Adding a vendor, and getting them their leads

Open your expo, go to the Vendors tab, and use whichever of these fits. A vendor you add by hand is recorded as confirmed with nothing owed — the comp case — so nobody is asked to pay for a stand you gave them.

• Add vendor — one at a time. A business name, plus an email or a phone. Either one is enough: a list where you only have a number is a real list, and demanding an address would turn it away.
• Bulk upload — a CSV, TSV or Excel roster. Same rule per row, and it is deduped against the vendors already on this show, so re-uploading a corrected sheet is safe.
• Copy from a show — brings last year’s exhibitors across instead of retyping them.
• Or send them the exhibitor registration link from the Share tab and let them pick a tier, choose a booth and pay themselves.

Booth and package are optional at this point. You can assign both later from the same row, and the vendor is told either way.

The moment you add them, EventVidia sends the vendor their confirmation — by email if you gave one, by text if you only gave a phone. You do not have to write anything.

• It carries the show name, date and venue, their booth and package if you have set them, and a link to their own exhibitor page.
• Replies go to you, not to a noreply address, so a vendor asking a question reaches the person who can answer it.
• The Told column on the Vendors tab shows when each one was last reached. Anyone added before this existed reads “Not sent”.
• Resend is on every row. Use it after you assign a booth, or if someone says nothing arrived.

A row with neither an email nor a phone cannot be told anything, and Resend stays greyed out. Add a way to reach them first.

The link in that message is the vendor’s whole workspace for your show. No account, no password, no app.

• Their confirmation, their booth and package, and the date and venue.
• Any documents you shared with exhibitors — and only those. Nothing else from your workspace is visible.
• Their own lead scanner, for capturing visitors at the stand.
• A vendor with an EventVidia account who has claimed the booth can also reach both from Expo leads in their account — Scan badges and Booth page — so a lost email is not a lost scanner.
• Their meal and drink coupons, if their tier came with any.

That link is the credential. Anyone holding it can open the page, which is exactly why it is easy to forward to whoever is actually running the booth — and why it should not be posted publicly.

Optional, and it changes nothing about the day. It matters afterwards: a claimed booth puts the leads inside their account instead of only behind that link. A vendor with no account skips this entirely and loses nothing on the day.

• If they have an account, they open Expo leads and the booth is offered there.
• When the email and the phone on their account both match what you registered, they claim it themselves and it is done.
• When only the email matches, we stop. An address can be a shared inbox, and handing the wrong company someone’s leads is worse than making them ask.
• In that case they press “Ask the host to confirm”, and the request appears above your exhibitor list: who is asking, which account, and what approving hands over. You answer Yes or No.
• It is never matched on the company name. That name is printed on your public expo page for anyone to read, so it proves nothing.

Your approval is the whole point of that step. The phone was standing in for “is this the company I invited?” — and you already know the answer.

Every visitor who registers gets a QR badge. Booth staff open the lead scanner from the exhibitor page and scan it. That scan is the lead.

• What the vendor gets depends on what the visitor agreed to at registration. Contact sharing is optional, and declining still gets them a badge and still gets them in.
• A visitor who shared gives their name, city, email and phone. One who declined gives their name and city, and nothing more.
• That decision is recorded at the moment of the scan, so a visitor who later changes their mind cannot rewrite what a vendor already collected.
• Scanning the same person twice at one booth updates the rating and the note. It never creates a duplicate.
• An exhibitor only ever receives the visitors who let that booth scan them. There is no list of everyone at the show.
• Leads appear on their exhibitor page as they are scanned, and also under Expo leads in their account if they claimed the booth.

Each booth has its own scanner, separate from the door scanner. Hand the booth link to the stand and the door link to your volunteers — they do different jobs.

The bin on their row. It always asks first, and it tells you what goes with them rather than asking whether you are sure about something unstated.

• A vendor who paid cannot be deleted. Refund them first — the refund frees the booth and revokes any unused coupons on its own, which a delete would not.
• Any leads they captured are deleted with them, permanently. The confirmation names the number so it is never a surprise.
• Their booth goes back on the floor as available, and their tier gets its slot back so it stops reading as sold out.
• If they had claimed the booth into an account, it disappears from that account. The confirmation says so.

Removing a vendor is the one action here with no undo. Editing the row covers most of what people reach for the bin to fix.