Exhibitor Management
Complete profiles, transparent processes — without chasing exhibitors.
Digitize the exhibitor lifecycle from application to booth profile, invitations, and collections. Use the Participation Report so renewal talks run on data, not screenshots.
Overview
Exhibitor Management unifies the full exhibitor journey in one panel: application and approval, booth profile, invitations, product/service and ops requests, multi-company admins.
The Participation Report shares the same metrics set with organizers and exhibitors — profile views, B2B, favorited products — so renewal and performance conversations become objective.
Business outcomes
- Ground renewal talks in Participation Report data.
- Cut manual email and spreadsheet tracking.
- Raise exhibitor satisfaction with self-service portals.
- See which stands are visible and which need content coaching.
- Stop chasing exhibitors one by one for missing profile data; decide item by item how mandatory each piece of information is.
- At a multilingual fair, keep half-finished, single-language company descriptions away from international buyers.
- Let “what is the status of my request?” land on the exhibitor's screen, not on your support line.
Key capabilities
Application and approval flow
Digital application, review, and approve/decline — end spreadsheet and email traffic.
Booth profile and invitations
Visitor-visible company profile; exhibitor invitations to their own network grow the registration funnel.
Product, service, and ops requests
Manage booth build, furniture, power, and operational service requests with status workflows.
Participation Report and stand m²
Profile activity, B2B, and favorited products on one screen; stand square meters visible on the list.
Multi-company admin
Manage multiple booths from one account in holding structures.
Participation wizard
For each item in the participation rule you choose the wizard type separately: Not specified, Required, or Optional. When exhibitors enter the portal, the wizard opens; they fill in the selected items in a single flow, see a summary on the last step, and confirm with “Complete”. Until required items are completed, actions that start new work (meeting request, product-service and service request, adding to cart, invitation) are also stopped on the server; optional items guide but can be passed with “Skip for now”. Payment and business-card/lead scanning continue uninterrupted.
Multilingual profile completion
If your fair runs in more than one content language, the announced name, short description, long description, and keywords do not count as complete until they are entered in all of the event's languages. Exhibitors see which item is missing in which language by language name, and you follow the same gaps on the status tab of the exhibitor profile. When a new content language is added to the event later, profiles with required text items are asked to complete the gaps in the new language.
Profile status and multiple profiles
A read-only status tab on the exhibitor profile shows the current wizard type, whether each item is complete or missing, and the latest completion and skip decisions (date, result); changes to item types are written to the audit log. For users who manage more than one company profile, the wizard works per selected profile: one profile's gaps do not block the work of another, completed profile. Organizer users are never locked.
Request status tracking
For product-service and service requests you define your own statuses: name (TR/EN/FR), color, order, default and closed status. Status is tracked per request and separately for each line item; every change is written to the history with who, when, from which status to which, and a note. Suppliers update only their own line items, exhibitors follow progress read-only in their own panel, and emails go to the people you choose when a status changes.
Use cases
Scenarios drawn from real operational problems.
01Stop chasing incomplete profiles
- Problem
- Exhibitor profiles stay incomplete before the event; the organizer team follows up by email and phone, firm by firm, on who has not filled in what.
- Solution
- Choose Required or Optional for each item in the participation rule; when exhibitors enter the portal, the wizard collects the information in a single flow and the status shows on the profile screen.
- Benefit
- Profile data is collected more consistently and completely; manual follow-up decreases.
02Keep half-finished descriptions off a multilingual fair
- Problem
- The fair runs in three languages but an exhibitor enters its description in only one; international visitors get an incomplete company card.
- Solution
- The announced name, short and long descriptions, and keywords do not count as complete until entered in all content languages; the exhibitor sees which language is missing by name.
- Benefit
- The work of spotting gaps one by one is taken off your team; visitors get a complete description.
03Required, but work does not stop
- Problem
- Locking all of an exhibitor's work while the profile is incomplete can disrupt collections and the lead flow.
- Solution
- While required items are missing, only actions that start new work stop; payment and card scanning continue. If only optional items exist, the exhibitor passes with “Skip for now”.
- Benefit
- You decide the balance between data quality and exhibitor experience for each item.
04“What is the status of my request?”
- Problem
- Exhibitors call the organizer to ask about booth, furniture, and service requests; suppliers and organizers keep the same record in different places.
- Solution
- Define your own status set; suppliers update their own line items, exhibitors follow progress in their panel, every change is written to the history, and emails go to the people you choose.
- Benefit
- Follow-up calls decrease; the full change history is ready in case of a dispute.
Frequently asked questions
Who sets the wizard type, and how?
On the participation rule item edit screen you choose Not specified, Required, or Optional for each item; a single type is not chosen for the whole rule. The wizard is switched on or off per event with an event parameter. When all items are Not specified, or the parameter is off, the wizard never opens; an item added later comes as Not specified by default and you choose its type.
What can't an exhibitor do while required information is missing, and what continues?
Actions that start new work stop: B2B meeting request, product-service and service request, adding to cart, and invitation. Payment, business-card/lead scanning, and profile editing are not closed. If there are only optional items, there is no lock. Organizer users, profiles locked by the organizer, and users without profile-edit permission (e.g. booth staff) are not locked.
What do the rules check?
They only check whether the information is filled in; there is no quantity or format rule such as “at least 3 images” or “at least 200 characters”. Text made only of spaces counts as empty; translation quality and language accuracy are not checked.
Which items and languages does the multilingual rule cover?
Only the announced name, short description, long description, and keywords; products/services and files (logo, image, video, document) are outside the language rule. Required languages are all of the event's active content languages, and this choice is not an organizer setting. If no content language is defined for the event, text in any language is enough. You are warned when adding a language to the event, but the action is not blocked.
Is the wizard also available on mobile? Does it send reminder emails?
The wizard is in the exhibitor web portal; there is no completion on mobile, and information is completed in the web portal. There are no automatic reminder emails or notifications; the organizer reaches out to incomplete profiles themselves. The wizard is only for exhibitor users, not for visitors or suppliers.
Can I see incomplete profiles in a list or report?
Status is followed one by one from the read-only tab on the exhibitor profile screen; there is no list filter or report column for organizers in this release. A change to an item type or content language reaches the wizard with a short delay.
How do request statuses and notifications work?
You define the status set (name, color, order, default and closed status). Suppliers see and change only their own line items, exhibitors follow read-only, and only the organizer can reopen a closed request. You choose who gets an email for which status.
Related modules
Explore other modules that work alongside this one in the same operational area and amplify the value of QEMENT.
Collect complete exhibitor profiles.
Let's configure the participation wizard and the request status flow with your own event rules in a live demo.