Manage Exhibitor Settings in Zoho Backstage

Exhibitor Settings

Overview

Exhibitor Settings allow event organizers to control how exhibitors interact with the event website, manage automated communication, configure meeting scheduling, and define the information exhibitors receive when leads are captured.

By configuring these settings, organizers can streamline exhibitor onboarding, improve visibility for exhibitors and booth members, and provide a better networking experience for event participants.

Accessing Exhibitor Settings 



To open the Exhibitor Settings page:
  1. Navigate to Exhibitors > Exhibitor Settings from the Dock.
  2. From this page, you can configure exhibitor request settings, automated emails, meeting scheduling preferences, booth member visibility, and lead profile information.

Exhibitor Primary Contact

The Primary Contact defines the sender and reply-to email address used for communication related to exhibitors. This contact acts as the main point of communication for exhibitor-related emails.
For example, automated notifications sent for exhibitor requests, approvals, or updates will reference the configured primary contact.

The Primary Contact section displays:
  1. Sender Email – The email address used to send automated emails.
  2. Reply-To Email – The contact who receives responses from exhibitors.

Changing the Primary Contact  



To update the primary contact:
  1. Navigate to Exhibitors > Exhibitor Settings from the Dock. 
  2. In the Primary Contact section, click Change Primary Contact. You will be redirected to the Communicate > Emails > Preferences > Primary Contact tab.
  3. Pick between the Portal's Primary Contact, Space's Primary Contact, or Custom Primary Contact. You can assign a module specific primary contact as well. 
  4. Click Assign Primary Contact associated with Module-Specific Primary Contact. 
  5. Click on Exhibitors in the Choose Module section. 
  6. If your contact has a verified domain, select the contact and click Save. 
  7. Or click Add New Contact to add a new primary contact.
To learn more about email authentication and primary contact, click here.

Once updated, the selected contact will appear in the Primary Contact section and will be used for exhibitor communications.
Notes
Only users with event-level access appear in the contact list. If a user is not visible, ensure they have been added to the event team.
Idea
Choose a team member who is actively managing exhibitor communication to ensure responses and inquiries are handled promptly.

Automated Exhibitor Emails

Zoho Backstage automatically sends email notifications to exhibitors during key stages of the exhibitor workflow. These emails keep exhibitors informed about request updates, booth assignments, team member changes, and lead sharing.

To manage exhibitor emails:
  1. Click Edit in the Automated Emails section.
  2. You will be redirected to the Communicate > Emails > Automated Emails > Exhibitors tab.
  3. From here, you can view, edit, enable, or disable automated email templates.
To know more about automated emails, click here. 

Managing Exhibitor Requests

The Exhibitor Requests toggle determines whether website visitors can apply to become exhibitors.

When enabled:
  1. An Apply to Exhibit button is displayed on the event website.
  2. Visitors can submit exhibitor requests.
  3. Organizers receive and review requests from the Exhibitors > Exhibitor Requests page.
When disabled:
  1. The exhibitor request form is hidden from the website.
  2. Visitors cannot submit exhibitor applications.

Enabling or Disabling Exhibitor Requests  


  1. Navigate to Exhibitors > Exhibitor Settings from the Dock.
  2. Enable or disable the Exhibitor Requests toggle.
Idea
This setting is useful when exhibitor slots are limited or when exhibitors are invited directly by the organizer.

Exhibitor Page Redirection

This setting determines where users are redirected when they click on an exhibitor’s thumbnail in the exhibitor listing. You can choose between two options:

1. Exhibitor Profile Page:

Redirects visitors to the exhibitor’s default profile page within the event website.

This page typically includes:
  1. Company overview
  2. Products or services
  3. Booth details
  4. Booth members
  5. Contact information
This option is ideal when you want attendees to explore exhibitor information within the event platform.

2. Company Website URL

Redirects visitors directly to the exhibitor’s external company website. The URL is usually provided by the exhibitor during the request or profile setup.

This option is useful when exhibitors prefer directing traffic to their own website.



To configure exhibitor page redirection:
  1. Navigate to Exhibitors > Exhibitor Settings from the Dock.
  2. Under Exhibitor Page Redirection, select either:
    1. Exhibitor Profile Page
    2. Company Website URL

Public Visibility of Booth Member Details

Booth member profiles represent the team members staffing an exhibitor booth. By default, these profiles are visible only to logged-in users. However, organizers can make booth member profiles visible to all visitors on the event website.



To enable public visibility of booth member details: 
  1. Navigate to Exhibitors > Exhibitor Settings from the Dock.
  2. Enable the Public Visibility of Booth Member Details toggle.
When enabled:
  1. Booth member profiles are visible to all website visitors, even if they are not logged in.
When disabled:
  1. Booth member profiles remain visible only to signed-in participants.
Idea
This feature is especially useful for:
  1. Public expos
  2. Trade shows
  3. Hybrid events where visitor discovery is important.

Tag Management by Booth Members

Tags help categorize exhibitors by attributes such as industry, region, or product category, making it easier for attendees to discover relevant exhibitors through tag-based filters. 

To allow booth members to add or remove tags in their exhibitor profiles:

  1. Navigate to Exhibitors > Exhibitor Settings from the Dock.
  2. Enable the Manage Tags in Exhibitor Profiles option.

Setting Up Exhibitor Meetings

Exhibitor meetings are a powerful way to drive engagement, allowing attendees to book dedicated time with exhibitors during your event. As an organizer, you have control over when this scheduling window opens to ensure your exhibitors are prepared and your event timeline is respected.



To manage when participants can begin booking meetings, follow these steps:
  1. Navigate to Exhibitors > Exhibitor Settings from the Dock.
  2. Locate the Exhibitor Meetings section.
  3. You can choose between two Scheduling Options:
    1. Fixed Start Date: Select a specific calendar date and time. This is ideal for creating a launch moment or ensuring all exhibitors have completed their profiles before booking begins.
    2. Immediate Access: Click Now to enable scheduling instantly. Choose this if your event is already live or if you want to maximize the lead-generation window.

Customizing the Lead Profile Form 

Lead Profile settings control what attendee information exhibitors see when a badge is scanned. 



To configure Lead Profile fields:
  1. Navigate to Exhibitors > Exhibitor Settings from the Dock.
  2. Click Edit in the Lead Profile section. The Lead Profile side panel will appear. 
  3. Select the attendee fields you want to include.
  4. Click Done. 
Info
  1. You can enable fields such as phone number, company name, designation, and selected custom registration fields.
  2. First name, last name, and email are default fields and cannot be removed.
  3. These settings apply to all exhibitors.
  4. When a badge is scanned, exhibitors will only see the fields enabled in the lead profile.
Notes
  1. Hidden registration fields cannot be added to the lead profile.
  2. Removing a field from the registration form also removes it from the lead profile.
If you have any questions, please contact support@zohobackstage.com.