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: the ability to use the app to scan participant badges for simple lead collection with the event mobile app.
Virtual booth visits: enable exhibitors to view and contact attendees who visited their exhibitor profile.
Lead Qualification: add value to exhibitors' lead collection by giving them a way to qualify leads by criteria they define.
Allow to download QR code: permit exhibitors to download QR codes that link to their profiles, useful for their emails or social media communications or to print it to make it visible on their onsite booth.
Allow to download reports: define which leads the exhibitors can download via Excel or sync them directly with their CRM using the Exhibitor Leads API.
Other permissions
Allow to add members: let exhibitors add team members from the Exhibitor Center, provided these individuals are already registered for the event.
