Launchpad by Swapcard provides several flexible options for onboarding exhibitors: manual entry by admins, bulk import via CSV, and automated invitations. Each method supports various administrative controls such as sponsorships, promo codes, and financial tracking. This guide walks you through every registration option, empowering you to manage exhibitor records quickly and accurately from one place.
Add an exhibitor manually via the admin portal
Create an individual exhibitor record with full company and contact info
Navigate to:
Exhibitor module > Functions menu > Add exhibitor,
orExhibitors master listing > Actions > Add exhibitor
The Add exhibitor page will appear.
Populate the following required fields:
First name, Last name, Title, Division (optional)
Email, Phone, Password, Confirm password
Show on public site: Check if you want the company visible publicly
Exhibitor type, Company name, Industry, Company profile
Company fax, Website, Phone, Address 1–3, City, State, Zip, Country
Notes: Add admin-only notes
3. Click Save
The exhibitor profile page will display with the following tabs:
Overview: Company and contact summary
Personnel: Add booth staff
Booth: Assign or request booth
Sponsorships: Add individual or package sponsorships
Docs & tasks: View documentation and task status
Email: See sent messages (admin view only)
Financials: Manage payments, discounts, and promo codes
Import exhibitors in bulk using a CSV file
Upload multiple exhibitor records at once with prefilled templates
Go to Setup > Exhibitor > Import exhibitors
On the Import exhibitors page, you can:
Download the exhibitor template
Upload a completed CSV file
Download the exhibitor template
Click Download exhibitor template under the upload field
Click OK when the file dialog appears
Fill in:
Company name, Fax, Website, Phone
Address 1–3, City, State, Zip, Country
Note: Do not rename or delete headers or columns. Leave empty fields blank. Save the file as a CSV.
Save the completed file as a CSV
Click Browse next to the upload field
Select the completed CSV
Click Save
You’ll be redirected to the Exhibitors import summary report:
Summary: Count of successful and failed records
Downloads:
All import rows (successful and failed)
Error import rows (failures only)
Error rows: View errors via XLS or CSV
Use the Select import dropdown to view prior imports
Invite exhibitors with automatic emails
Send CSV invitations and create exhibitor records instantly
Go to Setup > Exhibitor > Invite exhibitors from CSV
On the Invite exhibitors from CSV page, you can:
Download the invite template
Upload a CSV file
Download the template
Click Download invite exhibitors from CSV template
Click OK
Fill out:
Company info: Name, type, phone, fax, website, address
Primary contact: First name, last name, email, CC email, job title
Sponsorship package
Important: Keep the format intact. Leave blank fields empty. Save as a CSV.
Upload the file and send invitations
Click Browse and select your CSV
(Optional) Check Send invitation email to send emails
Click Save
You’ll see the Exhibitor invitation summary report with:
Summary: Import success and failure count
Downloads: All rows and error rows
Error rows: View via XLS or CSV
Use the Select import dropdown to view previous uploads
Note: This will update existing exhibitor records, but not primary contact info. A valid user template must exist for email delivery.
Confirm or un-confirm an exhibitor record
Confirmation status is useful for managing competing exhibitors or requiring admin approval.
Search for an exhibitor (Quick or Advanced)
Click the Edit icon next to the exhibitor
From the Actions dropdown, select Confirm or Un-confirm
Click Save
This feature is optional and controlled by the event manager.
Cancel an exhibitor registration
Complete a Quick or Advanced Registration Search to find the Exhibitor registration record.
Click on the Edit Icon located on the left of the Exhibitor's Company name. OR Click the Cancel icon located on the left of the Exhibitor's Company name and proceed to step 4.
Select Cancel from the Actions dropdown menu located on the Exhibitor record.
Populate the following blank field when necessary:
Account: From the dropdown menu, select the financial account into which the cancellation fee payment is to be deposited (Field only appears when there is more than one Financial Account configured)
Cancellation Fee: Type the cost of cancelling the registration when applicable
Send Cancellation Email: Check the checkbox to send an email to the Exhibitor's Primary Contact confirming the cancellation Note: Emails are created via the Templates and User Templates. For more information on creating emails, see the Content chapter.
Click Save.
Once the registration cancellation is complete, you must then issue a refund of payment if needed.
Customize public exhibitor portal options
Control whether users can print or email invoices from their portal
Go to Setup > Exhibitor > Settings
You’ll see two options:
Print invoice: Enables a “Print invoice” link on the exhibitor’s review page. Opens a printable version in a new browser tab.
Email invoice: Enables an “Email invoice” link on the same page. Sends the invoice to the primary contact and displays a success message.
Change link labels
Go to Setup > Content > Languages
Click the Edit icon for the desired language
Expand Exhibitors > Messages
Edit the fields for "Print invoice" and "Email invoice"
Managing exhibitor registration through Launchpad gives you full control over how records are created, updated, and communicated. Whether you’re adding a single exhibitor or onboarding hundreds, the platform supports fast, accurate input and configurable automation. Admins can streamline workflows while offering exhibitors a professional, self-serve experience.