Setting Up Exhibitor Zone Email Communications – ASP Knowledge Base

When setting up your Exhibitor Zone, you will need to plan the email communications that help exhibitors log in and begin uploading content. This article explains how to set up and edit outgoing emails for both the Classic Exhibitor Zone and Exhibitor Zone 2.

Classic Exhibitor Zone

How to edit the login email template

In the CMS, go to Settings > Exhibitor Zone Settings.
Open the Event Status tab.
You will see a list of statuses for the event. Select a status to edit.
- These steps must be repeated for each status you want to configure.
Open the General tab.
Select Log-in Email.

You can now edit:

Alias (internal name)
Subject
Email body content

Demo text may already be present, but it should always be reviewed and updated to match your preferred tone of voice and marketing style.

Required merge fields (Classic)

The login email must include the following merge fields. These generate unique exhibitor details in each email and are required to ensure recipients can access the Exhibitor Zone.

Name: @name@
Username: @username@
Link Token: @linkToken@

Important: The Link Token generates a unique URL that allows the exhibitor to securely create a password. Passwords cannot be viewed in the CMS.

Sending login emails in bulk (Classic)

Once your emails are configured and you are ready to provide access, you can send them in bulk using the Bulk Password Management tool. Guidance is available here - https://support.asp.events/hc/en-us/articles/360013891191-Sending-Welcome-Emails-Using-Bulk-Password-Management

Example email template (Classic)

Hello @name@,

The XXX Exhibitor Zone is now live!

To access the Exhibitor Zone, please click on the link below to create your password:

Your Username will be: @username@
Create Password Here: @linkToken@

Please note that your password link is valid for 7 days. After 7 days, please use the “Forgotten your password?” option to request a new password link.

Need more help?
If you have any queries regarding your Exhibitor Zone or profile, please email our team at XXX.

Kind regards,
XXX

Exhibitor Zone 2

Exhibitor Zone 2 supports multiple email types, including welcome emails, scheduled reminders, and other templates designed to help exhibitors complete tasks before your event.

How to edit email templates

Go to Modules > Zone.
Select the Settings tab.
Open the Emails tab.

You will see a selection of pre-configured templates which can be edited as required. The first template to review is typically the Welcome Email, as this is usually the first email exhibitors will receive.

You can edit:

Alias (internal name)
Subject
Email body content

Required merge fields (Exhibitor Zone 2)

As with Classic, the welcome email must include key merge fields to ensure exhibitors can log in successfully:

Name: {{exhibuser_name}}
Username: {{userName}}
Link Token: {{urlToken}}

Important: The Link Token generates a secure, unique link for the exhibitor to create a password. Passwords cannot be viewed in the CMS.

Customising the sender email address (Exhibitor Zone 2)

By default, outgoing emails may send from an @showoff.asp.events address. This will work correctly, but you may prefer to keep communications on-brand by using your own domain.

Instructions are available here - https://support.asp.events/hc/en-us/articles/360007038277-Customizing-Outgoing-CMS-Emails

Using different welcome emails for different exhibitor groups

Exhibitor Zone 2 allows you to create multiple welcome email templates and restrict each template to specific exhibitor groups.

In the email template settings, locate Groups the template applies to:

If left blank, the template applies to all groups
If a group is selected, the template will apply only to that group

This is useful if you have different exhibitor tiers (for example premium exhibitors who receive additional permissions or functionality).

Scheduled reminders for incomplete tasks (Exhibitor Zone 2)

Exhibitor Zone 2 includes reminder templates designed to prompt exhibitors who have not completed required tasks.

A key template to review is: Scheduled Reminders – Pending Tasks. This email notifies each exhibitor of any incomplete tasks they still need to complete before the deadline.

Within the template you can:

Edit the text to match your tone of voice
Set the reminder start date (based on task deadlines)
Adjust how frequently reminders are sent after the first reminder

Example email template (Exhibitor Zone 2)

Hello {{exhibuser_name}},

The XXX Exhibitor Zone is now live!

To access the Exhibitor Zone, please click on the link below to create your password:

Your Username will be: {{userName}}
Create Password Here: {{urlToken}}

Please note that your password link is valid for 7 days. After 7 days, please use the “Forgotten your password?” option to request a new password link.

Need more help?
If you have any queries regarding your Exhibitor Zone or profile, please email our team at XXX.

Kind regards,
XXX

Sending login emails in bulk (Exhibitor Zone 2)

Summary

Classic Exhibitor Zone emails are managed per event status via Settings > Exhibitor Zone Settings, and welcome emails are typically sent using Bulk Password Management.
Exhibitor Zone 2 emails are managed via Modules > Zone > Settings > Emails, with support for multiple templates, group-specific messaging, and automated scheduled reminders.
For both versions, ensure the required merge fields are included so exhibitors receive the details needed to log in successfully.