Managing all Exhibitors'settings
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Creating Custom fields for Exhibitor profiles

When you create an Exhibitor, you are prompted to fill in several fields by default: Name, Description, Website, Social Media, etc. However, if you would like to add specific information that are relevant to your event, you can create Custom fields.

A Custom field allows you to display additional information on the Exhibitor profile, and also give you more options to filter the list of Exhibitors.
​As an Organizer, you can choose to fill in this field yourself for each Exhibitor or leave that task for your Exhibitors to complete.

To set these up, in the Studio, go to Content➡️Exhibitors➡️Exhibitors Settings.

1.Creating a Custom field

The first step is to create the Custom field you wish to add. To do this, click on Create Custom Field, and define the Label and Format of the field.

The Single choice and Multiple choices formats allow you to predefine possible choices (called values) while the other formats will allow you to populate the fields with free text, a URL, a date, or a picture, for example.

2.Defining the parameters of the created Custom field

Once the Custom field has been created, you have to set the parameters of this field by defining the following aspects:

Sections
The section in which the field will appear on the company profile. By default, Custom fields are listed in the Information section. You can leave them in this section or create a new section by clicking on Create a section.

Properties

  • Visible on the page
    When this property is enabled, the field is displayed on the Exhibitor profile page

  • Editable by the user
    When this property is enabled, the field is editable by the members of the Exhibitor booth and can't be filled via an integration​

  • Included in the search
    When this property is enabled, the values of this field are taken into account in the search. Be careful not to activate it on many fields, as the results will lose relevance

Values
As briefly explained before, if the field format is set as Single choice or Multiple choices you will have the option to predefined values, which will limit Exhibitors in the data they can enter, as opposed to a free text field, such as the Short text, Long text and Multiple texts formats.

To do this, click on Add Value, enter the first value option you would like to create, and click on the green check button. Repeat this step for all the values that you'd like to list for that field.

You can also change the order in which the Custom field appears by dragging and dropping each value using the following icon, right next to the value field:

3. Populating the Custom field for each Exhibitor


Now that you have created a Custom field, it must now either be filled by you for each Exhibitor, or left empty for Exhibitors to do it themselves – in which case we recommend you to inform Exhibitors in advance that they will have to complete such task. If you choose to do it yourself as the Organizer, you have three options to complete that task:

  • Via a synchronization
    You can use this Custom field in your registration tool to import Exhibitors into your event.​

  • Using our Excel template
    Under Data > Exhibitors, click on Add Exhibitors, select the Import via an Excel file option, and click on the Download button. Each new Custom field will basically create a new column in the Excel template, after the M column. These columns can easily be identified with the inclusion of (custom) in the heading. Each column and cell can be filled with the data for each Exhibitor, and once fully entered, the Excel file must be saved and imported into the Studio.

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When you enter the data, it's important that you respect the format you initially selected when creating the Custom field. For example, if you chose the Single choice format, you should insert only one value per Exhibitor – otherwise, an error message will be displayed when you try to import the file.

  • Manually in the Studio
    Under Data > Exhibitors click on Add Exhibitors and select Create manually.
    Enter the Exhibitor's name, and click the Create button. At the bottom of the page, the Custom field will be listed with an empty field that you will be able to fill with the relevant data.

4.Activating the Custom field in Filters

If you do not do this last step, the Custom field will only appear on the Exhibitor's profiles, but won't appear as a Filter.

In order for the created Custom field to appear as a Filter in the Exhibitors list, you have to activate this new Filter. For this, go to the Event Home and under Event content locate the Exhibitors button. On the right-hand side of the button click on Edit (pencil icon) then go to the Data tab. There, check the fields you want to appear as Filters.

If your event is multilingual, please note that all the elements that compose a Custom field can be translated.

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Excluding Leads from Exhibitors' reports

Organizers can set up a Report Condition, based on People Custom Fields and/or Terms, to exclude Leads from the reports Exhibitors can download on their end. This feature can, for example, be useful to remove Leads who did not provide consent to be contacted in the future. It can also be used to further monetize access to Leads.

How to exclude Leads from Exhibitors' reports ?

Go to the Studio, and navigate to Content➡️Exhibitors → Exhibitor Settings➡️Report Condition

There, click on the Add Condition button, and select which Report Condition you want to apply for the data exclusion. The selected Report Condition will be applied to all of the Events within the same Community.

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This feature allows Organizers to select the data that will be shared in the Exhibitor Center report.


Editing the Exhibitor Center's welcome message

Where to edit my Exhibitor Home Message?

In the Swapcard studio, go to the "Content > Exhibitors" then click on "Exhibitors settings" (top right):

On the third tab "Home message", you have the possibility to modify the message that we have configured by default.

This is the first message your exhibitors will see when they connect to the Exhibitor center.

You can also create different messages per exhibitor group in case you have more than one type of exhibitor.

This message is an opportunity to remind your exhibitors about important information and dates related to your event. Here is a non-exhaustive list of information that you can share via the exhibitors' welcome message:

  • Event dates

  • Any "deadline" linked to exhibitors

  • Reminder of the different contact points (e-mail, telephone number)

  • Advice in terms of accommodation and access conditions to the event on D-Day and/or during the stand preparation days

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