The exhibitor portal feature of iVvy is a great way to streamline the exhibitor registration process, and minimize the work for the event manager at the same time.
The standard process works is that an exhibitor will register as per normal, and once they have registered and paid, they can log into the event, and will be provided with a portal where they will upload all of their required documents, fill in any forms and questions that you require, and manage their attendees that are included in their registration.
You will be able to report on individual exhibitors, or export the data of all forms and documents for all exhibitors at one time.
You will firstly need to make sure if you haven’t already done so, that you turn on the exhibitor portal in the exhibitor settings. To do this:
- Navigate to: Event Setup > Exhibitors > Exhibitor Settings
- Exhibitor Portal: Set to yes.
Once we have turned on the exhibitor portal, we can now configure what forms and documents we require the exhibitor to upload. You will now notice that there is a forms tab under the exhibitors tab that we can create our pages under.
To best explain a form: A form is basically a page of questions (questions are very similar to custom fields in reality) for the exhibitor to answer. Event organisers have been known to have multiple forms based on relevant categories. It is up to you how you wish to present your forms however. For instance you may wish to set up one form for “required documents” and when you enter the form, it will have a list of questions with upload buttons next to them so all of the required documents can be uploaded. Or you may wish to have a company profile form, and a key contact information form.
Form categories are a categorisation of what each form falls into, whether its safety, setup etc. To set up a form category:
- Navigate to: Event Setup > Exhibitors > Forms
- Click on the categories tab
- Give the category a name and click save.
To create a form:
- Navigate to: Event Setup > Exhibitors > Forms
- Click on “New Form”
- Name: This will be the name of the form that the exhibitor sees when they login.
- Description: This will appear at the top of the form above the questions. Please provide a detailed description about what you expect from the questions below.
- Is Required: This will decide whether the exhibitor has to fill it in or whether its optional. For instance, if you are giving exhibitors an option to fill in a form to go in a competition to win free exhibition at your own conference, it wouldn’t be mandatory to completed.
- Due date: Notify the exhibitor when the forms are required by.
- Assign Options: Certain forms may only be available to particular booths. You can set up your form only to appear if a particular booth has been purchased by that exhibitor.
- Can opt out: The exhibitor can opt not to fill in the form.
- Can Modify: If the exhibitor can go back into the form after its completed and change the answers.
- Category: What category the forms fall into, such as insurance, or health and safety.
- Is visible: If at any time you wish to hide the form from the exhibitors, then you can change this setting to no. A case of wishing a form to be hidden could be the due date may have closed for instance and you do not wish any more modifications to be made. You wouldn’t delete the form, as all previous answers provided by exhibitors would be lost.
- Click save.
Now to add the questions to your form, we will edit the form, and you will not that there is now a question and response tab. Navigate to the questions tab. These questions are relevant to this form only.
- Question: This is the name of the question that you are posing to the exhibitor.
- Description: If you need to provide a detailed description of what you required from this question provide it in the description field.
- Answer Type:
- Small Text: used for fields like ”Industry Type”,
- Large Text: used for storing notes or long descriptions,
- Single Select: produces a drop down menu. Good for ”Country“, ”State“, or ”Gender.“ When you choose Single Select, you add options to the drop down menu by typing them into the field, and clicking Add Another. Add as many as you need.
- Multiple-Select: when more than one value can be recorded against a contact, like ”Interests“ or ”Product Types.“ When you choose Multi-Select, you add options to the drop down menu by typing them into the field, and clicking Add Another. Add as many as you need.
- File: used for file like images or spreadsheets. Tick the boxes of the file types you will allow.
- Select Save
Repeat the process adding a question until you have all of your questions setup for this form.
Then repeat the process for the next form.
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