Expo Management for Organizers
The run.events Expo module provides a centralized solution for tracking, managing, and onboarding exhibitors and sponsors. Fully integrated with the overall platform, it ensures organizers maintain complete visibility into booth negotiations and exhibitor activity.
Managing Booths
Booth management encompasses exhibitor details such as sponsorship orders, booth assignments, graphics and visuals, contact information, and other logistics. Information can be submitted by organizers or directly by exhibitors through the Sponsorship Dashboard. To create a booth:
Go to: Expo → Manage Booths
Click +Add new
Provide Booth details:
- Booth name or number
- External and internal comments
- Booth size from the template
- Or define Custom Booth size
- Booth occupants (from the Sponsor list)
- Booth assignment status (Free, Reserved, or Occupied).
- Template price and grand total price
Booth Assignments & Order Tracking
Sponsor booth assignments are managed through customizable templates that streamline the allocation process. When a booth is assigned to a sponsor, the order status can be updated to maintain transparency and keep all stakeholders informed.
A centralized tracking system monitors all booth orders, including key details such as:
- Sponsor name
- Booth location
- Order status
This ensures efficient oversight and management across all booth allocations.
Progress Tracking
Booth setup progress is tracked through three distinct stages:
Preparing
Initial setup phase:
- Define the booth name/number
- Add comments
- Specify booth size
- Select the booth template
- Assign occupants (sponsor)
- Set pricing
Configuring
Active configuration phase:
- Design specifications are defined (uploaded)
- Booth order details are reviewed
- Sponsor and organizer collaborate
Finished
Final stage after booth configuration confirmation by organizer or sponsor:
Note:
- “Occupied” indicates assignment to a sponsor
- “Finished“ indicates configuration confirmation
Collaborating with External Partners
Event organizers can extend booth management capabilities to external partners, such as expo and booth construction companies, by adding them as event team members.
Steps to Grant Access:
- Add the external partner as event team member
- Assign appropriate event role (e.g., Expo Manager)
- Restrict permissions to booth-related data only
This approach allows external partners to:
- View booth specifications and requirements directly
- Access necessary order details without full organizer privileges
- Streamline communication and reduce administrative overhead
By limiting access to booth-related information only, you maintain security while enabling efficient collaboration with third-party vendors.
Learn more: Managing Organizer and event Teams | Event Organizer Settings | run.events