Exhibitor Event Enablement and Global Settings

How Organisers Configure Exhibitor Event Settings

After enabling Exhibitor Events in module management, and then in each of the exhibitor categories that should be allowed to create exhibitor events (if allowing at the category level), the next step is to complete global configuration under Meeting Formats → Exhibitor Events → Management → Config.

Here, you will be able to configure the global settings for exhibitor events which will govern the output of the page presented to the exhibitor in their frontend profile at the time of the creation of an exhibitor event.

*In his frontend profile, exhibitor clicks Add Event and chooses Type*

*After selecting a Type, the event creation page appears for exhibitor, reflecting the options set up by organiser in global config*

Speaker, Moderator, and Point of Contact can be exhibitor team members of the exhibitor creating the event. If allowed by the organiser session speakers and moderators can also be added as the speakers and moderators for exhibitor events.

The Config page has two areas.

General settings are shared by Sessions, Exhibitor Events and Round Tables, so saving them updates all three.
Exhibitor Events settings are the defaults for every exhibitor event; an event Type with Global / Special turned on can override them (see Exhibitor Event Restriction Settings).

General settings (shared with Sessions and Round Tables)

Setting	What it does
Easy Entrance	Lets users be checked into a session without having added it to their schedule in advance, while still capturing check-in data. See Easy Entrance Session Check-In Option.
Ignore blocked time for adding Speakers/Moderators	Allows speakers and moderators to be added even when that time is already blocked in their schedule. The event still blocks the speaker's or moderator's time once they are added.
Alphabetical order for Tracks, Tags and Types options	Sorts Track, Tag and Type options alphabetically.
Notifications Before Session/Exhibitor Event Start (mins)	Sets how many minutes before a session or exhibitor event starts reminder notifications are sent (for example 10, 15, 30 and 60).

Exhibitor Events settings

Setting	What it does
Allow Speakers	Exhibitors can add speakers to their events.
Allow Moderators	Exhibitors can add moderators to their events.
Allow Sponsors	Exhibitors can add sponsors to their events.
Sessions Speakers/Moderators available for Events	Exhibitors can choose the event's session speakers and moderators, not only their own team members.
Allow Online	Exhibitors can create online events.
Allow Hybrid	Exhibitors can create hybrid events.
Allow Exhibitor Events to select Session Floor Plan Locations	Adds live conference-flagged floor plan locations (stages, conference rooms) to the Location dropdown. See Exhibitor Events.
Allow other location	Exhibitors can choose a predefined custom location or enter an alternative location instead of their stand.
Disable events tracks	Turns off Tracks for exhibitor events.
Include Exhibitor Events in Sessions	Shows approved exhibitor events in the Sessions list alongside organiser sessions.
Show on-demand events in all events list	Shows on-demand exhibitor events in the main events list instead of a separate On-demand tab.
Tracks as a part of content event filters	Includes Tracks among the filters attendees can use on the events list.
Enable platform notifications for Exhibitor Events	Turns on platform notifications for exhibitor events.
Maximum time for events	The longest duration an exhibitor can choose for an event.
Events available	Always, or a Specific range of dates in which exhibitor events can be scheduled.
Offensive Content Reports → Allow Report Offensive Content	Lets attendees report approved exhibitor events and lets organisers reject events for security concerns. Ticking it reveals: Predefined reasons settings, Allow custom questions for exhibitors, Ask for Policy compliance, Content Submission Policy and Allow Exhibitor to see the reports. See Exhibitor Event Approval.
Initiate auto-approval algorithm (button)	Re-runs auto-approval for all pending exhibitor events straight away. See Exhibitor Event Approval.

How exhibitors create an exhibitor event

Organisers can share these steps with exhibitors. The fields an exhibitor sees depend on the settings above and on the event Type they choose.

Log in as the exhibitor owner. Exhibitor Events are available to the exhibitor's owner account only (see Troubleshooting below).
Open Exhibitor Events in the frontend profile and click Add Event.
Choose the Type. Only Types whose Available to setting includes the exhibitor's category are listed. The rest of the form adapts to the chosen Type.
Enter the details: title, description, and track and tags where enabled.
Set the date, start time and duration. The duration cannot exceed Maximum time for events, and the date must fall within Events available.
Choose the location: one of the exhibitor's stands, or, where allowed, a floor plan location, a predefined custom location, an alternative location, or Online / Hybrid.
Add people: Point of Contact, and speakers, moderators and sponsors where allowed.
Complete any compliance items the organiser has set up, such as a content submission policy or custom questions.
Save. The event goes to Waiting for Approval, or is approved straight away if auto-approval applies. See Exhibitor Event Approval.

Troubleshooting:

If an exhibitor's Exhibitor Events page shows "You don't have access to this module" even though Exhibitor Events is turned on in Module Management and at the category or individual exhibitor level, check these two things:

Test with the exhibitor owner's own login. Exhibitor Events is available to the exhibitor's owner account only, and every request checks that the user is signed in as that owner. In testing, a "login as" session started from the admin panel produced these errors and redirected to the sign-in pop-up. The same page worked when the owner logged in with their own account.
Set "Available to" on each event type. In Meeting Formats › Exhibitor Events › Filters › Types, open each type exhibitors should use (gear icon). Make sure Available to includes the right exhibitor categories. Click Save in the pop-up, then SAVE at the bottom of the Types page. Types are shared with Sessions and Round Tables, so this setting only controls which exhibitors can pick the type.