Exhibitor Profile Page (web)

Feature Purpose:

The Exhibitor Profile Page (Web) is the digital storefront for each exhibitor participating in an event hosted on ExpoPlatform. Think of it as your branded microsite within the event platform. It serves multiple essential functions:

• Present your brand identity with banners, logos, and videos.

• Display a curated list of products and downloadable marketing content.

• Highlight your team members to personalize communication.

• Enable direct interaction with attendees through meetings and messaging.

• Enhance visibility via sponsorship, speaking sessions, and brand subpages.

• Build credibility and engagement through rich media and detailed descriptions.

This page is crucial for lead generation, networking, and brand visibility during the event lifecycle.

Working with this Feature:

Below is a detailed walkthrough of every feature that makes up the Exhibitor Profile Page. Each section includes suggestions on ideal places to add screenshots for user clarity.

1. Accessing the Exhibitor Dashboard

This is where you control your profile settings, media uploads, team access, and more.

• Log in to the event platform.

• Go to the top navigation and click on the pencil icon on " Edit Profile" or “Profile” usually a circled header.

• Click "Edit Profile" to begin customisation.

Screenshot shows the homepage with the Edit Profile button navigation highlighted:

2. Company Profile Details

This section is where you lay your foundational brand presence.

Functionality: This section is where you set up your brand identity within the event platform. It includes uploading your logo, banner, and writing a short description of your company.

Steps:

1. Logo: Upload a square logo (500x500px recommended) under the Profile Details tab. The logo will appear on your profile page and in event listings.
   
   - For Organizers, a default logo can also be uploaded for exhibitors by navigating to the registration settings-click on exhibitors- click on additional settings- click on default logo to upload a logo applicable to all exhibitor profile as seen in the screenshots below:
   
   

   

2. Banner: Upload a wide banner image (1200x400px recommended) to serve as the header of your profile.

3. Company Description: Write a concise paragraph introducing your company, what you offer, and what attendees can expect from your booth.

4. Categories: Select industry categories that represent your company. These categories help attendees search and filter exhibitors by industry.

5. Contact Details: Add key contact details, including a website URL, phone number, and social media handles (Twitter, LinkedIn, etc.).

Why It's Necessary: The company profile helps define your exhibitor page’s look and feel. A clear logo and banner enhance your brand recognition, while the description and contact details make it easier for attendees to learn more about you and connect.

Screen recording shows : Profile Info section with a completed form.

3. Video Embeds

Showcase promotional or explainer videos to enhance brand storytelling.

Functionality: Exhibitors can embed videos from YouTube or Vimeo directly into their profile. These videos can showcase your company’s story, product demos, or promotional materials.

Steps:

1. Navigate to the Videos section in your profile settings.

2. Paste a public YouTube or Vimeo link into the video field.

3. Save changes, and the video will appear as a thumbnail or fully embedded in your exhibitor profile.

Why It's Necessary: Adding a video to your profile provides a dynamic experience for attendees. It helps convey your brand’s story in a more engaging and personal way, often leading to higher interest and better interactions with potential leads.

To ensure the video permission is set, navigate to the module management feature on the admin panel-navigate to exhibitors and ensure the video permission is turned on as seen in the screenshot below:

Then navigate to the registration settings-Toggle on the “Required Video section” to force video uploads for exhibitors or give permissions for exhibitors to upload additional videos.

Screenshot below shows its navigation on the backend panel:

An organizer can also give permission to different exhibitor categories by navigating to the registration settings > click on exhibitors > click on exhibitor categories > click on the gear icon [settings] to set up video permission for different exhibitor categories.

Screenshot below shows its backend navigation:

Screen recording shows: Video upload interface with a preview.

4. Document Uploads

Provide brochures, whitepapers, or datasheets for download.

• Go to "Media Uploads" or "Documents" tab.

• Upload PDFs or images.

• Title each file clearly.

Function: Offers downloadable content to support product or service understanding.

Screen recording shows Files list with uploads and download buttons.

5 . Product Catalogue

Functionality: This section allows exhibitors to add and manage products they want to showcase to attendees. Each product can be marked as Active, Inactive, or Sponsored.

Steps:

1. Navigate to the Products section in the dashboard.

2. Click “Add Product” to create a new listing.

3. Product Details: Enter product name, description, price, and upload product images.

4. If the product is ready for display, set it as Active. If it’s temporarily unavailable, mark it as Inactive.

5. To highlight a product and give it extra visibility, mark it as Sponsored. Sponsored products will appear with a distinct frame on the product page to make them stand out.

