Breadcrumbs

Exhibitor Events

Overview

Organisers can give exhibitors the ability to create exhibitor events. This ability can be granted at the exhibitor category level or at the individual exhibitor level.

Admin Panel Access — Meeting Formats

Exhibitor Events management has moved to the Meeting Formats section of the Admin Panel. To access Exhibitor Events configuration:

Meeting Formats >> Exhibitor Events

Three tabs are available:

  • Management — list, create, and edit Exhibitor Events; access Speakers & Moderators (opens a shared Speakers and Moderators list with a save warning when changes affect other contexts) and Config (General Settings shared with Sessions + Exhibitor Events-specific config).

  • Filters — manage Subject Tags, Tracks, and Types for Exhibitor Events (shared with Sessions taxonomy; save warning applies).

  • Email templates — manage Organizer notifications and Exhibitor notifications (see Centralized Email Template Management for the full template list).

Previous location (deprecated): Exhibitor Events were previously managed as a session sub-type under Management >> Sessions. The underlying data model, approval workflow, and exhibitor-side event creation process are unchanged.

Multi-language Support for Predefined "Other Locations"

As of 1 July 2026, the predefined Other locations list in Meeting Formats → Exhibitor Events → Config now supports per-language translation.

What changed: Previously, the Other locations list stored a single shared value across all languages. Editing a location name in one language (e.g. German) would overwrite the value for all other languages.

New behaviour: Each location entry now maintains independent per-language values. Editing a location name in German does not affect the English value or any other language variant.

To configure Other locations for a specific language:

  1. Navigate to Meeting Formats → Exhibitor Events → Config in the Admin Panel.

  2. Switch to the desired language using the language selector in the Admin Panel.

  3. The Other locations list now displays values in the selected language.

  4. Edit or add location names as needed. Changes apply only to the currently selected language.

  5. Click Save.

Migration note: Existing location values were preserved — prior single-language values are set as the default/fallback language. No manual re-entry is needed.

Frontend behaviour: Exhibitor Event creation and edit forms display Other location names in the user's selected language.

Scope: This change applies to both Exhibitor Events and regular Sessions where predefined Other locations are used.

Floor Plan Location Selection Beyond Assigned Booth

As of August 2026, organisers can allow Exhibitor Events to be located at any live conference-flagged Floor Plan location within the event — not only the exhibitor's assigned booth. This is useful for Exhibitor Events held in conference rooms, stages, or other mapped venues.

To enable:

  1. Navigate to Meeting Formats >> Exhibitor Event >> Config >> Exhibitor Events in the Admin Panel.

  2. Enable the checkbox labelled "Allow Exhibitor Events to select Session Floor Plan Locations".

  3. Click Save.

How it works for exhibitors (once enabled):

When an exhibitor creates or edits an Exhibitor Event, the Location dropdown displays four groups in this order:

  1. Your stands — the exhibitor's assigned booth/stand locations, sorted alphabetically (<Hall> | <Stand>).

  2. Floor plan locations — all live Halls and Stands marked as conference locations (Conference Hall / Conference Room), sorted alphabetically (<Hall> | <Stand>). Locations already listed under "Your stands" do not appear here.

  3. Predefined custom locations — the organiser's predefined custom locations (unchanged).

  4. Specify an alternative location — free-text entry (unchanged).

Important notes:

  • When the setting is disabled (default), exhibitors see only their assigned booth location(s). Existing behaviour is preserved.

  • Attendees can view the selected Floor Plan location on Exhibitor Event pages and tap/click to navigate to the correct position on the Floor Plan.

  • If the organiser later disables the setting, previously saved broader locations are retained (not deleted) — but exhibitors can no longer change the location to a non-booth venue.

  • This setting applies to the Admin Panel and Web UI only. Open API and import flows are not affected.

  • Only Live Floor Plan Locations appear in the dropdown. Hidden Halls, their Stands, and individually hidden Stands are excluded.

Key Points to Know

  • Exhibitor events are managed under Sessions but are different from regular sessions set up by the organiser in the following key ways:

    • Created by: Exhibitor events are created by exhibitors from their profile frontend, while regular sessions are created by organisers from the admin panel

    • Approval: Exhibitor events need approval from organisers before being published, regular sessions do not require approval.

    • Visibility: Exhibitor events can be filtered and displayed separately from regular sessions on the sessions list page, if the organiser wishes to include exhibitor events on the sessions list page

    • Schedule: Exhibitor events do not affect speaker/moderator schedules by default unlike regular sessions.

    • Editing: Organisers can edit regular sessions but exhibitor events can only be edited by exhibitors before approval from the organiser.

  • Tracks, Types, Tags, and Sponsors are shared with regular sessions and these are configured in the admin panel by the organiser.

  • To have exhibitor events appear in the mobile app calendar view, the setting to allow this must be enabled. Details can be found in this help article.