Exhibitor Management

Overview

Exhibitor Management enables booth prospectus, applications, approvals, Stripe booth payments, floor plans, booth setup, lead capture (QR scan), and analytics—for trade shows and expos.

Purpose

Run exhibitor sales and fulfillment in one module with organizer, auto, or Nigall admin approval paths.

Who should use it

  • Expo organizers
  • Exhibitor sales teams
  • Booth staff capturing leads
  • Enterprise customers (Exhibitors is Enterprise tier)

Benefits

  • Booth fee tiers (10×10, 10×20, 20×20, custom)
  • Floor plan image overlay
  • Lead scan + CRM export
  • Offline invoice option
Action Path
Exhibitors hub /exhibitors/
Prospectus list /exhibitors/prospectus/
Apply /exhibitors/prospectus/<pk>/<tag>/
Event booths /exhibitors/events/<pk>/<tag>/booths/
Packages /exhibitors/events/<pk>/<tag>/packages/
Admin review /exhibitors/admin/review/
Lead capture /exhibitors/applications/<pk>/leads/scan/
Payment /exhibitors/applications/<pk>/pay/

Prerequisites

  • Subscription: Enterprise (exhibitors — ENTERPRISE_ONLY_TOOL_KEYS)
  • Event: exhibitors_enabled=True
  • Complete setup wizard step exhibitors
  • Stripe for online booth payments

Step-by-step — Configure exhibitor event

  1. Enable Exhibitors on event (Enterprise plan).
  2. Wizard: prospectus, booth fees, floor plan, approval type, cancellation policy.
  3. Set exhibitor_approval_type: auto, organizer, or admin.
  4. Publish prospectus link to exhibitors.

Step-by-step — Exhibitor application

  1. Exhibitor creates profile at /exhibitors/profiles/create/.
  2. Views prospectus → applies.
  3. Pays booth fee after approval (or offline invoice).
  4. Sets up booth content → lead capture on show floor.

[SCREENSHOT: Booth floor plan]

Field descriptions

Event field Description
exhibitor_prospectus Marketing copy for applicants
exhibitor_booth_fees JSON fee map by booth size
exhibitor_floor_plan Image upload
exhibitor_approval_type auto / organizer / admin
exhibitor_offline_invoice_enabled Wire/check manual recording

Business rules

Rule Detail
Plan gate Exhibitors toggle locked without Enterprise
Admin approval Queue at /exhibitors/admin/review/
Lead capture Opt-in scan of attendee QR
Platform fees Ticket-style fees on payments via Stripe split

Validation rules

  • Application required fields per booth package
  • Payment before confirmed booth (unless offline)

User permissions

Role Apply Review Admin queue
Exhibitor ✅ ❌ ❌
Host ✅ invite ✅ ❌
Staff ✅ ✅ ✅

Workflow

flowchart TD Apply[Application submitted] --> Approval{approval_type} Approval -->|auto| Approved Approval -->|organizer| HostReview[Host review] Approval -->|admin| StaffReview[Staff review] HostReview --> Approved[Approved] StaffReview --> Approved Approved --> Pay[Payment] Pay --> Booth[Booth setup] Booth --> Leads[Lead capture]

Examples

Industry expo: 50 booths, organizer approval, lead scan badges.

Best practices

  • Upload legible floor plan early
  • Use organizer invites for key accounts (/organizer/profiles/<pk>/invite/)
  • Train booth staff on lead scan URL

Tips

  • Organizer analytics: /exhibitors/organizer/analytics/
  • Invite token flow: /exhibitors/invite/<token>/

Common mistakes

Mistake Result Fix
Enable without Enterprise Toggle locked Contact sales
Wrong booth fee JSON Checkout error Validate wizard fees

FAQs

Difference vs vendors?
Exhibitors = booth/trade show; Vendors = marketplace stalls with trading/settlement.

Troubleshooting

Symptom Cause Fix
Can't enable module Plan Enterprise upgrade
Application stuck Pending review Host/admin review queue

Screenshot placeholders

  • [SCREENSHOT: Exhibitor prospectus page]
  • [SCREENSHOT: Lead scan interface]
  • [SCREENSHOT: Admin review queue]

Administrator notes

  • Staff routes: admin_review_list, admin_application_review
  • Default booth fees in Event.default_exhibitor_booth_fees()

Developer/API notes

Web UI only for exhibitor flows; no mobile exhibitor API in mobile_api.

See also: Roles & Permissions

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