Exhibitor's Guide from Start to End
As an Exhibitor, you'll have a dedicated page called "Exhibitor Resource Center" which can be accessed through browser. In this article, you'll learn how to access your booth, set up your booth details, add team members, generate with leads and more!
Access the Exhibitor Resource Center (ERC)
After an exhibitor is added to the booth as a team member, an email will be sent with an Access Resource Center button. When clicked, it will redirect to the ERC.
The Exhibitor Resource Center (ERC) is your central hub, where you can update your booth information, add other exhibitor admins and lead retrievers, get tickets for them, access all the leads generated in your booth, chat with leads, add products to your booth and more. This is accessible even before the event opens. This menu is only available to booth and event team members.
To understand how to move from the ERC to view your booth or booth the virtual event hub and learn what each menu in the ERC does, click the button below to get an overview.
Note: You cannot edit the company details if you're added as a lead retriever. You will see only the Tasks, Meetings, Leads, Sponsored Sessions, and custom Exhibitor Resource tabs.
1. Pre-Event Booth Setup
Before the event opens, event organizers should give you access to the ERC to ensure you have enough time to customize your booth and understand how to use the features. We recommend starting with adding your other team members, or designing your booth, or perhaps check out the tasks assigned to you by event organizers.
If your booth package include event tickets, you may also claim these tickets in the ERC and assign them to your team members.
If you're an exhibitor for an in-person event, check out this article instead to designing your booth. The above article includes set up in the virtual event hub. The one below is specific for in-person events where only the attendee app and landing page will be used.
If your company is sponsoring sessions, event organizers may give you access to edit the basic session information, add speakers and upload session files. It's important to get this done before the event opens as attendees may start building their agenda early on.
Aside from the items above, you may see a custom menu at the bottom of the ERC navigation. Event organizers may have additional instructions for you there or other information that you may need check.
2. Interactive Booth Features
After setting up your booth and all your team members are already added, it's time to test the features that you can use. There's a booth chat where attendees can send messages, an internal chat channel for exhibitors for internal communication, polls and Q&A. You can also do a live stream from inside the booth.
Note: These virtual features are not available for in-person events.
3. Lead Generation
After knowing how the booth features work, it's time to understand how leads are added to the booth. When attendees access the event virtually, they can automatically be added as lead when they enter the booth or if they do certain actions inside the booth like download a file or click the call to action button. If it's an in-person event, exhibitors can add leads manually or scan the attendees QR code or RFID badge through the attendee app.
These articles are for inperson events:
4. Meetings
Even before the event starts, event organizers may give attendees access to the event, this means they can enter your booth, they may start requesting to meet with you.
Meetings requested by attendees can be found in the Meetings tab in the ERC.
If the event is using the Hosted Buyer feature, a representative from your booth may need to select who your company wants to meet with. Usually, event admins will notify you if the selection is open. You can check the instructions below to know how to select.
If you have virtual meetings, you can check the steps below to learn how to start the video call.
Note: Virtual Meetings are not available for in-person events.
Best Practices During the Event
💻 During a virtual event
Here the booth is live in the browser and the priority is being present and responsive.
Staff the chat and watch your status. Attendee messages land in the right-hand chat bar in your booth (center view in the ERC's Leads > chat with a lead tab), and you can also chat directly from your booth via the Expo tab. Important quirk: if your status doesn't switch to active after a few minutes, send a message in the chat to flip yourself from away to active so attendees see you're available.
Watch your leads manually — nothing pings you. The "Request a Meeting" call-to-action adds anyone who clicks it to your leads list, but no notification is sent to exhibitors when someone clicks it. Same with booth activity generally, so check the Leads tab regularly through the day rather than waiting for an alert.
Run engagement tools if enabled. Chat, Q&A, and polls can be toggled in Booth Design if the admin gave you permission, but they work through the browser only, not the app. Polls and Q&A are a good way to keep booth visitors interacting rather than bouncing.
Handle meetings promptly. When the event opens, attendees book meetings by clicking your calendar icon inside the booth; requests show in the Meetings tab where you can view, accept, reject, or modify them. Note that virtual meetings only work through a browser — there are none in the app, so make sure whoever's taking meetings is on a browser.
Use backstage to coordinate. The Backstage channel gives your booth team a private space to communicate internally during the event (browser only) — handy for handing off a hot lead or covering the chat during breaks.
Track interest through downloads. The leads report shows which files and links attendees downloaded from your booth, which helps you prioritize who to follow up with first.
🙍🏻♂️ During an in-person event
The whole game is at the booth module in the attendee app, so make sure your reps are set up before doors open.
Get the app and permissions right first. You must be an exhibitor admin or lead retriever to capture leads, and you should install the latest app version to see the latest updates.
Scan from the right place. This is the single most common trip-up: do not scan from the "My QR" button or you may get an error — always scan from the Booth Module or My Booth. The flow is: log in, enter the event, tap "Scan Lead" from the booth module to open the camera, scan the attendee's QR code, and their name, email, and phone populate automatically. The booth module only appears for admins and exhibitors — attendees won't see it.
Capture the conversation, not just the contact. After scanning, add notes and any other details the lead gave you in the note field before saving — no need for a paper sign-up sheet. Those notes are what make follow-up meaningful later.
Know the fallbacks. If the event uses RFID badges, tap the badge to the top of an iPhone like Apple Pay to pull the info. If there's no QR or the scan fails, use "Add lead manually" from the more button — and if you enter the same email they registered with, the downloaded report will still fill in the other info the organizer shares.
Check your numbers as you go. Tap "View Leads" from the booth module to confirm leads are saving, edit them, and download the list from your phone or computer during the event — worth doing periodically so a scanning problem doesn't cost you a full day of leads.
A couple of things to keep in mind live:
You can scan attendees who aren't checked in yet, but adding someone as a lead does not check them into the event.
An attendee can only be added once per booth — scan an existing lead and you'll see "Edit Lead" and can update rather than duplicate.
Extra registration answers may appear when you scroll down the lead page; those can't be edited or seen in the leads list, but they do come through in the downloadable report.