Invite exhibitors to your event

Exhibitors get their own Badgetrac workspace for scanning badges and exporting leads. You add them to your event, and they accept an invite to create their account. Exhibitors never see your attendee list or other exhibitors' leads.

Add and invite an exhibitor

1. 1

   Step 1: Open Exhibitors

   Open your event and click Exhibitors in the left sidebar.

2. 2

   Step 2: Add the exhibitor

   Click Create. Enter the Exhibitor name, Contact name and Email, then click Submit.

3. 3

   Step 3: Send the invite

   Click Invite on their row. They get an email with a Create Exhibitor Account button.

4. 4

   Step 4: Check who joined

   When they accept, the row shows Joined. The Scanned column shows how many badges they've scanned.

What the exhibitor receives

The email's subject is You're Invited to Exhibit at [event] via Badgetrac, and it comes from your name. When they click Create Exhibitor Account:

• New to Badgetrac: they click Sign Up as Exhibitor. The email is filled in and locked to the address you entered.
• Already have an account: they click Sign In. Their account is linked if its email matches the invite.
• Signed in with a different email: they see Access Denied. Edit the exhibitor's email and resend, or ask them to sign in with the invited address.

Once they've joined, send them Install the lead scanning app and scan badges.

Import exhibitors from a CSV

1. 1

   Step 1: Get the template

   Click Import Exhibitors, then Download Example CSV.

2. 2

   Step 2: Fill it in

   Keep the columns Exhibitor Name, Contact Name and Email, with one exhibitor per row.

3. 3

   Step 3: Upload it

   Choose the file and click Import. A summary shows how many were created, updated or skipped, and why.

4. 4

   Step 4: Send invites

   Imports don't send email. Click Invite on each row, unless you created login accounts in the import.

Column names aren't case-sensitive, and Exhibitor, Contact and Email Address also work. Rows with an email that's already an exhibitor update that exhibitor instead of adding a new one.

If you'd rather hand out logins yourself, turn on Create sponsor login accounts and grant event access and add a Password column (at least 8 characters) and an optional Username column. These exhibitors are marked joined straight away. Click Download account results after the import to get the list of usernames.

Rules to know

• An exhibitor's email must be different from any organizer account's email.
• After an exhibitor joins, their email can't be changed, and they can't be deleted.
• The Free plan allows 3 exhibitors per event. Every paid plan includes unlimited exhibitors, with no per-exhibitor fees.
• Duplicating an event copies its exhibitors, but you need to invite them again.