🏢 Exhibitors & sponsors

Set up sponsor tiers, hand out booth portal links, and bill sponsors for their packages.

🏪 Exhibitors in the console has three sections in the order you use them: Sponsor tiers, Booths and Invoices.

🥇 Sponsor tiers

A tier is a sponsorship package. Create one with a name ("Gold"), a price, and its entitlements:

booth	Includes an exhibit-hall booth. Ticked by default.
logo	Puts the sponsor's logo on the event landing page.
bonus pts	Extra points on top of the normal booth-visit score, every time an attendee visits a booth on this tier. It genuinely moves traffic — point-hunting attendees go to the highest-scoring booths first — so it belongs in your prospectus as a named benefit. See 🏆 Gamification.

Build your tiers before creating booths, since assigning a booth to a tier is a dropdown on the booth form and tiers are what you invoice against.

💡 Tip

Three or four tiers is plenty. The bonus-points entitlement is the one sponsors under-appreciate and the one that most visibly works — it's worth explaining in your prospectus.

🏢 Creating booths and sending portal links

Add a booth with the exhibitor's name, their website, and a tier. Each booth then lists with a status dot — 🟢 published or ⚪ not — links to view (the public page) and portal (the exhibitor's editor), and, spelled out in full: portal link (send to exhibitor): https://…/portal/booth/{token}.

Create the booth with the right tier.
Copy the portal link from under the booth.
Email it to your contact, with the instruction that it is their access — no password, no account — and should be kept private.
Point them at 🏢 Accessing & editing your booth. It covers the AI copilot, the instant-publish behaviour and the five-step setup, so you don't have to write the onboarding email yourself.

⚠️ Heads up

That token is the exhibitor's entire credential — anyone holding it can edit the booth and read its leads. Send it to a named person, not to a shared inbox or a group thread. Exhibitors who lose it come back to you: the link is always visible here, so just resend it.

🛂 Booth QR codes

🛂 Print booth QR codes in the Booths section generates a printable sheet — one card per published booth. Cut them up and give each exhibitor theirs for the table. Scanning one opens that booth's page, which stamps the scanner's passport just as visiting online would.

💡 Tip

Worth doing for any event with a physical hall: without it, an in-person attendee who never opens the virtual exhibit hall can't complete a passport, and the whole contest passes them by.

🎛️ Self-serve versus organizer-controlled

The portal is genuinely self-serve — exhibitors write their own copy, add products and resources, add their team, and publish with no review step. Your levers are the ones on this page:

You control	Which booths exist, which tier each has, and the invoices.
They control	Name, tagline, description, logo, website, video, products, resources, their team, and whether the booth is published.

ℹ️ Note

Since there's no approval queue, a booth goes live the moment the exhibitor ticks Published and saves. If you need a quality bar, set expectations in your exhibitor pack and check the published booths yourself before doors — the view links here make that a five-minute job.

💼 Invoices

Raise an invoice by picking the booth, then either a tier (which fills in its price — the dropdown shows Gold ($2,500)) or Custom amount…, with a description.

When payment collection is configured, a payment link is created with the invoice and shown on its row — send that to the sponsor and card payment marks the invoice paid automatically. If the link can't be created the invoice is still saved, so you always have the record.

Invoices list with amount, description, the payment link and the status. Anything not yet paid gets a mark paid button for when a sponsor pays by transfer or check.

ℹ️ Note

Paid sponsorships feed the budget as a locked system revenue line — Sponsorships (auto) — alongside Ticket sales (auto). So marking an invoice paid is also how sponsor income shows up in your 💰 Budget.

⚠️ Heads up

Invoices are not visible in the exhibitor's booth portal. They only know what you send them, so keep your own record of what went out and chase from here.

🚪 Before the doors open

Remind every exhibitor about rep scan links. This is the biggest avoidable regret of any exhibit hall. Leads captured through a rep's personal scan link are credited to that rep; captured through the shared booth portal they are not. Send the reminder a week out, and again the day before — 📇 Capturing & exporting leads explains it to them.
Tell them to grant camera permission in advance. A rep discovering the permission prompt in front of their first visitor loses that lead.
Check every booth is published and reads well on a phone.
Chase unpaid invoices, particularly where a tier includes a landing-page logo.
Check every booth has its team list filled in. Unanswered booth questions email the booth's reps after a couple of hours — but a booth with no reps has nowhere to send that, so the nudge lands on you instead.
Print the booth QR codes and hand each exhibitor theirs for the table, so in-person attendees can stamp their passport without browsing the virtual hall.