Displaying Exhibitor Details in Appointments

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Make it easy for attendees to find your exhibitors when booking appointments. For appointments involving an exhibitor's onsite staff, you can opt to display the exhibitor's name, company logo, description, and event/booth location on the calendar, allowing attendees to filter this information.
 
1 Ensure that your Appointments event is linked. Make sure your Appointments Event is linked with an existing Registration Event. Hover over Event Details and, under General, click Event Information. If you've linked the Appointments Event already, the associated Registration Event will appear under the Basic Information section.
 
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If you do not see an event linked here, you'll need to create a new Appointments Event and link it to an existing Registration Event during the creation process.

2 Add exhibitors and onsite staff to your event. Hover over Attendee Management and, under Manage, click Exhibitors. Then proceed with adding exhibitors to your event.

The exhibitor's name, logo, description, event/booth location, address information, contact information, and any exhibitor custom fields can sync over to your Appointments Event. 

3 Choose which information will be shown and filterable on the Directory. Go back to Cvent and open your Appointments Event. Hover over Attendee Management and, under Setup, click Exhibitor Profiles. Then click Edit.

To display a field on the calendar, check the box to the right of it under Show on Profile. To allow attendees to filter by a field on the Directory, check the box to the right of it under Filterable.

 
NOTE: Only Choice Questions are filterable on the Directory.

Then click Save.

Or, show or hide an exhibitor from the Directory altogether. Go back to Cvent and open your Appointments Event. Hover over Attendee Management and, under Manage, click Exhibitors. Click on the exhibitor's name to open their profile.

Click Options in the top-right, then Edit Exhibitor. In the Exhibitor Statuses section, switch the "Hidden" toggle to green.

 
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Then click Save. The exhibitor will no longer appear in the Exhibitors list, and the organization name will be removed from any onsite staff members' profiles on the Directory.

4 Include exhibitor booth numbers in location names, if necessary. Hover over Event Details and, under Setup, click Appointment Types. Select an existing appointment type or create a new one. Under the Scheduling section, switch "Include exhibitor booth numbers in location names" to Yes.
 
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Click Save.

5 Preview your changes, if necessary. See what your attendees will see. Hover over Attendee Management and, under Manage, click Attendees. Hover over User-added image next to an attendee's name, then click View Schedule.

To view exhibitor filters, switch the calendar to Directory in the top right. Then click Exhibitors in the top left. Next to the search box, click Filters.

 
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The choice question fields you selected will appear. Click the dropdown next to the field, check the box next to the field choice you want to filter, then click Apply.
 
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If you chose to display booth locations, click Request Appointment next to the exhibitor's name to preview them. Select the appointment type, then click Add next to Attendees and select the onsite staff member. Then click Add 1 attendee. Click Choose next to Time and Location. The event/booth location will appear at the end of the location name.
 
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6 Configure virtual appointments, if applicable. If you're using Attendee Hub and your event will include virtual exhibitor appointments, reference these instructions to set them up.
 

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