Exhibitors is a content feature that gives every exhibitor their own profile with a description, representatives, contacts, and assigned sessions. Unlike Sponsors, the category is not required, but it makes filtering easier. You can assign places (a booth or a sector) and tags (a field, a topic) to an exhibitor — attendees filter by them in the app. Representatives are event attendees assigned to an exhibitor — they appear on the exhibitor profile and you can communicate with them through Networking.
Map the structure of the trade show or expo — fields, halls, booths. Use that structure to choose categories, places, and tags.
If an exhibitor has representatives (booth staff), add them as event attendees first. Only then can you assign them to the exhibitor.
Prepare exhibitor logos (SVG / PNG / JPEG / GIF, recommended width 800 px, max. 500 KB).
Decide on the sort order — manually, by exhibitor number, or alphabetically.
In the left menu go to Content → + Add → Exhibitors.
The content feature is added and the tabs Exhibitors, Categories, Places, Tags, and Settings become available.
The Exhibitors content feature can be added multiple times. Each instance has its own list, categories, places, and settings.
On the Exhibitors tab click New exhibitor.
Enter the Exhibitor name.
Optional: Exhibitor number (booth identifier).
Optional: Category, Place, Tag.
Optionally upload a Logo (SVG, PNG, JPEG, GIF; recommended width 800 px; max. 500 KB).
Save.
After creation, open the exhibitor for editing and on the Content tab fill in:
Exhibitor description — formatted text (bold, italics, lists, quotes, images).
Website — URL (starts with https://).
E-mail, Phone (country code + number).
Social networks: LinkedIn, Twitter/X, Instagram, Facebook, YouTube.
Representatives are event attendees assigned to an exhibitor:
Open the Representatives tab in the exhibitor edit panel.
In the Search attendees field find a person (they must already exist among the event attendees).
Add them.
Representatives appear on the exhibitor profile and in Networking they are marked as Exhibitor. Other attendees can connect with them and arrange a meeting at the exhibitor's booth — the booth serves as the meeting location, bound to a specific representative. A meeting at the booth cannot be arranged with anyone other than a representative of that exhibitor.
For meetings between attendees not tied to an exhibitor, separate predefined meeting locations (for example, Meeting table #1) are used — see the article How Networking works. These locations are set up by Happenee customer support, not by the organizer in the admin interface.
Meeting bookings (at booths and at predefined locations) are part of Networking — see How Networking works.
Categories — group exhibitors by field. Each category has a Category color that is shown next to the assigned places. The first time you open the Categories tab it is empty — there are no pre-filled defaults (a difference from Sponsors).
Places — physical spaces (a hall, a booth, a sector). Each place has a Place color. Assigning a place to an exhibitor helps the attendee find them at the event.
Tags — topical labels (Fintech, AI, Green tech) assigned to an exhibitor. Each tag has a Tag color.
All three are optional — an exhibitor can exist without a category, a place, or any tags.
The order of categories, places, and tags can be changed by dragging the icon on the left in the table without restrictions. (For exhibitors themselves, the order can only be changed inside the same category and only when Sort order: Manual is set.)
Bulk actions on categories: select one or more categories in the list and in the bulk action bar use Display on the app home screen (on/off) or Status (Published / Hidden). A hidden category hides every exhibitor inside it — they will not appear in the app or on the microsite until you make the category visible again.
If an exhibitor runs a session (a presentation, a workshop, an exhibit), you can assign them to sessions in the Agenda. The session then shows the exhibitor logo with a caption (default Hosted by; you can change it in Settings).
Open the exhibitor for editing → Sessions tab.
Find the session and add it.
On the Exhibitors tab in the upper right there is an Exports button with a dropdown menu:
Export exhibitor QR codes (Excel) — a table with unique QR codes for every exhibitor. Useful for further processing (printing, embedding into booth graphics).
Export exhibitors (PDF) — a batch PDF export of exhibitor cards with QR codes, ready for bulk printing and placement on booths.
Export scan statistics (Excel) — statistics of attendees scanning exhibitor QR codes (who scanned whom and when). Useful for post-event reporting and evaluating booth traffic.
The QR codes work like this: the attendee scans the QR on the booth with their phone and adds the exhibitor to a favorites list, or connects with the exhibitor's representatives through Networking.
On the Settings tab:
Display of exhibitors in the Agenda — Caption next to the exhibitor logo (default: Hosted by).
Display on the attendee app home screen — Basic display or Image (JPG 1250×300 web / 800×300 mobile).
Display on the microsite home page — Basic display or Display from the attendee app.
Sort order of exhibitors:
Manual — drag the icon in the table (only inside the same category).
By number — by Exhibitor number (records without a number end alphabetically at the bottom).
Alphabetical — by exhibitor name.
Categories, Places, and Tags automatically appear as filters in the app and on the microsite. Attendees can combine filters and find exhibitors across multiple dimensions.
Select multiple exhibitors and bulk change:
Category — assign or change.
Place — assign or change.
Tags — add or remove.
Status — publish or hide.
Delete exhibitor.
The language switcher lets you translate:
The exhibitor description
The category name
The tag name
The place name
The caption next to the exhibitor logo
The exhibitor name is typically not translated.
You can import exhibitors in bulk through the Import tab (in the top navigation of the Exhibitors content feature, next to Settings). The wizard has five steps:
Upload — the Bulk insert exhibitors from a file screen. Download the template with the Download template button (pre-filled columns with the expected fields). Fill it in or upload your own Excel file with Choose File. Click Upload and process.
Mapping — the Column mapping screen with the columns Excel column, Sample values, and Map to field. The system reads the columns from Excel and offers mapping to exhibitor fields: Name (required), Website, E-mail, Phone, Description — CS / EN / SK, Booth number, Category, and others. Columns without an assignment are skipped.
Categories — the Category and place assignment screen. If the file contains values for Category or Place that do not exist in the event yet, either map them to an existing value with the Map to dropdown or choose + Create new (it is created automatically). Click Validate and show preview (or Back to mapping).
Preview — the Import preview screen with a summary: Total, Valid, Warnings, Errors, Duplicates, and a row-by-row table with status and detail. Duplicates show a message such as "An exhibitor with this name already exists." — those rows are not imported (only the first occurrence is). If everything looks right, click Import.
Result — the Import result screen with counts of Created, Skipped, and Errors. The Download report (CSV) button lets you download a row-by-row result report (useful when some rows ended up skipped or failed and you need to look up why). The Continue to list button takes you back to the exhibitor list.
What the import does not do: logos are not uploaded through the import — add them manually for each exhibitor afterward. Representatives (attendees) are also not imported — assigning representatives is manual.
Even though the attributes are optional, every exhibitor should have at least one filter (a category or a place). Without filters, an attendee will get lost in 50+ exhibitors.
https:// prefix and the link in the app does not workAlways start the URL with https://.
The representative must be among the contacts assigned to the event. If they are not, add them through contacts management first.
Add the Agenda to the event Content. The tab will then become available.
A manual drag is only respected when Sort order: Manual is set on the Settings tab. If you want a manual order, check the setting.
Choose contrasting and distinct colors. Categories are usually 3–6, places 5–10 — the colors should be clearly distinguishable.
Happenee does not send an automatic notification to the representative. Communicate manually — by e-mail, Slack, or in person. Build a checklist for your internal team. A representative who has not set their available time slots in the app is visible in Networking, but a meeting at the booth cannot be booked with them.