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Events

How Do I Manage Exhibitors at My Conference?

Exhibitor management isn’t just about booth sales; it’s about control, coordination, and clarity. From tracking booth preferences to managing financials, assigning space, and reporting accurately, most associations struggle to manage the end-to-end exhibitor workflow without relying on spreadsheets and disconnected systems.

Engagifii’s Exhibitor Management solution simplifies the entire lifecycle. Whether you’re managing exhibitor visibility, booth setup, or invoice reconciliation, every step is centralized in one place, giving your team the control and flexibility to manage exhibitors with confidence.

Solutions
Accept Booth Preferences and Assign Booths Post-Registration

Accept Booth Preferences and Assign Booths Post-Registration

Engagifii allows event administrators to choose between two powerful exhibitor registration models: direct booth purchase or preference-based selection. In the preference-based model, exhibitors register for the event, submit their top booth choices, and then wait for assignments.

Once preferences are collected, administrators can:

  • Review each exhibitor’s booth list
  • Assign booths based on availability, seniority, or sponsorship level
  • Override preferences when needed
  • Automatically generate new invoices reflecting booth assignments
This flexibility reduces booth conflicts and helps admins retain full control of booth layout and placement decisions without requiring exhibitors to self-assign in real-time.
Configure Booth Types, Visibility, and Flexible Pricing

Configure Booth Types, Visibility, and Flexible Pricing

Engagifii gives admins complete control over how booths are defined and priced. Set up booth types with standard dimensions, capacity limits, and base pricing. Then go a step further by enabling price overrides based on:

  • Tags
  • Organization types
  • Specific organizations
  • Custom organization fields

You also control who sees what. Event and bundle visibility settings ensure that only the right people see exhibitor-related content, filtering by roles, tags, committees, or other criteria.

This level of control makes it easy to create tailored exhibitor experiences while enforcing structured pricing across your entire exhibitor base.

Simplify Financials and Export Clean Exhibitor Data

Simplify Financials and Export Clean Exhibitor Data

After booths are assigned, Engagifii automatically updates invoices to reflect booth costs, whether the exhibitor selected a pay-now or pay-later option. All payments (including partials) are tracked through the platform, giving your team visibility into outstanding balances and payment statuses.

And when it’s time to prepare for the event, Engagifii makes exhibitor data export easy. Admins can download structured files with:

  • Booth numbers and names
  • Staff assigned to booths
  • Purchased bundles
  • Invoice details (amount, status, invoice number)

Multiple tabs separate exhibitor orgs from booth staff, and export templates can be saved for future reuse, helping you generate badge lists, financial summaries, or assignment reports in seconds.

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