Exhibitor Event Restriction Settings

Restrictions are related to event types, which are managed under Meeting Formats → Exhibitor Events → Filters → Types (click the gear icon on a type). Types are shared with Sessions and Round Tables. The available options include:

1. Available to: Specifies which exhibitors can use the current session type.

2. Visible to: Which visitor categories will have access to current event

3. Blocks time slots: Determines whether events of this type block the time in an attendee's schedule when they add the event. See How exhibitor events affect schedules below.

4. Not removable: Indicates if the session cannot be removed once added to schedule.

5. Auto approve: Automatically approves events of this type without manual intervention.

6. Global / Special:

   • When OFF: Standard settings for exhibitor events are applied (managed in Meeting Formats → Exhibitor Events → Management → Config, Exhibitor Events area — see Exhibitor Event Enablement and Global Settings).

   • When ON, the following settings can be customized:

     • Allow Speakers

     • Allow Moderators

     • Allow Sponsors

     • Allow Online

     • Allow Hybrid

     • Allow other location

     • Not editable after approval

     • Maximum time for events

7. Events available: Specifies the time range when the event is available (with From and To options).

After restrictions have been applied to a certain event type, those restrictions will be applied both in the admin panel (for example speakers section will not be visible) and on the front-end during exhibitor event creation

How exhibitor events affect schedules

A user's schedule is split into two groups. Diary Activities block the time slot, so the user cannot be booked for a meeting at that time. Optional Activities are saved for reference and leave the user available for meetings. The same rules apply on the web platform and in the mobile app.

Whether an exhibitor event blocks a user's time depends on their role in the event and on the event's Type:

Points to note:

• On-demand exhibitor events never block time, for attendees, speakers or moderators, because they have no fixed time slot.

• Turning on Blocks time slots only affects events added to a schedule afterwards. Events attendees added before the change stay in Optional Activities, so set it before attendees start adding events.

• Ignore blocked time for adding Speakers/Moderators (General settings on the Config page) lets a speaker or moderator be added even when they already have a Diary Activity at that time. The exhibitor event still blocks their time.

• Overlaps: Diary Activities normally cannot overlap. The one known exception is when an exhibitor event that blocks a user's time is moved to a new time, and the new time falls on a meeting the user has already confirmed.

If exhibitor events are not blocking calendars as expected: open Meeting Formats → Exhibitor Events → Filters → Types, click the gear icon on the Type the events use, and check that Blocks time slots is turned on. The Type list is shared with Sessions and Round Tables, so the change applies to every session of that Type. Events attendees added before the setting was turned on are not affected.

Organisers can rename the Diary and Optional columns and set their colours at /admin/general/settings.

Related articles:

• Diary / Optional Activities. Schedule page (WEB)

• Block Time Settings. Meeting Scheduling (WEB)