Will My Exhibitors’ Passwords Be Migrated When We Relaunch?

Yes — exhibitor passwords can be migrated, provided exhibitor data is copied over during your website relaunch.

When your website is relaunched onto a new Back Office within the CMS, you can choose whether to migrate existing exhibitor data. This process is managed by your Project / Launch Manager as part of the relaunch.

📦 What Exhibitor Data Can Be Migrated?

If you opt to copy exhibitor data, this can include:

• Exhibitor logos

• Online profiles

• Contact records

• Addresses

• Associated library uploads, such as:

  • Press releases

  • Products

  • Brochures

  • Videos

This data is copied into the new site and displayed on the front end once the relaunch is complete.

🔑 What Happens to Exhibitor Login Details?

If exhibitor contacts are copied over during the migration:

• Existing usernames and passwords will also be copied

• This applies only if they existed on the previous website

• Exhibitors will be able to log in using their existing credentials after launch

This ensures continuity and avoids the need for immediate password resets.

📧 Sending New Welcome Emails (Recommended)

Although passwords can be migrated, it may still be beneficial to send a new welcome email once the new website or EZone has launched.

Welcome emails can:

• Prompt exhibitors to log into the new EZone or website

• Be customised to match your own tone of voice

• Include a unique, secure token for each exhibitor, allowing them to create or update their password safely

This approach can help:

• Confirm access is working as expected

• Reduce support queries

• Reintroduce exhibitors to the updated platform

Guidance on setting up and sending bulk welcome emails can be found here:
https://support.asp.events/hc/en-us/articles/360013891191-Sending-Welcome-Emails-Using-Bulk-Password-Management

⚠️ Important: EZone Setup Before Migration

Before migrating exhibitor data, it’s important to ensure your Exhibitor Zone (EZone) is correctly set up on the new website.

If the EZone is not configured correctly, exhibitors may experience:

• Login issues

• Missing functionality

• Incomplete access to their profiles

🆕 Classic EZone vs EZone 2

• If you are currently using Classic EZone, this can be transferred to your new website

• However, ASP recommends migrating to the updated platform, known as EZone 2

Timing Considerations for EZone 2 Migration

While EZone 2 is recommended, migration should ideally be completed as early in the show cycle as possible to avoid disruption.

• Early migration helps prevent delays and reduces risk to exhibitors

• Migrations can still be completed closer to the event date

• However, in some cases it may be necessary to temporarily disable EZone access while the new EZone is being set up and launched

Your Account Manager can advise on the best timing and approach for your event.

📚 Further Help & Training

Full tutorials and training materials for EZone 2 are available here:
https://support.asp.events/hc/en-us/articles/31562052634525-Exhibitor-Zone-2-Step-by-Step-Guide

📝 Key Things to Remember

• Passwords are migrated only if exhibitor contacts are copied

• Existing credentials remain valid after relaunch

• Sending a new welcome email is recommended but optional

• EZone must be configured before data migration

• EZone 2 migrations should be planned early in the show cycle

• Temporary access restrictions may be required during late-stage migrations