An exhibitor is an organization with exhibit space at one event. Most exhibitor records come from paid booth purchases, but you can also add one directly. Each exhibitor record has a 360 page where you can view and manage its details.
Find an Event's Exhibitors
- Open the event, then select Exhibitors from its menu.
- Enter a name to narrow the list, or leave the field blank to see every exhibitor at the event.
- Select Search.
Result
Rhythm lists the event’s exhibitors and the booths reserved to each one. At the top of the page, Exhibitors, Available Booths, and Reserved Booths show quick counts. Select any count to see the records behind it.
Tip
The search also includes an ID: field, but right now only the name narrows the results.
Warning
Search from the Exhibitors page can sometimes return an error instead of results, whether you search with a name or leave the field blank. If that happens, run a query instead: use the Exhibitor Query KPI to pull the exhibitor list, then open the record you need from there while the search issue is being reviewed.
Add an Exhibitor Without a Purchase
Use this when an organization needs an exhibitor record but did not buy its space through checkout, such as for a complimentary booth, a partner arrangement, or a record you are entering after the fact. You can also use this to recover when a booth purchase should have created an exhibitor but did not. Add the exhibitor manually to fill in the missing record, then create booths or assign existing ones to the organization separately.
Prerequisites
- The organization must already exist in your Rhythm account. Each organization can have only one exhibitor record per event.
- From the event’s Exhibitors page, select Manually Add an Exhibitor.
- Choose the Organization:. When the organization has these details, Rhythm fills in the exhibitor’s Name:, logo, and description from the organization’s record, and you can change any of them.
- Optionally choose Categories: to classify the exhibitor in listings.
- Add a Logo if you want to use one different from the organization’s logo.
- Under Contacts, select Add Contact for each person staffing the booth, then choose the contact type and the contact.
- Under Add Ons, select Add Exhibitor Add On for any add-on products the exhibitor has. You cannot link functions or sessions to an exhibitor this way, because Rhythm does not support setting up meeting rooms, poster sessions, or similar event items as things an exhibitor can purchase or hold.
- Under Booth Types, select Add Booth Type Preference for the booth types and quantities the exhibitor wants.
- Add a Description and complete any custom fields your organization has defined.
- Select Save Changes.
Result
Rhythm creates the exhibitor record and opens its 360 page. Saving this form only creates the exhibitor record; it does not create an order, a registration, or a booth assignment, and it does not give you a way to collect payment from the exhibitor. If the record needs billing behind it, register the exhibitor on the organization’s behalf instead so Rhythm creates an order and invoice too. See Register an Exhibitor on an Organization's Behalf.
To update an existing exhibitor, open its 360 page and select Edit. You can add more exhibitor contacts from this screen at any time, not only when you first create the record. You cannot change the organization after you create the exhibitor, because the event and organization together identify the exhibitor. The exhibitor’s name is also fixed once the record is created; it is not one of the fields Edit lets you change.
Warning
Bulk-updating a query is the usual way to link an order ID to an exhibitor’s registration, but it only works when the exhibitor’s registration record already exists. If the registration itself is missing, such as when a failed purchase never created one, a bulk update to link the order returns “Registration not found.” Create or restore the missing registration first; a bulk update cannot create it for you.
See Everything About One Exhibitor
An exhibitor’s 360 page brings together the details staff need when the exhibitor calls with a question.
- From the Exhibitors search results, select the exhibitor’s name.
Result
You’ll see the organization’s summary, the order total and a link to the order if one exists, the exhibitor’s categories and description, and six tabs:
- Booths — the booths currently reserved to the exhibitor.
- Add Ons — the add-on products the exhibitor has.
- Registrations — the booth purchases behind the exhibitor, with their dates and linked orders.
- Contacts — the people staffing the booth, with their contact types.
- Priority Points — the organization’s priority points; see Assign, Delete, and Recalculate Priority Points.
- Custom Fields — any custom field values on the exhibitor.
Tip
If the exhibitor’s order still has a balance due, a warning banner at the top links you to the order so you can follow up.
The 360 page is a Console-only view, and exhibitors cannot open it themselves. If an exhibitor calls with a question about a previously submitted registration, look up the details in their 360 page and share those details with them directly.
Because Rhythm copies the exhibitor’s name and logo from the organization only when you create the exhibitor, the exhibitor’s 360 page can keep showing the organization name selected then even after the organization’s own record is renamed. Other places, such as queries, can already show the newer name, so you may see the old and new names side by side across different views.
Exhibitor contacts currently cannot be added to other exhibitor- or booth-related queries you build alongside this data. If you need that, submit a feature request.
Delete an Exhibitor
- On the exhibitor’s 360 page, select Delete.
- Confirm the warning, Are you sure you want to delete this exhibitor?
Result
Rhythm removes only the exhibitor record. Any booths already reserved to the exhibitor stay reserved to it, and its registrations and priority points remain in place. If you need to release those items too, handle them separately; deleting the exhibitor does not free its booths or cancel its order.
See an Organization's History Across Events
To see every event where an organization has exhibited, open the organization’s record in the Events console and look at its Exhibit Shows tab. Each row links to that event’s exhibitor record, so you can jump straight to the exhibitor’s 360 page for any past event.
Tip
An organization’s own summary activity indicator is based on event registrations, not exhibitor participation. An organization that has only ever exhibited, with no attendee registrations of its own, can still show no event activity there even though its Exhibit Shows tab has history. Check Exhibit Shows directly rather than relying on that summary indicator alone.
Related
To award or correct an organization’s priority points, see Assign, Delete, and Recalculate Priority Points. To buy booths on an organization’s behalf instead of adding only an exhibitor record, see Register an Exhibitor on an Organization's Behalf. To find the organization or contact you need while filling in this form, see Find, View, and Pick an Organization and Search for and Pick a Contact.