6. Once done, click “Save” or “Publish” to make the product visible to event attendees.

Why It's Necessary: The product catalogue helps exhibitors display their products or services to attendees in an organized and easy-to-access format. The ability to mark products as Active or Inactive ensures accurate inventory tracking, while Sponsored products get more attention, increasing the chances of sales or leads.

Screen recording shows product information being filled :

6. Team Members

Make your company approachable by showing key contacts.

• Go to "Team Members".

• Click "Invite" or "Add Team Member".

• Enter name, job title, email, and profile image.

• Assign lead capture and meeting permissions.

Function: Puts a human face to your booth, enabling direct networking.

Screen recording: Team list view with role icons.

7. Events and Speaking Sessions

Showcase company involvement in hosted or sponsored sessions.

• Find under the "Sessions" tab.

• Automatically populated if linked to a session.

Function: Enhances visibility and thought leadership.

Screen recording shows session listing tied to your profile.

8. Brands (Sub-Profiles)

If you have multiple brands, display them under your main profile.

• Go to "Brands" tab (available only if enabled).

• Add logo, description, and associated products.

Function: Organizes complex portfolios and subsidiaries.

9. Sponsored Exhibitor Status

Boost visibility with sponsored perks.

• Appears higher in listings.

• May display a badge.

• Additional homepage or session placements depending on package.

Function: Increases traffic to your profile.

Screenshot highlights a list of sponsored profile with visual cues.

10. Messages & Meetings

Functionality: This section allows exhibitors to control how attendees can contact them through messages and meeting requests. Exhibitors can toggle whether or not they want to accept messages or meeting requests from attendees.

Steps:

1. Go to the Additional Settings section in your profile.

2. Toggle “Accept Messages” to allow attendees to send you direct messages.

3. Toggle “Accept Meetings” to allow attendees to request meetings.

4. Ensure that team members are marked as available to accept these interactions.

Why It's Necessary: Being able to communicate with attendees is vital for lead generation and establishing connections. This feature gives exhibitors control over their availability for messages and meetings, allowing for efficient interaction with event participants.

Screen recording show the toggle switches for Accept Messages and Accept Meetings with the settings enabled.

11. Header and Footer Messaging

Add promotional or informative text to top and bottom of your profile.

• Found under Header/Footer Settings.

• Supports rich text and links.

Function: Great for CTAs or support messages.

12. Networking and Matchmaking

Functionality:
Networking and matchmaking are essential features that allow exhibitors to connect with attendees, buyers, and other exhibitors in meaningful ways. The matchmaking feature uses algorithms to suggest relevant connections based on interests, sectors, or products.

Steps:

1. Networking Suggestions: The platform may automatically suggest attendees or exhibitors based on shared interests, products, or industry categories.

2. Search and Filter: You can manually search for specific people or companies using filters such as job title, company, or product category.

3. Making Contact: Once a match is found, you can initiate contact through the Messages or Meeting Requests functions.

4. Favourite Connections: You can favourite specific contacts or companies you want to keep track of or meet with.

Why It's Necessary:
Networking and matchmaking improve your chances of connecting with high-quality leads, potential clients, and partners. These features ensure that you’re not just passively waiting for interactions to occur but actively engaging with the right people during the event.

Screenshot shows the matchmaking suggestions or search results with filtered categories and a favourite option.

13. Favourites
Functionality:
This feature allows exhibitors to create a favourites list by marking specific attendees, other exhibitors, or companies they would like to track and prioritize for meetings.

Steps:

1. Navigate to the Networking or Attendees section.

2. Search for or view attendee profiles.

3. Click the star icon or Add to Favourites button next to the profile you want to track.

4. View your Favourites list anytime to quickly access and contact these individuals.

Why It's Necessary:
The Favourites list allows exhibitors to easily access the most important connections they want to engage with, streamlining the networking process and ensuring key opportunities aren’t missed.

Screen recording shows the Favourites section with multiple contacts added and a star icon.

14. Team Meetings

Functionality:
Team meetings enable exhibitors to manage and schedule internal or external meetings with their team members or external contacts (attendees, buyers, etc.) directly through the platform.

Steps:

1. Navigate to the Team Meetings section in the dashboard.

2. Select a team member or external contact you wish to schedule a meeting with.

3. Choose a time, date, and preferred medium (video call, chat, etc.).

4. Send a meeting invite or request confirmation from the other party.

5. Allows an exhibitor view all Incoming, pending, confirmed and cancelled meetings of team members as seen in the screenshot below:
   

   

Why It's Necessary:
Managing team meetings ensures that everyone involved in your booth or company is aligned and can communicate effectively. It’s a key feature to schedule internal strategy sessions or meet with important contacts during the event.

