Learn how to set up and manage exhibitors effectively in Swapcard!
This step-by-step guide covers adding exhibitors, managing team members, customizing exhibitor profiles, setting permissions, and optimizing engagement. Discover expert tips on using custom fields, handling exhibitor roles, and ensuring a seamless event experience. Whether importing via Excel or adjusting settings manually, this video will help you maximize exhibitor success. Watch now and take your event to the next level! 🚀
Introduction
Adding exhibitors to your event enhances its value by showcasing a variety of companies, products, and services. Swapcard provides multiple methods to efficiently import exhibitors, whether you're setting up for the first time or managing exhibitors from previous events within the same community. This guide will walk you through the different ways to import and add exhibitors to your event.
Why adding Exhibitors is essential
Exhibitors play a crucial role in the success of your event by providing attendees with access to products, services, and business opportunities. By streamlining the process of importing exhibitors, Swapcard helps you maximize efficiency and ensure a professional, organized exhibitor experience.
Methods to add Exhibitors to your event
To import and add Exhibitors to your Event, log in to the Studio and go to Content ➡️ Exhibitors.
There, you will find a button Create Exhibitors on the right-hand side of the page. Once clicked, three options, which are detailed below, will be offered to you.
Here are the three methods to add exhibitors to your event:
1. Importing Exhibitors via an Excel file
If it's the first Event that you organize within this Community and you have more than ten Exhibitors, then this is most probably the best option for you.
Click on Import via an Excel file.
Download the Excel template that will be used to enter all your Exhibitors' data. If you already have Exhibitors listed in the Studio, this data will be pre-filled in the Excel template.
Fill it out based on the instructions found on the template; also, please do not alter it to avoid importation errors.
Make sure to re-download the Excel file listed in step 2 for each new bulk modification that you may make to your Exhibitors.
2.Importing from another Event within the same Community
If you have already organized one or more Events with that Community this is definitely the option you want to select, as you will be able to re-use Exhibitors that have been already created for past Events. Lazy wins!
In the Studio, open the corresponding Event – the one where the Exhibitors' data and content you want to retrieve is stored.
Under Content ➡️ Exhibitors click on Export to download the desired data as an Excel file that will be stored in your Downloads folder or Desktop.
Clean the Excel file and only keep the data and content you want to link to your new Event
Open your new Event' Studio, go to Content➡️Exhibitors, click on Create Exhibitors and choose Import from another event of the Community from the list.
At the bottom of the popup window, upload the Excel file that you exported and cleaned from the previous Event
3.Adding Exhibitors "Manually"
If you have very few Exhibitors, or if you have one late-joiner that you want to quickly and easily add in, this option is the best for you.
Click on Create manually
Type in the name of the Exhibitor Booth and hit Create.
Afterwards, you can add all or some of the content and branding for this Exhibitor and/or leave it to the Exhibitor's responsibility.
How to define the order of Exhibitors?
From the "Exhibitors" tab, you can define the order of appearance of the different types of exhibitors.
For instance, you can order them by order of importance to highlight one or another category of exhibitors/sponsors.
To do so, make sure you add a type to each exhibitor in the parameters of the "Exhibitors" tab.
On the right side of each type is located a pictogram with little arrows. Keep clicking on it and slide it to choose the order of appearance.
Swapcard makes adding exhibitors to your event simple and efficient through its flexible importing options. Whether you're using bulk imports, reusing data from previous events, or manually adding exhibitors, these methods ensure a smooth setup process. Managing your exhibitors effectively enhances their visibility and creates a professional and engaging experience for all event attendees.
For additional details on managing exhibitors, see the articles linked below.
Read more