Tiers that do work
A portal filtered to a tier, emails to one tier, and an import that re-levels a hundred sponsors at once.
Exhibitor management software with the portal and the results sponsors renew for
One record per exhibiting or sponsoring company: the booth, the agreement, the invoice, the staff, the tasks and the report that proves what they got. Contacts sign in to a portal and stop emailing you for their invoice.
Exhibitors shouldn't live in a spreadsheet and an inbox.
Run exhibitors and sponsors without the inbox.
QUICK ANSWER
What is exhibitor management software?
Exhibitor management software keeps every exhibiting and sponsoring company on one record, with a portal where their contacts handle the booth, agreement, invoice, badges and deadlines themselves. Sessionboard runs that record on the CRM account, so the same company carries its tier, its placements in the event app and the results report you hand over at renewal.
Exhibitor portalSponsor tiersBooth salesDeadlinesResults reports
COMPANY FIRST
Exhibitors and sponsors are companies, so the record is the company
Speakers are people; exhibitors and sponsors bring a booth, a logo, a contract and more than one person who needs to log in. Sessionboard treats each as a group: the company record with its tier, website, description and custom fields, and the contacts attached to it, each with their own portal login. CRM → Exhibitors and CRM → Sponsors are the same grid as every other list, so saved views, columns, sort and filter all apply, and filtering by tier gives you all gold sponsors as a one-click list to email, text or assign tasks to.
- Intake forms create the group and first contact
- Tiers you rename to match your prospectus
- Custom fields: booth number, contract signed
- Notes, activity and message history per company
- Found across events, never duplicated
THE EXHIBITOR PORTAL
A portal that answers the questions your exhibit team gets every week
The weeks before a show are full of exhibitors asking what they still owe you. The portal answers it: each contact signs in to their company's page and works the same task list your team sees, the agreement, the logo, the insurance certificate, the staff names, each with a due date, required or optional, done or still to do. Tasks can be filtered to a tier, so gold sponsors see the slide upload for their sponsored session and silver sponsors never do. With Expo (Early Access) the same portal adds the booth on the floor map, orders and invoices, staff badges, the exhibitor manual, the shop and scanned leads.
EXPO · BOOTH SALES · EARLY ACCESS
Sell booths and sponsorships from one live list
Draw the halls and booths on the event floor map, give each a type, status and list price, and publish it. Exhibitors apply with their booth preferences and a package, or buy an open booth straight from the map. Your team approves, assigns the booth, sends the agreement through CRM Contracts and invoices in full or with a deposit, while the booth stays held. Sponsorship inventory, the Wi-Fi sponsorship or a session sponsorship, is sold from one list across the public page, the portal and staff sales, so the last keynote sponsorship cannot go twice, and each deliverable turns into a dated task in the buyer's portal.
Floor plan with holds and list pricesApplications or direct purchaseBooth packages with staff badges and lead licencesLimited sponsorship inventoryRebook last year's exhibitors by priorityDeposits and installments
SPONSOR MANAGEMENT SOFTWARE
Sponsors without a booth, handled the same way
Sponsor-only companies use the sponsor link of the Exhibit & sponsor page; their requests arrive marked sponsor only, and the tier they buy lands on the CRM account.
DELIVERABLES BY WHO OWES THEM
Deliverables as tasks
Logo, ad artwork, a sponsored session's slides, each with days-before due dates and a row on Deadlines.
Agreements and invoices
Sponsor agreements signed in the portal; deposits, installments and balances paid by card.
A share kit for every sponsor
Advocacy builds each sponsoring company a branded card and tracked link so their marketing team can promote the show.
AT THE SHOW
Showrooms, placements and lead retrieval in the event app
Every exhibitor and sponsor on the event gets a page in the Attend app: a tagline, photos, products, show deals, the people at the booth, and a place in the walking route attendees plan. Sponsor placements put them on the sign-in screen, the home banners, the agenda and the exhibitor pages, each one counted. Licensed booth staff scan attendee badges with the phone they already carry, rate the lead, add notes and answer the team's own questions, offline on the show floor if they must, and every scan counts as a booth visit in the sponsor's report.
Exhibitor showroomsSponsor placements with impressions and tapsBadge scanning per licensed seatLead export per teamPresented-by on sponsored sessions
RESULTS THEY RENEW FOR
The results report, built from the record
After the show a sponsor gets a report rather than a thank-you: the session they presented, who attended, what got shared, the accounts in the room. Then the renewal opportunity is already open.
The session they presented
Attendance, ratings from Surveys and the recording, attached to their company.
What their Advocacy kit did
Shares, clicks and registrations traced to their share card and tracked link.
Accounts in the room
Who attended from which companies, written back to your CRM as lists and properties.
Renewal pipeline
Rebooking by priority points, with last year's booth and tier already on the record.
Sessionboard has been one of our most successful investments this year, making our team more efficient and allowing us to focus on the most critical components of our events.
Exhibitor and sponsor management, answered
What is exhibitor management software?
Exhibitor management software keeps every exhibiting and sponsoring company on one record: the contract, the booth, the invoice, the people who staff the stand and the tasks they owe you before the show. In Sessionboard the record is the CRM account, so the same company carries its tier, its portal, its placements in the event app and the results report you hand over at renewal.
What does the exhibitor portal show?
Each contact on an exhibitor or sponsor account signs in to see their company's page: the booth on the floor map, what they bought and what they still owe, staff badges, the exhibitor manual with acknowledgements, the shop, their task list with due dates, invoices, agreements to sign and the leads their booth staff scanned.
Can we sell booths and sponsorships through it?
Yes. Expo takes booth applications or sells booths straight from the published floor map, holds the booth while the agreement goes out, and turns the result into an order. Sponsorship inventory is sold from one live list, so a limited item cannot be sold twice, and each deliverable becomes a task in the buyer's portal.
How do exhibitors and sponsors get into Sessionboard?
Most arrive through the exhibitor or sponsor intake form, which creates the company group and its first contact in one step. You can also add a company by hand, attach more contacts from the profile and send portal invitations; every contact gets their own login and sees the same shared tasks and files.
What do sponsors get after the show?
A results report built from the record: the session they presented, who attended, what got shared through their Advocacy kit, the impressions and taps on their placements in the event app, booth visits and the leads their staff scanned. The renewal conversation starts from that report rather than from a guess.
Does it replace our CRM?
No. Your CRM or AMS stays the system of record for accounts. Sessionboard syncs with HubSpot, Salesforce, iMIS, Fonteva, Nimble AMS and more, so what a company did at your programs flows back as properties, timeline events and lists.
Is Expo included?
Exhibitors and sponsors, intake forms, tiers, portals and Advocacy run on every event. Expo, the booth sales, sponsorship inventory, shop, manual and deadlines layer, is in Early Access and sells through Registration's orders and checkout, so the event needs Registration too.