After your organization buys exhibit space, you can manage booth staff in the Portal. You can check how many people you can still add for each contact type, add staff members, and remove anyone who is no longer staffing your booth.
Before You Begin
Prerequisites
- You must be signed in to the Portal, and your contact must belong to the organization that's exhibiting.
See Your Booth Staff Allowance
- Go to EXHIBITORS › Exhibitor Service Center › Manage Exhibitor Contacts.
Result
You’ll see one line for each contact type, with the number of people you’ve named and the number you’re allowed to name. For example, 3/5 means you’ve named 3 of 5 allowed contacts, while Unlimited means there’s no cap for that type. The table below those lines lists everyone currently named, along with their type and name.
Tip
Your allowance for each contact type can change during the event because it depends on how much booth space you’ve bought and your organization’s priority points. If you buy more space later, your allowance may increase.
Warning
The existing-contact list under Contact: can fail to load when an organization has a very large number of contacts, which has been reported with more than 600 contacts. If the list appears empty when you expect to see existing contacts, use Add a Contact Not Listed instead, or contact Support.
Add a Booth Staff Member
- Select Add Exhibitor Contact.
- Under Contact Type:, choose the type of contact you're adding.
- Under Contact:, choose an existing person from your organization's contacts, or select Add a Contact Not Listed to add someone new.
- If you're adding someone new, enter their contact information.
- Select Save Changes.
Result
The person is added to your exhibitor’s booth staff, and you return to the updated list.
Tip
If the email address you enter for a new person matches someone already on file with the association, Rhythm uses that existing contact instead of creating a new one. This happens even when the person belongs to a different organization, and the name you typed does not replace the name already on file. If the wrong person appears after you add someone, this is usually why; ask the association to help sort out the record.
Warning
If you can't find an existing person in the Contact: list even though you believe they're already on file, be careful before using Add a Contact Not Listed. Matching only uses the exact email address you enter, so using that option for someone who already exists but couldn't be found can create a duplicate contact record instead of attaching the existing one. Double-check the email address spelling first, or ask the association to help locate the existing record.
The Contact Type: list only shows contact types that still have room. If every type is full, you can still open the form, but there won’t be anything to choose.
Warning
The form for adding a contact not already listed uses a fixed set of fields that cannot be customized. If you need a field it doesn't offer, such as a title field, that isn't currently possible through this form.
Remove a Booth Staff Member
- Select Remove on that person's row.
- Confirm when asked.
Result
The person is removed from your exhibitor’s booth staff.
Why You Might Not Be Able to Remove Someone
Warning
If a booth staff member already has an active registration for the event, you can’t remove them. The Remove button is replaced with a message explaining that they have an active conference registration, and their booth staff record stays in place until that registration is no longer active.
Related
- Buy Booths for Your Organization
- View Exhibitors and Update Your Exhibitor Information
- Add, Edit, and Delete Exhibitors
- How Exhibiting at an Event Works