Exhibitor management covers all processes related to the participation of sponsors and exhibitors in an event: booth booking, contract processing, onboarding, provision of materials and logos, management of booth staff and complimentary tickets, as well as the handover of generated leads.
Also known as: Exhibitor Management, Sponsor Management
Connects: Sales, Logistics, IT, On-site team
Critical from: approx. 10 exhibitors
What is exhibitor management?
Das Aussteller-Management ist die operative Disziplin hinter dem Sponsoring-Vertrieb. Während Sponsorenpakete das Verkaufsinstrument sind, beschreibt das Aussteller-Management, was nach dem Kauf passiert: Wie wird der Aussteller auf den Event vorbereitet, mit Informationen versorgt, in das Programm integriert und nach der Veranstaltung wieder verabschiedet? Diese Phase ist entscheidend dafür, ob ein Aussteller im Folgejahr wiederkommt.
With more than ten exhibitors, the topic quickly becomes organizationally complex – organizers reach their limits with spreadsheets and email threads even at medium-sized congresses.
What it includes
- Contract management: Sponsorship contract, invoice, payment status, reverse charge for international sponsors
- Booth configuration: Booth size, location, connections, booth construction requirements
- Logos and materials: Uploading, version control, approval by the organizer
- Booth staff: Individual tickets for exhibitor staff, staff changes, day passes
- Program benefits: Scheduled branded sessions, industry symposia
- Exhibitor communication: Mailings, deadlines, briefings, emergency contacts
- Inserts and advertising space: Roll-ups, conference bags, lanyards, coffee break
- Lead retrieval setup: Access, training, devices
- On-site coordination: Setup times, deliveries, booth check
- Follow-up: Lead handover, evaluation meetings, acquisition for the following year
The exhibitor portal
A modern platform provides every exhibitor with their own self-service access – this saves the event organization a huge amount of work:
- Contract status, invoices, payment history
- Logo and material upload with version control
- Profile page for event website and event app
- Management of own booth staff (issuing, changing, and revoking tickets)
- Booking of optional additional services
- Appointment booking in the exhibitor calendar
- Access to booth training and briefings
- Live overview of generated leads
- Download of evaluations after the event
Best practices
- Clear lifecycle: Defined phases with deadlines that all parties are bound to
- Single point of contact: One person at the organizer's end is responsible for "the exhibitor"
- Early material deadline – otherwise, printing and logistics become tight
- Booth check on setup day with documented acceptance
- Onboarding briefing before the event – live or via video
- On-site visible exhibitor welcome center with help desk
- Exhibitor feedback collected in a structured way, not just from the organizer's perspective
- CRM for sponsorship acquisition with history over several event years
- GDPR-compliant data flow between organizer, exhibitors, and participants
Exhibitor management in Converia
Converia provides every exhibitor with their own portal: booth configuration, logo and material upload, management of booth staff with individual tickets, booking of additional services, appointments in the exhibitor calendar, and real-time access to lead data – all from a single source.
Exhibitors independent, organizers relieved
With the Converia exhibitor portal, sponsors maintain their own data – you save on manual follow-ups and keep an overview.
- Sponsorship package – Sponsorship & Exhibition
- Lead retrieval – Sponsorship & Exhibition
- Event app – Communication & Journey
Dedicated portal per exhibitor – logos, materials, staff, appointments, leads – all from a single source.