Managing the 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 Zoom Event.

This article covers:

Prerequisites for managing the 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

  1. Create a Zoom Event or edit an upcoming event to access the event creation flow.
  2. In the event creation flow navigation menu, click Event Content, then click Exhibitors.
    The Exhibitors page will appear.

How to manage the Exhibitors tab

Add an exhibitor

Info tab

  1. Access the Exhibitors tab in the event creation flow.
  2. Click Add Exhibitor to add the information of an exhibitor of the event.
    An Add Exhibitor panel will appear.
  3. In the panel, click the Info tab.
  4. 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 2 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.
        1. Click the existing logo.
        2. Select the logo you want to use.
        3. 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's website, privacy policy, LinkedIn, Twitter, Instagram, YouTube, and/or Facebook. 
  5. 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).

  1. Add an exhibitor.
  2. Click the Representatives tab.
  3. 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 2 MB.
      1. Click the add button  to add a photo of the representative.
      2. Select the photo you want to use or upload a new image in the content library.
      3. 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.
  4. Click Save.

Assets tab

  1. Add an exhibitor.
  2. Click the Assets tab.
  3. Under Exhibitor Video, click the add button  to upload a video.
    Note: The maximum video length is 60 seconds. The maximum video size is 10 MB, MP4 files only.
  4. Under Exhibitor images, click the add button  to select the photo you want to use or upload new images in the content library.
    Notes:
    • The recommended image dimensions are 1920x1080 pixels. JPG/JPEG/PNG files only, maximum image size is 10 MB.
    • You can add up to 5 images.
  5. 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.
  6. Click Save.

Add a sponsor

Info tab

  1. Access the Exhibitors tab in the event creation flow.
  2. Click Add Exhibitor to add the information of an exhibitor of the event.
  3. (Optional) Select the This exhibitor is a sponsor checkbox to make the exhibitor a sponsor.
  4. 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 2 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.
        1. Click the existing logo.
        2. Select the logo you want to use.
        3. 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 Companion App 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 main page.
      Notes:
      • This is an in-app experience and does not apply to Zoom Events on a web browser.
      • 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 exhibitor's website, privacy policy, LinkedIn, Twitter, Instagram, YouTube, and/or Facebook. 
  5. 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).

  1. Add a sponsor.
  2. Click the Representatives tab.
  3. 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 2 MB.
      1. Under Representative Photo, click the add button  to add a picture of the representative.
      2. Select the photo you want to use or upload a new image in the content library.
      3. 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.
  4. Click Save.

Assets tab

  1. Add a sponsor.
  2. Click the Assets tab.
  3. Add assets for the sponsor:
    • Sponsor Video: Under Sponsor Video, click the add button  to upload the sponsor's video.
      Note: The maximum video length is 60 seconds. The maximum video size is 50 MB, MP4 files only.
    • Sponsor images: Add images for the sponsor.
      Note: This feature is available to Platinum and Gold-tiered sponsors only. A default image will already be in place.
      1. Under Sponsor images, click the add button  to select the photo you want to use or upload new images in the content library.
      2. Click Select an Image.
      3. Repeat steps to add more images.
        Notes:
        • Use JPG/JPEG/PNG files only. The recommended image dimensions are 1920x1080 pixels. The maximum image size is 10 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.
  4. Click Save.

How to customize tier labels

  1. Access the Exhibitors tab in the event creation flow.
  2. Click the Sponsors tab.
  3. Click Customize Tiers
  4. To the right of the sponsor tier name you want to edit, click Edit .
  5. Enter the new name of the tier.
  6. 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

  1. Access the Exhibitors tab in the event creation flow.
  2. Click the Sponsors tab.
  3. Click Customize Tiers.
  4. On the Sponsors page, click Customize Tiers.
  5. 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 attendee view on the event details page, event lobby Exhibitors tab, and the expo non-spatial view.

How to invite exhibitors or sponsors to edit their details

From the Exhibitors tab, you can invite one exhibitor/sponsor or multiple exhibitors/sponsors to edit their details for your event.

How to edit exhibitors or sponsors

  1. Access the Exhibitors tab in the event creation flow.
  2. Click the following tabs:
    • Click the Standard Exhibitors tab to manage exhibitors.
    • Click the Sponsors tab to manage sponsors.
  3. To the right of the exhibitor or sponsor you want to edit, click the ellipsis , then click Edit.
  4. Edit the exhibitor or sponsor details.
  5. Click Save.

Edit exhibitors or sponsors during an event

  1. Access the Exhibitors tab in the event creation flow.
  2. Click the following tabs:
    • Click the Standard Exhibitors tab to manage exhibitors.
    • Click the Sponsors tab to manage sponsors.
  3. Click the exhibitor's or sponsor's name. 
    A panel will appear.
  4.  Edit the exhibitor or sponsor details.
  5. Click Save.

How to delete exhibitors or sponsors

  1. Access the Exhibitors tab in the event creation flow.
  2. Click the following tabs:
    • Click the Standard Exhibitors tab to manage exhibitors.
    • Click the Sponsors tab to manage sponsors.
  3. To the right of the sponsor you want to edit, click the ellipsis , then click Delete.
  4. In the confirmation window, click Delete.

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.