Managing the multi-session Exhibitors tab
The Exhibitors tab is where you add exhibitors and sponsors. This is a dedicated area for editing exhibitors and sponsors and facilitating profile management outside of Expo Builder. You can add and edit information about the exhibitors and sponsors of an event. Additionally, event organizers can add exhibitors to their events as separate entities from sponsors.
Learn more about creating a multiple-session event.
This article covers:
Prerequisites for managing the multiple-session Exhibitors tab in Zoom Events
Note: For access to the latest Zoom Events and Webinar features, we strongly recommend hosts to update to the latest version of the Zoom desktop client/mobile application.
How to access the Exhibitors tab in Zoom Events
- Create a multi-session event or edit an upcoming event to access the event creation setup.
- In the event creation setup navigation menu, click Event Content, then click Exhibitors.
The Exhibitors page will appear.
How to manage the Exhibitors tab
Add an exhibitor
Info tab
- Access the Exhibitors tab in the event creation setup.
- In the top-right corner, click Add Exhibitor to add the information of an exhibitor of the event.
A panel will appear. - In the panel, click the Info tab.
- Complete the exhibitor's information in the following fields:
- Exhibitor Logo: Add the exhibitor's logo. A default image will already be in place.
Notes:
- Use JPG/JPEG/PNG files only. The recommended image dimensions are 320x238 pixels. The maximum image size is 15 MB.
- Resizing images is possible after image uploads. Event creators can manually resize all uploaded images to fit into the image window as well as search for an image to upload.
- Click the existing logo.
- Select the logo you want to use.
- Click Open.
- Exhibitor Name: Enter the name of the exhibitor.
- Description: Provide details about the exhibitor.
- Associated Sessions: Add sessions led by this exhibitor by using the dropdown menu to select sessions.
- (Optional) Click the Enable Exhibitor Chat toggle to enable or disable it. When enabled, this allows chat between attendees and this exhibitor’s representatives across the event. Attendees will need to have chat enabled for them by their account admin to view and participate in the booth chat.
- (Optional) Click the Enable Lead Scanning toggle to enable or disable it. When enabled, the exhibitor and representatives will be able to use their Zoom Events QR scanner to scan attendee e-badges and retrieve attendee registration information. A lead list will be generated and shared with the exhibitor after the event. Hosts and co-hosts with analytics access will be able to see the live leads list on the Analytics Exhibitors page.
- Click the View Leads List to view the list of scanned leads in a panel and use the following actions:
- Use the search bar to search by name or attendance type.
- Click Export Leads List to download a CSV file of the leads list.
- Name: This column displays the name of the attendee.
- Click an attendee's name to view their scanning details in a panel. Their email address and the scanner's email address will be displayed.
- Scanned by: This column displays the email address of the exhibitor or representative who scanned the attendee e-badges.
- Click an attendee's name to view more information about the attendee. A panel will appear, displaying the attendee's email address and the scanner's email address.
- Exhibitor Contact: Complete the exhibitor's contact information. This is the main point of contact for this exhibitor. They can receive a ticket to this email, edit this exhibitor’s details, and have all representative permissions for chat and expo (if enabled).
- Full Name: Enter the exhibitor's full name.
- Email Address: Enter the exhibitor's email address. After the event is published, an invitation and exhibitor ticket will be sent to this email.
- Links & Social Media: Enter the social links for the exhibitor.
- Click Save.
Representatives tab
Representatives can be added to the exhibitor’s sessions, can be available to connect with attendees through chat (if enabled) and start expo booth spaces in the booth (if expo is enabled).
- Add an exhibitor.
- Click the Representatives tab.
- Click Add Representative to add information about the exhibitor representative:
- Representative Photo: Add a photo of the exhibitor representative.
Note: Use JPG/JPEG/PNG files only. The recommended image dimensions are 320x238 pixels. The maximum image size is 15 MB.
- Click the add button to add a photo of the representative.
- Select the photo you want to use or upload a new image in the content library.
- Click Select an Image.
- Representative Information: Enter information about the exhibitor representative:
- Name: Enter the name of the exhibitor representative.
- Email Address: Enter the exhibitor representative's email. After the event is published, an invitation and ticket will be sent to this email.
- (Optional) Title or Position: Enter the title or position the representative holds.
- Click Save.
Assets tab
- Add an exhibitor.
- Click the Assets tab.
- Under Exhibitor Video, click the add button to upload a video.
Note: The maximum video length is 5 minutes. The maximum video size is 150 MB, MP4 files only. - Under Exhibitor images, click the add button to upload/select images in the content library or use Zoom Events image generation.
