Participants & portal
Stop chasing your exhibitors by email.
Sponsors, sellers, vendors and performers — Participants, in Event Base — get their own login and complete their own required work in it. You review a clear submission queue instead of managing email threads.
Two hundred exhibitors, one spreadsheet, six weeks
Product lists arrive as email attachments. Insurance certificates arrive late, or not at all. Somebody types the same information again, and the version used on the event day is not the version in the file.
Exhibitors as records, not rows
Group them by Participant Type, with the custom fields each type actually needs. Contacts, team members, billing details, products and documents hang off the record and carry across every event you run.
What they do without you
Each item is switched on per event, so an exhibitor only sees what you actually need from them.
Their own profile
Name, logo, contact and billing details, kept current by the people who know them.
Their own team
Invite colleagues and decide what each can do.
Products
Submit what they are selling, with photos, prices and your custom fields.
Documents
Upload against the requests you set, and download what you send them.
Revenues
Confirm what your staff recorded, in real time.
Add-on orders
Order equipment, services and extras from your catalogue.
Their ticket allocation
Fill in recipients and send the tickets by email.
Their event staff
Register people, schedule shifts, issue personal check-in QR codes.
Three kinds of request, and which to use
Use a tracked request instead of email whenever you need status, a deadline, comments and a record of who responded.
Submission
They send you a file
A named request for one document — the logo for the programme, a signed form, an insurance certificate. They upload, you accept or comment back.
Approval
Approved or rejected, on the record
A formal outcome, for booth designs, contracts and terms. The decision is recorded, not buried in a thread.
Download
You send them a file
Manuals, site maps, schedules, branding kits. Pick recipients, and see who has actually retrieved it.
For structured answers use an Enquete; to let exhibitors order add-ons, use the Participant Catalog.
Reminders that go out without you sending them
Every file request and approval has a due date. The morning before a deadline, each exhibitor gets one email listing their items due tomorrow, with links straight to the page. A reminder can be turned off without removing its deadline, and changing a deadline turns reminders on again.
Revenue declared, confirmed and settled
Your staff record an exhibitor's reported revenue on Sales Stack. It arrives pending, the exhibitor confirms it from their own portal, and settlement uses the same records. Nobody compares two spreadsheets afterwards.
Owners and Collaborators
Every exhibitor organisation has Owners and Collaborators. Collaborators handle the day-to-day — products, producers, event staff. Owners also control the business side: the organisation profile, the team, billing, revenues and enquete answers. Somebody can be an Owner of their own company and a Collaborator of a partner they help out.
Questions organisers ask
- Do our exhibitors have to pay for access?
- No. The portal is part of your workspace. You give an exhibitor access and they use it at no cost to them.
- Can we control what each exhibitor sees?
- Yes. Portal features are enabled per event, and requests are addressed to specific organisations — an exhibitor only ever sees the items meant for them.
- What if an exhibitor will not use a portal?
- You can do everything on their behalf from the admin side. The portal removes work when it is used; it is not a requirement for taking part.
- Does it work in Japanese?
- Yes. The portal is fully bilingual, and each user reads it in their own language.
- Do exhibitors carry over between events?
- Yes. Organisations, their contacts and their products live at team level and are reused every year. Only what belongs to a single edition is set up again.
Work out what this gives your team back
Tell us how many exhibitors you handle and we will show what it changes for your team.