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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. This was documented expected behaviour until EP-54081 shipped.

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.

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.