Why exhibitor‑related registration matters
When exhibitors bring staff to the event- booth staff, sponsors, or other personnel- managing them via the same system as regular attendees simplifies logistics. By enabling exhibitor‑related registration, you:
reduce manual data entry for staff lists,
maintain accurate records including badge info and contact details,
allow for proper payment processing (if fees apply), and
give exhibitors self-service capability to manage their staff via the portal.
Prerequisites — what must be configured first
Before activating exhibitor‑related registration, make sure the following modules and settings are configured in Launchpad:
MultEvent setup and general event settings
Classification types and ticket/package configurations
Promo codes and any exhibitor sponsorship packages or items
Registration setup
Exhibitor module setup
Page Builder (for regular and exhibitor registration flows)
Exhibitor Page Builder (for exhibitor‑specific registration and management)
If any of these are missing or misconfigured, exhibitor registrations might not function correctly.
How to create the exhibitor staff registration form
Step 1: Build the form structure
Navigate to Setup > Exhibitor > Exhibitor Registration Management Page Builder.
Click to Create New Form or edit the existing one.
Design the form in the same way you build a regular registration page — add the fields you need (name, email, company, address, etc.), just as you do for attendee registrations.
Step 2: Add required buttons
Include a Save button so that registrants (or admins) can submit staff registration data.
When the form is activated, Launchpad will show a “New Registration” button on the exhibitor side (public or admin portal, depending on configuration).
Step 3: Configure registration step via Page Builder
Go to Setup > Exhibitor > Exhibitor Registration Page Builder:
Create two pages under the “Exhibitor Registration Management” step — one for Admin Portal only, and one for Public Registration (if you want exhibitors themselves to use it).
On each page, enable necessary elements: helper text, theme, filters, buttons, and the “Manage Registrants” element.
Step 4: Set registration defaults and promo‑code rules
When editing the page settings:
Provide a Label (used on the admin page)
Select the Classification Type and Ticket Type for booth staff registrations
Define eligible Promo Code Types — choose whether you allow 100%–off registration, full‑discount codes, or any promo code
Select up to four columns to display in the registrant list (e.g. name, email, company, payment status)
Once configured, click Save.
How exhibitor registration works — public vs admin view
Public exhibitor registration (if enabled)
After an exhibitor purchases a sponsorship/package and completes payment:
They’ll see a link to “Manage Exhibitor Registrations” on the public side
From there, they can Add registration, Cancel, or Restore staff registrations
To add staff:
Click Add Icon
Fill in required fields (First name, Last name, Email, Title, Company, Address, etc.)
Click Save
Cancellation or restoration works via red Cancel or green Restore buttons.
Admin portal registration management
If you created the admin‑only version of the page:
In the exhibitor’s profile, a Manage Registrations tab will appear
From there, admins can Add, Cancel, Restore, or Remove promo codes for staff registrations
To add staff manually:
Click Add Icon
Fill out staff profile fields (Name, Email, Company, Job Title, Address, etc.)
Click Save
Removing a promo code from a registration deletes that code from the staff’s record, only allowed if no default package or classification dependence prevents removal.
Payment and balance‑due handling
Depending on the promo code and event settings:
A balance may remain due after staff registration
Exhibitors can pay via the public site (through the staff registrant’s profile) or via the Event Admin Portal
If set up, admin only pages allow event staff to complete registration and payment processing directly
Best practices and tips
Always test the exhibitor registration flow before launching — ensure forms appear correctly in both public and admin portals
Clearly communicate to exhibitors how staff registration works and payment expectations
Use listing columns judiciously to capture essential staff info and simplify check‑in or badge printing
Restrict promo code eligibility via configuration when needed (e.g. only certain codes apply for exhibitor staff)
Managing exhibitor‑related registrants directly in Launchpad by Swapcard streamlines your event’s exhibitor operations — from accurate staff data capture to badge printing and payment processing. By building dedicated registration forms, enabling appropriate portal access, and setting clear promo code/payment rules, you can give exhibitors self‑service convenience while retaining full control and oversight as event admin.