Allowing Exhibitors to Share a Stand (Sharer Nominations)

If you want to allow exhibitors to grant access to other brands or exhibitors on their stand, this can be done using the Sharer Nominations functionality.

This is an optional add-on to the Exhibitor Zone and can be enabled for both:

• Classic Exhibitor Zone

• Exhibitor Zone 2

How It Works

The Sharer Nominations tool allows an exhibitor to request that another brand is added to the website, sharing the same stand number.

Submission Process

• The original exhibitor completes a Sharer Nominations form within the Exhibitor Zone

• This form can be customised, but typically includes:

  • Brand Name

  • First Name

  • Surname

  • Email

What Happens After Submission

Once submitted:

• A new exhibitor record is automatically created in the CMS

• The new record will include:

  • The same stand number as the original exhibitor

  • A different brand name

  • A unique account number

  • The submitted contact details

• The new exhibitor is assigned to the “Stand Sharer” exhibitor group

Permissions

• Stand sharers can be given the same access as standard exhibitors

• The sharer form is typically hidden from them

  • This prevents them from adding additional stand sharers

  • Ensures only the original exhibitor controls stand sharing

Notifications & Approval

• Members of the organiser team can receive an email notification when a submission is made

• This email can be customised and will include the submitted form data

Approval Options

You can choose how submissions are handled:

• Automatic approval

  • The exhibitor is immediately set as active and visible on the website

• Manual approval (recommended)

  • The exhibitor is set to inactive

  • Remains hidden until reviewed and approved

Reviewing a Stand Sharer

To review and activate a submission:

Navigation

Go to:
Modules → Exhibitors

Steps

1. Locate the new stand sharer record

   • It may be active or inactive depending on your setup

2. Review the exhibitor details

   • If correct, set the record to Active to display it on the website

3. Check the contact details

   • Found under Exhibitor Contacts

   • These will match the submission email

4. Send access to the Exhibitor Zone

   • Hover over Log In

   • Select “Send Welcome to the Zone Link”

This allows the new contact to:

• Set their password

• Access the Exhibitor Zone

• Begin editing their profile

Things to Note

• Approval is optional but recommended

  • Helps maintain control over what appears on your website

• The submission form is fully customisable

  • You can add fields such as:

    • Logos

    • Website links

    • Social media profiles

• Welcome emails are not sent automatically

  • You must send them manually

• You can allow the original exhibitor contact to access shared records

  • Enables switching between profiles using a single login (SSO-style access)

• Access to this feature can be controlled via exhibitor group permissions

  • For example, only “Gold” exhibitors can add stand sharers

Getting Started

If you would like to enable Sharer Nominations on your Exhibitor Zone, please contact your Account Manager.