Participants and portal
Give exhibitors one place to provide what you need.
Exhibitors, sponsors, vendors and performers use Participant Portal to maintain their details, submit products and files, respond to requests and manage the people working at the event.
One record for each participating organisation
Keep contacts, team members, billing information, products and documents with the organisation they belong to. Participant types determine which custom information is required from each group.
Only the work that applies to them
Portal features are enabled per event, and requests are sent to specific organisations. A participant sees the tasks, files, products, ticket allocations and staff tools that apply to their role in that event.
Submissions, approvals and downloads
Request a file when an exhibitor needs to send something to you. Use an approval when a formal decision must be recorded. Share manuals, maps or schedules as downloads when the organiser is sending information out. Each item keeps its status, deadline, comments and history.
Deadlines and reminders
Each submission or approval can have a due date. The system can send one reminder listing the items due the following day, with links that take the participant to the relevant page.
Products, people, tickets and revenue
- Submit products with descriptions, photos, prices and custom fields
- Register event staff and issue their personal check-in QR codes
- Fill in the recipients for an allocated group of tickets
- Order equipment services or other add-ons from the event catalogue
- Review and confirm revenue recorded by the event team
Owners and collaborators
Owners control the organisation profile, team, billing and business information. Collaborators can handle day-to-day event work such as products and staff without receiving the same level of access.
Explore the platform
Questions organisers ask
- Do participants pay to use the portal?
- No. Participant Portal is part of the organiser's Event Stacks workspace. The organiser gives each participating organisation access.
- Can we control what each participant sees?
- Yes. Features are enabled per event, and requests are addressed to specific organisations. Participants see only the information and actions intended for them.
- What if an exhibitor does not want to use a portal?
- The organiser can complete the same work on the participant's behalf in Event Base. Using the portal is helpful, but it is not a condition of participation.
- Do participant records carry over to the next event?
- Yes. Organisations, contacts and products remain available to the team. Information that belongs only to one edition is set up for that event.
- Does the portal work in English and Japanese?
- Yes. Each user can work in their preferred language.
Show us what you collect from participants.
Tell us what exhibitors or sponsors must submit before the event. We can look at how the work would move through Participant Portal and Event Base.