Your Booth

  1. If you wish to exit the booth, click the Leave link next to your name.
  2. Select a new owner if prompted, then click ASSIGN AND LEAVE.


Alert
Leaving means you will lose access to booth management features.

Exhibitor Profile


  1. Sign in to the event website using your registered email address.
  2. Click your user avatar in the top-right corner.
  3. Select Exhibitor Space from the menu.
  4. Go to the Exhibitor Profile tab.
  5. Update your company details that appear on the event website.
  6. Modify your company logo by clicking the Change link.
  7. Under Banner Image, click Upload to add a new banner.
  8. Click SAVE & PUBLISH to update your live page. 
Info
Image Requirements:
  1. Logo: JPG, JPEG, PNG, GIF; less than 5MB; 200x140 pixels at 72dpi.
  2. Banner: JPG, JPEG, PNG, GIF; less than 5MB; 1200x400 pixels at 72dpi.

Booth Materials


  1. Sign in to the event website using your registered email address.
  2. Click your user avatar in the top-right corner.
  3. Select Exhibitor Space from the menu.

Adding a Video

  1. Go to the Booth Materials tab.
  2. Click Add Video URL under the Videos section.



  3. Enter a Video Title and paste your Video URL (YouTube or Vimeo).
  4. Click Add.

Uploading Files (Collaterals)

  1. Go to the Booth Materials tab.
  2. Click Upload Collateral. The Add Collateral panel will display.



  3. Enter a title for the file.
  4. Upload your file (supported formats: JPG, JPEG, PNG, PDF; file size <5MB; recommended dimensions: 200x140 pixels).
  5. Click Add.
Alert
Your ability to upload videos and files depends on the permissions set by the event organizer.

Promotional Banner

  1. Sign in to the event website using your registered email address.
  2. Click your user avatar in the top-right corner.
  3. Select Exhibitor Space from the menu.
  4. Go to the Promotional Banner tab.
  5. For Text with CTA, enter the required details.



  6. For Image with CTA, click Upload link and upload your image.



  7. Click SAVE & PUBLISH to update your live page. 
Notes
Your promotional banner will be displayed on the Exhibitor Profile Page as shown below.

Leads

Leads are generated during meetings or when visitors share their contact details.


  1. Sign in to the event website using your registered email address.
  2. Click your user avatar in the top-right corner.
  3. Select Exhibitor Space from the menu.
  4. Go to the Leads tab.
  5. Click ADD LEAD. 
  6. Enter the lead's details and select the Booth Member capturing the lead.
  7. Choose the Lead Role and lead quality: Hot, Warm, or Cold.
  8. Add any comments about the lead.
  9. Click Save when done. 
Info
Leads can also be added by scanning a QR code from a badge or ticket using the Backstage Attendee app.

Exporting Lead List


  1. Sign in to the event website using your registered email address.
  2. Click your user avatar in the top-right corner.
  3. Select Exhibitor Space from the menu.
  4. Go to the Leads tab.
  5. Click DOWNLOAD LEADS. The Download Leads pop-up will display. 



  6. Choose to download All leads or leads added by Specific Members.
  7. Filter the export by Lead Quality (e.g., All, Hot, Warm, or Cold).
  8. Select the file format: XLSX or CSV.
  9. Optionally, check the Password protect the file box to secure the download. Remember the password, as it won’t be stored.
  10. Click Download to save the file locally.
Notes
Leads functionality is available based on your exhibitor category permissions.

Inquiries


  1. Sign in to the event website using your registered email address.
  2. Click your user avatar in the top-right corner.
  3. Select Exhibitor Space from the menu.
  4. Go to the Inquiries tab.
  5. Click the View button next to an inquiry to learn more about it. 

Exporting Inquiries

  1. Sign in to the event website using your registered email address.
  2. Click your user avatar in the top-right corner.
  3. Select Exhibitor Space from the menu.
  4. Go to the Inquiries tab.
  5. Click EXPORT. The Export Inquiries panel will display.



  6. Select the file format: XLSX or CSV.
  7. Optionally, check the Password protect the file box to secure the download. Remember the password, as it won’t be stored.
  8. Click Export to save the file locally. 

Meetings 


  1. Sign in to the event website using your registered email address.
  2. Click your user avatar in the top-right corner.
  3. Select Exhibitor Space from the menu.
  4. Go to the Meetings tab.
  5. Click ADD AVAILABILITY. 



  6. Enable the toggle for the dates you’re available for meetings.
  7. Click Add Time Range and specify the times you’ll be available. You can set custom times for each event day.
  8. Click Save when you're done. 

Booth Background


  1. Sign in to the event website using your registered email address.
  2. Click your user avatar in the top-right corner.
  3. Select Exhibitor Space from the menu.
  4. Go to the Booth Background tab.
  5. Choose from default background options or upload your own.
  6. Click SAVE when you're done.
Notes
You can also change the background later within the Virtual Space.
If you have any questions or require further assistance, please contact your event organizer.