Why Tailoring Exhibitor Permissions unlocks new Monetization opportunities while giving the right balance between Exhibitors’ autonomy and Organizer’s control
Understanding and setting the right permissions for exhibitors is crucial for the success of any event. By managing exhibitors' permissions effectively, you ensure that every participant's actions are perfectly aligned with your event's goals and monetization strategies. This not only enhances the exhibitors' experience by giving them the right level of control and flexibility, but it also safeguards the event organizer's vision, ensuring that each exhibitor contributes to the event most effectively.
Defining these permissions allows for a tailored approach where exhibitors can be empowered to perform specific actions, like editing their profiles or managing leads, without compromising the overall integrity and objectives of the event. It's about striking the perfect balance between autonomy and control, ensuring that all activities within the event ecosystem drive towards a common goal of success and excellent attendee experience. This strategic control can significantly influence the overall flow and outcome of your event, making it a pivotal aspect of event management.
How to define the permissions of your exhibitors
Permissions can be set on two levels: the group and the individual exhibitor. Exhibitors typically inherit permissions from the group they are assigned to, but individual settings can override these if needed.
Manage exhibitor permissions at group level
Navigate to Event Builder in Studio.
Select Groups & Permissions.
Exhibitors are automatically assigned to a default group Exhibitors, you can edit this group or any custom group that includes exhibitors to adjust their permissions accordingly.
Learn more about managing Groups and permissions.
Manage exhibitor permission at exhibitor level
Within Studio, select an exhibitor to edit under Content > Exhibitors.
In the Permissions tab, you’ll find a list of permissions. Here, you can update the exhibitor’s group or modify individual permissions. Note that you can reach the group's permissions by clicking on Edit group's settings.
If a specific permission is changed for an exhibitor, it will override the group permissions. Use the Reset to Group Setting button to revert any changes.
What are the different types of exhibitor permissions
Exhibitor profile permissions
In Exhibitor profile section, you can define which information exhibitors can add or edit from the Exhibitor Center.
Company fields: specify which parts of their company profile exhibitors can edit.
Documents & Links: control how many documents and links exhibitors can attach to their profile.
Items: set limits on the number of items an exhibitor can create (by default it takes the value at exhibitor level if any, if not the value at group level if any, if not the default limit set in the type of items settings).
Lead Generation permissions
In Lead Generation section, you can define which lead generation capabilities exhibitors can use.
Lead Capture: When this option is enabled, exhibitor members can use the mobile app to scan participants' badges, automatically saving their contact information.
Lead Capture reduces manual entry errors and save time for exhibitors, while ensuring that contact information is accurately recorded for future follow-ups.
How to Enable:
Go to the Lead Capture section in the Studio.
Toggle the option to enable badge scanning.
Select the preferred sharing option: Both individuals or Scan initiator only.
Virtual booth visits: When enabled, exhibitors will be notified about attendees who have recently visited their virtual booths. This allows for timely follow-up and engagement.It helps exhibitors identify and engage with potential leads who have shown interest in their products or services, increasing the likelihood of meaningful interactions and conversions.
How to Enable:
Go to the Virtual Booth Visits section in the Studio.
Toggle the option to enable notifications for virtual booth visits.
Lead Qualification: This feature allows exhibitors to create a pre-defined qualification form that their team can complete each time they collect a lead. This helps in assessing the quality of leads efficiently.
It streamlines the lead qualification process, enabling exhibitors to prioritize high-quality leads and tailor their follow-up strategies accordingly, thereby improving conversion rates and ROI.
How to Enable:
Go to the Lead Qualification section in the Studio.
Toggle the option to enable lead qualification.
Set up the qualification form as required.
Allow to download QR code: When enabled, exhibitors can download a QR code from the Exhibitor Center that links to their exhibitor profile page. Displaying this QR code on-site can drive more traffic and generate additional leads.
It provides a convenient way for attendees to access exhibitor information, increasing booth traffic and lead generation opportunities through easy digital engagement.
How to Enable:
Go to the Allow to Download QR Code section in the Studio.
Toggle the option to enable QR code downloads.
Understanding Lead Reports
This feature enables exhibitors to download all leads via Excel or sync them directly with their CRM using the Exhibitor API. This ensures that necessary consent is obtained and helps in seamless lead management.
It facilitates comprehensive lead management by providing detailed reports and CRM integration, allowing exhibitors to efficiently track and follow up on leads, ultimately improving sales outcomes.
Customizable Lead Reports options:
Connected with exhibitor members: provides insights into attendees who have engaged directly with exhibitor representatives, facilitating targeted follow-ups.
Had a confirmed meeting with exhibitor or its members: identifies attendees who had scheduled meetings, allowing exhibitors to prioritize these leads for post-event engagement.
Had a chat conversation with the exhibitor: highlights attendees who engaged in chat conversations, indicating interest and enabling personalized follow-ups.
Clicked on the ad of the exhibitor page: tracks engagement with exhibitor ads, providing data on attendee interest and the effectiveness of promotional materials.
Registered the sponsored sessions: indicates attendees who registered for sponsored sessions, showing their interest in the exhibitor’s content or products.
Attended physically the sponsored sessions: confirms physical attendance at sponsored sessions, useful for measuring the impact of live events and interactions.
Watched the sponsored sessions online: captures data on virtual session views, helping exhibitors understand the reach and effectiveness of their online content.
Downloaded documents of the exhibitor: provides information on attendees who downloaded exhibitor materials, indicating strong interest and potential leads for follow-up.
Other permissions
Allow to add members: let exhibitors add team members from the Exhibitor Center, provided these individuals are already registered for the event.