15. Team Schedules

Functionality:
This feature allows exhibitors to create and manage individual schedules for each team member based on their availability for meetings and other tasks during the event.

Steps:

1. Go to the Team Management section.

2. For each team member, click to add their schedule.

3. Specify the days and times they will be available for meetings or to engage with attendees.

4. Share the team schedule with the relevant contacts or attendees.

Why It's Necessary:
Team schedules ensure that exhibitor teams are properly organized and accessible for meetings with attendees at the right times, preventing any overlaps or scheduling issues.

Screenshot highlights the team schedule interface with each team member’s availability.

16. My RFP (Request for Proposal)

Functionality:
The RFP section allows exhibitors to submit, view, and track any requests for proposals (RFPs) they have made during the event. It enables a streamlined approach to managing business inquiries and opportunities.

Steps:

1. Navigate to the My RFP section in your exhibitor dashboard.

2. View any active or past RFPs you’ve submitted or received.

3. Track the status of each RFP, including response deadlines and follow-up actions.

4. Send new RFP requests directly through this section, with product details, company information, and event-specific requests.

Why It's Necessary:
The RFP section provides a structured way to manage business opportunities and requests for proposals. It keeps all communication in one place, making it easier to follow up on potential deals or partnerships.

Screenshot shows the RFP Dashboard with Accepted request. Kindly note, closed, and pending RFP requests are shown on this feature too.

17. My Sample Request

Functionality:
This section allows exhibitors to manage sample requests from attendees who want to try out your products before making a purchase.

Steps:

1. Go to the My Sample Request section.

2. View sample requests from attendees who are interested in receiving a product sample.

3. You can approve or reject each request based on product availability or relevance.

4. Track which samples have been sent out and follow up with the recipients afterward.

Why It's Necessary:
The Sample Request feature helps drive interest in your products, encouraging attendees to engage more deeply with your offerings by providing a hands-on experience before buying.

Screenshot feature typically highlights the Sample Request page with pending and completed requests:

18. Lounge Meetings

Functionality:
Lounge meetings are informal networking opportunities that take place in designated lounge areas, either physically or virtually.

Steps:

1. Visit the Lounge Meetings section.

2. View available meeting slots in the virtual or physical lounge.

3. Choose an open time slot to meet and network with attendees, buyers, or exhibitors.

4. Confirm the meeting with the attendee or exhibitor.

Why It's Necessary:
Lounge meetings provide an informal space for building relationships, networking, and engaging in casual conversations that may lead to business opportunities or partnerships.

Troubleshooting
1. Company Profile Details

• Issue: Logo or banner not showing correctly
  Fix: Ensure correct image dimensions (Logo: 500x500px, Banner: 1200x400px). Reupload if stretched/blurry.

• Issue: Profile not visible
  Fix: Check if status is set to Published and if it’s approved by the organiser.

2. Team Members

• Issue: Team members not receiving invites
  Fix: Confirm email is entered correctly; ask them to check spam. Re-invite if necessary.

• Issue: Team member can’t edit profile or accept meetings
  Fix: Organizers should check role permissions and meeting settings in the admin panel.

3. Products

• Issue: Products not displaying
  Fix: Ensure they’re marked Active and Approved. Recheck if any were left in draft.

• Issue: Sponsored products not visually distinct
  Fix: Organizers should ensure Sponsored toggle is enabled and layout configuration supports highlighting.

4. Media (Videos, Documents)

• Issue: Video not playing
  Fix: Confirm the YouTube/Vimeo link is public and not region-restricted.

• Issue: Files not downloadable
  Fix: Ensure correct file format (.pdf, .doc, .jpg) and that the file is published.

5. Sponsored Status

• Issue: No sponsored badge showing
  Fix: Organizers should double -check Sponsored Exhibitor is enabled in admin and front-end template supports the badge.

6. Sessions & Events

• Issue: Sessions not showing on exhibitor page
  Fix: Organizers should ensure the exhibitor is linked to the session and the session is published.

7. Header/Footer

• Issue: Header/Footer text not appearing
  Fix: Confirm the text is saved and does not contain blocked characters or invalid formatting.

8. Messages & Meetings

• Issue: Attendees can’t message or book meetings
  Fix: Check that Accept Messages and Accept Meetings toggles are ON in Additional Settings.

• Issue: Team not receiving meeting requests
  Fix: Ensure team members are set as available and have time slots configured if required.

9. Brands (Sub-Profiles)

• Issue: Brands not showing
  Fix: Ensure the feature is enabled at the event level and brands are added under the correct exhibitor.

10. Additional Settings

• Issue: Profile settings aren’t applying
  Fix: Save after each toggle change. Refresh and confirm settings have taken effect.