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 locations (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, locations, 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 (PNG / JPEG / GIF, recommended width 800 px, aspect ratio 16:9, 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, Locations, Tags, Settings, and Import become available.
The Exhibitors content feature can be added multiple times. Each instance has its own list, categories, locations, and settings.
The New exhibitor side panel has four tabs — Settings, Content, Representatives, and Sessions — and all of them are available right when you create the exhibitor. You can fill in the profile, contacts, representatives, and assigned sessions in a single pass before the first save; the same tabs are available later when you edit the exhibitor.
On the Exhibitors tab click New exhibitor.
On the Settings tab enter the Exhibitor name (required field).
Optional: Exhibitor number (booth identifier), Category, Location, Tag.
Optionally upload a Logo (PNG, JPEG, GIF; recommended width 800 px; aspect ratio 16:9; max. 500 KB).
Optionally switch to the Content, Representatives, and Sessions tabs to fill in the rest of the profile (see below). You can also do this later.
Save: Save stores the exhibitor; Save and publish also publishes it right away (status Published). Both buttons are shared across all tabs, so the whole exhibitor is saved at once.
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 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 locations. The first time you open the Categories tab it is empty — there are no pre-filled defaults (a difference from Sponsors).
Locations — physical spaces (a hall, a booth, a sector). Each location has a Location color. Assigning a location 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 location, or any tags.
The order of categories, locations, 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 Sessions tab.
In the Search sessions field enter the session name 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.
You can also open a single QR code straight from the exhibitor row — click the QR code icon next to the edit icon. An Exhibitor QR code dialog opens with a preview of the code, a QR TEXT field (the exhibitor's unique code), and a Download as PDF button for downloading a single code.
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, Locations, 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 in the bulk action bar use:
Category — assign or change.
Location — assign or change.
Tags — add or remove.
Status — publish or hide.
Find logos — automatically look up logos from the exhibitors' websites (the Automatic logo lookup dialog, see below).
Delete exhibitor.
If exhibitors have the Website field filled in, Happenee can try to look up their logo directly from their website — handy when you are setting up dozens of exhibitors and do not want to upload logos by hand.
Select exhibitors and run the Find logos bulk action.
In the Automatic logo lookup dialog, each exhibitor shows the found Logo, a Source / reason column (for example, Logo found in a page image), and a Status: Found, Skipped, logo already exists (a logo is already uploaded), or Missing website (no URL filled in).
In the Use column, tick the logos you want to keep and confirm with Apply selected logos.
The language switcher lets you translate:
The exhibitor description
The category name
The tag name
The location name
The caption next to the exhibitor logo
The exhibitor name is typically not translated.
You can create exhibitors in bulk from Excel through the Import tab — a five-step wizard (upload, column mapping, assigning categories and locations, preview, results). Only the Name is required; category and location values from the file are assigned to existing ones or created as new. Logos, representatives, and tags are not set by the import — logos are fastest to add afterward with the Find logos bulk action. The full walkthrough, template, and limitations are in Bulk import of exhibitors.
Even though the attributes are optional, every exhibitor should have at least one filter (a category or a location). 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 Automatic logo lookup takes an image from the exhibitor's Website and may not pick the right logo (it can grab a different image from the page). In the Automatic logo lookup dialog, review the previews and keep only the logos that fit. Exhibitors with no URL end up with the Missing website status — add their logo manually.
The representative must be among the contacts assigned to the event. If they are not, add them through contact 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, locations 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.