Notes:
- The recommended image dimensions are 1920x1080 pixels. JPG/JPEG/PNG files only, maximum image size is 15 MB.
- You can add up to 5 images.
- Under Downloadable Material, drag and drop files or upload files to include a PDF for the audience to download.
Notes:
- This file will be listed on the exhibitor detail page and expo booth (if enabled).
- PDF files are only accepted. The maximum file size is 15 MB, up to 5 files.
- Click Save.
Add a sponsor
Info tab
- Access the Exhibitors tab in the event creation setup.
- In the top-right corner, click Add Exhibitor to add the information of an exhibitor of the event.
A panel will appear. - (Optional) Select the This exhibitor is a sponsor checkbox to make the exhibitor a sponsor.
- Complete the sponsor's information in the following fields:
- Sponsor Logo: Add the sponsor's logo. A default image will already be in place.
Notes:
- Use JPG/JPEG/PNG files only. The recommended image dimensions are 320x238 pixels. The maximum image size is 15 MB.
- Resizing images is possible after image uploads. Event creators can manually resize all uploaded images to fit into the image window as well as search for an image to upload.
- Click the existing logo.
- Select the logo you want to use.
- Click Open.
- Sponsor Name: Enter the name of the sponsor.
- Description: Provide details about the sponsor.
Note: There is a maximum limit of 4,000 characters. - Sponsor Tier: Select the tier of the sponsor. The following features are included with each tier:
- Platinum: Add up to 5 images, Sponsor Video, Sponsored Sessions, Sponsor Chat, Meet and Chat with Attendees (add sponsor representatives), and Downloadable Material.
- Gold: Add up to 3 images, Sponsor Video, Sponsor Chat, Meet and Chat with Attendees (add sponsor representatives), and Downloadable Material.
- Silver: This sponsor tier is ineligible for sponsored sessions and chat.
- Sponsored Sessions: Use the dropdown menu to select which session the sponsor is sponsoring. This is available to Platinum and Gold-tiered sponsors only. Sponsors can turn on their video and audio in their sponsored sessions.
- Enable Sponsor Chat: Click the Enable Sponsor Chat toggle to enable or disable it. This allows chat between attendees and this sponsor's representatives across the event. Attendees must have chat enabled for them by their account admin to view and participate in the booth chat.
- (Optional) Click the Enable Lead Scanning toggle to enable or disable it. When enabled, the sponsor and representatives will be able to use their Zoom Events QR scanner to scan attendee e-badges and retrieve attendee registration information. A lead list will be generated and shared with the sponsor after the event. Hosts and co-hosts with analytics access will be able to see the live leads list on the Analytics Exhibitors page.
- Click the View Leads List to view the list of scanned leads in a panel and use the following actions:
- Use the search bar to search by name or attendance type.
- Click Export Leads List to download a CSV file of the leads list.
- Name: This column displays the name of the attendee.
- Click an attendee's name to view their scanning details in a panel. Their email address and the scanner's email address will be displayed.
- Scanned by: This column displays the email address of the exhibitor or representative who scanned the attendee e-badges.
- Click an attendee's name to view more information about the attendee. A panel will appear, displaying the attendee's email address and the scanner's email address.
- (Optional) Click the Feature this Sponsor on lobby homepage toggle to enable or disable it. When enabled, the sponsor's logo, name, and link to details and information will be displayed on this event's lobby homepage.
Note: You can feature up to 10 sponsors. - Sponsor Contact: Complete the sponsor's contact information. This is the main point of contact for this sponsor. They can receive a ticket to this e-mail, edit sponsor details, and have all representative permissions for chat and expo (if enabled).
- Full Name: Enter the sponsor's full name.
- Email Address: Enter the sponsor's email. After the event is published, an invitation and sponsor ticket will be sent to this email.
- Links & Social Media: Enter the social links for the sponsor's website, privacy policy, LinkedIn, Twitter, Instagram, YouTube, and/or Facebook.
- Click Save.
Representatives tab
Representatives can be added to the sponsor's sessions, can be available to connect with attendees through chat (if enabled), and start expo booth spaces in the booth (if expo is enabled).
- Add a sponsor.
- Click the Representatives tab.
- Click + Add Representative to add information about the sponsor representative:
- Representative Photo: Add a photo of the sponsor representative.
Note: Use JPG/JPEG/PNG files only. The recommended image dimensions are 320x238 pixels. The maximum image size is 15 MB.
- Under Representative Photo, click the add button to add a picture of the representative.
