The Exhibitor Management Vouchers feature gives you, the event organizer and exhibitors, more control over event credentials. From a single management page, exhibitors can distribute complimentary passes, purchase additional vouchers, and manage their allocations without assistance from the organizer.

What Are Vouchers?

Vouchers are digital credentials that allow exhibitors to grant access to their team, sponsors, or guests. Each voucher is linked to a credential product, such as an exhibitor pass or VIP credential.

Using vouchers streamlines credential management, especially for large or tiered exhibitor programs.

What are the benefits?

• Centralized control: Manage all complimentary and purchased credentials from one exhibitor page.
• Self-service for exhibitors: Exhibitors can distribute and purchase credentials directly.
• Flexible purchasing: Allow exhibitors to buy additional vouchers when needed.
• Custom rules: Create unlock thresholds to reward larger purchases with expanded access.

Setting Up Vouchers

Create and Map Vouchers to Space Types

You’ll start by connecting exhibitor tiers (Space Types) to specific voucher products.

1. Create all necessary Space Types (e.g., Booth Size tiers, Sponsor levels) within Conventions.
   1. Ensure the pricing for the Space Type with the voucher product to the cost of one credential. This purchase will occur on the Exhibit Space purchase page.
2. Create any necessary Voucher Products
   1. This is more than likely an existing product in your event (Ex, General Admission, 4-Day VIP Pass, etc).
3. Navigate to the Management Page Voucher Productdropdown to map each Space Type to the associated Voucher Product the exhibitor in that tier will receive or be eligible to purchase.
   1. Example: Map Space Type "VIP Credential Voucher" to the "VIP Credential" voucher product.

Configure Allotment and Purchasable Quantity

These settings determine what each exhibitor is entitled to distribute and buy.

1. Ensure 'Voucher Sending from Management Pages' is enabled in Exhibit Space Manager > Exhibit Space Setup > General Settings
   1. You do not need to select a Management Page Voucher Product
2. Set the Voucher Allotment (Complimentary): This is the number of free credentials the exhibitor can distribute.
3. Set the Purchasable Quantity (Purchase Limit): This is the maximum number of additional credentials the exhibitor can buy.
   1. Example: Set the Purchasable Quantity for the "Standard Booth" to 25 maximum passes.
   2. Use Case: If an exhibitor needs 30 passes total (5 free + 25 purchased), they can meet their need without requesting manual overrides.
   3. Visibility Note: Only products with a value greater than zero in the Allotment or Purchasable Quantity will appear to the exhibitor.

 

Set Unlock Rules (Optional)

Unlock rules reward bulk purchases by expanding voucher access automatically.

1. Navigate to Exhibit Space Manager > Exhibit Space Setup > General Settings > Voucher Management tab 
2. Set the Threshold and corresponding quantity of distribution.
   1. Example Rule: "If someone buys 10 VIP Vouchers, unlock unlimited distribution access for that mapped voucher product."
   2. Use Case: An exhibitor with high staffing needs can make one strategic purchase of 10 passes to gain unlimited distribution rights instantly.
3. The Space Type must be included in the individual's Purchasable Quantities for the Unlock Rule to apply.

How Exhibitors Use Their Management Page

Each exhibitor gets a unique Exhibitor Management Page to distribute and purchase vouchers.

Accessing the Page

Their unique exhibitor management page is the central hub for all their voucher activity.

1. Exhibitor Management Page links can be found/distributed a couple different ways
   1. They can be found in your Confirmation Email/Page
   2. Email Blast tool  - You can ensure that exhibitors can easily access their unique management page by selecting 'Include Management Page Link' in the Email Blast tool
      1. This option is only available when selecting the 'Exhibitors' as the 'List Type'.

Management Page Export - In the Imports & Exports tool, there is a 'Management Pages' export where exhibitor and their links can be viewed.

Distributing Vouchers

Send available credentials to your staff, sponsors, or guests. 

1. Select the Voucher Product you wish to send (e.g., "Exhibitor Staff Pass").
2. Enter Recipient Details (Name, Email, etc.).
3. Click the Send button.
   1. The recipient will immediately receive an email with their voucher

Purchasing Additional Vouchers

Reporting