- Select the photo you want to use or upload a new image in the content library.
- Click Select an Image.
- Representative Information: Enter information about the sponsor representative:
- Name: Enter the name of the sponsor representative.
- Email Address: Enter the sponsor representative's email. After the event is published, an invitation and sponsor ticket will be sent to this email.
- (Optional) Title or Position: Enter the title or position the sponsor representative holds.
- Click Save.
Assets tab
- Add a sponsor.
- Click the Assets tab.
- Under Sponsor Video, click the add button to upload the sponsor's video.
Note: The maximum video length is 5 minutes. The maximum video size is 150 MB, MP4 files only. - Under Sponsor images, click the add button to upload/select images in the content library or use Zoom Events image generation. This feature is available to Platinum and Gold-tiered sponsors only. A default image will already be in place.
- Notes:
- Use JPG/JPEG/PNG files only. The recommended image dimensions are 1920x1080 pixels. The maximum image size is 15 MB.
- Resizing images is possible after image uploads. Event creators can manually resize all uploaded images to fit into the image window as well as search for an image to upload.
- Under Downloadable Material, drag and drop files or upload files to include a PDF for the audience to download.
Notes:
-
- This file will be listed on the exhibitor detail page and expo booth (if enabled).
- PDF files are only accepted. The maximum file size is 15 MB, up to 5 files.
- Click Save.
How to customize sponsor tier labels
- Access the Exhibitors tab in the event creation setup.
- Click the Sponsors tab.
- Click Customize sponsor tiers.
- To the right of the sponsor tier name you want to edit, click Edit .
- Enter the new name of the tier.
- Click Save.
The new tier name will be reflected on the event details page, the Exhibitor tab during live events, and the expo when enabled.
Hide or display sponsorship tier labels
- Access the Exhibitors tab in the event creation setup.
- Click the Sponsors tab.
- Click Customize sponsor tiers.
- Click the Sponsor tier labels are visible to attendees on the pages listed above toggle to enable or disable it.
When the toggle is enabled, the tier label will reflect on the event details page, the lobby Exhibitors tab during live events, and the expo non-spatial view (when enabled). When the toggle is disabled, the sponsorship tier labels will be hidden from the attendee view on the event details page, the event lobby Exhibitors tab, and the expo non-spatial view.
How to invite exhibitors or sponsors to edit their details
Invite a single exhibitor/sponsor to edit their details
- Access the Exhibitors tab in the event creation setup.
- To the right of the exhibitor or sponsor you want to edit, click the ellipsis , then click Invite exhibitor to edit.
- Invite one exhibitor/sponsor or multiple exhibitors/sponsors to edit their details for your event.
Invite multiple exhibitors/sponsors to edit their details
- Access the Exhibitors tab in the event creation setup.
- In the top-right corner of the page, click Invite exhibitors to edit details.
A panel will appear. - In the panel, select the checkboxes of the exhibitors/sponsors that you want to edit their details.
- (Optional) At the top of the panel, check the Select all checkbox to select all exhibitors/sponsors.
- Click Send invitations.
The selected exhibitors/sponsors will be invited to edit their own details. Invited exhibitors/sponsors will receive an email invitation with a link to edit. Changes made by exhibitors/sponsors will be submitted for your approval before they are published.
How to edit exhibitors or sponsors
- Access the Exhibitors tab in the event creation setup.
- Click the following tabs:
- Click the Standard Exhibitors tab to manage exhibitors.
- Click the Sponsors tab to manage sponsors.
- To the right of the exhibitor or sponsor you want to edit, click the ellipsis , then click Edit.
- Edit the exhibitor or sponsor details.
- Click Save.
Edit exhibitors or sponsors during an event
- Access the Exhibitors tab in the event creation setup.
- Click the following tabs:
- Click the Standard Exhibitors tab to manage exhibitors.
- Click the Sponsors tab to manage sponsors.
- Click the exhibitor's or sponsor's name.
A panel will appear. - Edit the exhibitor or sponsor details.
- Click Save.
How to delete exhibitors or sponsors
- Access the Exhibitors tab in the event creation setup.
- Click the following tabs:
- Click the Standard Exhibitors tab to manage exhibitors.
- Click the Sponsors tab to manage sponsors.
- To the right of the sponsor you want to edit, click the ellipsis , then click Delete.
- In the confirmation window, click Remove.
Once you remove an exhibitor or sponsor, the exhibitor or sponsor permissions will be removed for that removed user. The exhibitor/sponsor will not receive an email or notification about being removed from the event.