Q: What are exhibitor portals

<h3 id="whywehavebuiltexhibitorportalsforfairsusingartsvp">Why we have built exhibitor portals for fairs using ARTSVP</h3> <p><strong>The Problem:</strong> Fairs need a way to invite the guests of their exhibitors, but protecting the guests data can prove complex. </p> <ul> <li>Exhibitors do not feel comfortable passing the contact details of their clients to the fair</li> <li>Guests can be confused why they are being invited to a fair unless they know the source of the invite (eg the exhibitor)</li> </ul> <p><strong>The Solution:</strong> Exhibitor portals make it easy for fairs to allow exhibitors to invite their own guests and view when their guests have booked. </p> <ul> <li>Guests receive the invites from the exhibitor they have a pre-existing relationship with. This increases response rates.</li> <li>Guests decide what details (email address) to book with and can opt into the fairs VIP program themselves</li> </ul> <h3 id="howdoexhibitorportalswork">How do exhibitor portals work</h3> <p>Fairs can configure the exhibitor portals to allow exhibitors to generate an allocated amount of invites directly to their guests. When a booking is made with an invite generated by the exhibitor it will be tagged with the exhibitors details so tracking the source of these bookings is easy. When a booking is made from an invite generated by an exhibitor both the individual exhibitor and the fair can view this booking.</p> <h3 id="howmuchdoexhibitorportalscost">How much do exhibitor portals cost</h3> <p>Exhibitor portals cost $65 per portal per fair (each portal remains active for 3months).</p>

Question 1

Sending Invites

Accepted Answer

Creating & Viewing Invites

The allocation of invites that the fair has provided you with will be visible in your Invites tab. There may be multiple different types of invites (e.g. VIP 1, VIP 2, Public Days etc. ) available to you (depending on the fair).

Follow these steps to create an invite:

Select the type of invite you wish to generate
Select Single Invite or CSV Upload (you may already have a list ready to go)
Enter a Name and Email for the invitation

| Your data is protected: Invite data is NOT shared with the Art Fair until the client makes a booking

Click Next and you will be given the chance to Send your Invite

Sending Invites

After generating your invite, you can send it directly to your guests via ARTSVP. They’ll receive a personalised email with a unique link to their invitation. You can customise the subject and body of the email before sending. When you’re ready, click Send Invite, and the email will be sent immediately.

| A link to the invite is automatically included in the email

sending an invite from a portal

You can also share the invite through other channels, such as your own email provider or WhatsApp. Simply click on the invite and select the option that works best for you.

![](https://storage.crisp.chat/users/helpdesk/website/6e5bed20eb97ac00/cleanshot-2024-06-19-at-110032_1be81ji

Question 2

Check-in overview

Accepted Answer

Checking in guests at their arrival is super simple and quick.

All you have to do is open your dashboard (iPads are recommended for checking in guests), click on the 'Bookings' view, and simply check the checkbox with a single tap as visitors arrive. When someone is checked in the "tick" will appear green.

Find out all our check-in features and read the following articles:

Express QR Code Check-in
Check-in Only members
Partial check-in
Adding guests' names
Check in across devices and live updates

We believe the simplest way to check-in guests would be to use ARTSVP dashboards from iPads. Check out our blog to get some tips on How to improve your guests' experience with a smooth event check-in.

Question 3

Uploading guestlists

Accepted Answer

Sometimes you may already have a list of people who have indicated they will attend an event. You may want to use ARTSVP just to provide a good check in experience or also use ARTSVP to send reminders, add notes to bookings and more.

Why would I upload bookings/guest-list?

There are many different reasons why you may want to upload a list of names directly to the bookings view on ARTSVP. These include:

When migrating from another ticketing system

When you have taken bookings by email and want to upload the list to check people in

When you are using multiple ticket sites and want to upload all sales into ARTSVP for check in.

Just want to use the ARTSVP check in feature

How can I upload a list to the bookings view?

You can upload a guest-list by clicking the + Booking button from the bookings view on an event. Then simply select the advance csv upload option (see gif below).

Then you simply select the csv file you want to upload.

What format should the csv file for upload be in?

Depending on whether you are uploading a list to a single slot event or an multi slot event you will have to format your csv file slightly differently.

Here are the templates to download:

Template for single slot booking upload csv file Template for multi slot booking upload csv file

For single slot events the only required data required is a lis

Question 4

Custom integrations with ARTSVP API

Accepted Answer

The ARTSVP API lets enterprise clients create custom experiences for their internal team, members and partners. With some clients we also use web-hooks to send real time booking data to external services.

Please contact ARTSVP on [email protected] to arrange a call with our developers who will provide you with api keys and documentations.

Why use the API?

The API allows greater flexibility in custom booking flows, whilst reducing development time.

Teams that use the API can generate invites on the fly, post bookings or call bookings to display back to their end users or internal teams.

What are the key benefits of using the API?

Rapid development of custom booking flows
Reduce maintenance cost on databases.
Ability to use all the ARTSVP dashboard tools for check in and adding bookings invites.

Why use web-hooks?

Web-hooks allow ARTSVP clients to update their own data bases when actions are taken on ARTSVP. We trigger web-hooks when bookings are made, updated or cancelled so you can keep you database up to date in real time.

Example uses of API

Generating personalised invites for logged in members

One great use of the API is the ability to allow you to create personalised invite links for logged in users of your website when they show intention to book an event. This allows you to instantly create invite links just for those that want to book.

Using the API a

Question 5

Single or multi slot events

Accepted Answer

Single slot

As the name suggests, a single slot event doesn't give the visitor options as to when they are booking. This is designed for events that are happening only at a specific time.

Popular uses include:

Guest lists for one off events
Online events (Live video performance, online workshops etc)
Artists talks
Gallery tours
Private Views (though with Covid guidelines in place a multi slot event may be better)
One off screenings

Multi slot (the preferred choice)

Multi slot events allow you to set a range of dates and times and then divide the opening times into a series of slots.

Multi slots are especially useful for general opening times where a visitor can see availability and book a time that suits them best.

How multi slots work

Multi slot booking pages are designed to be flexible. First you set up the date range in which you want the slots to appear. It's worth noting that you can have multi slot events just on a single day.

After setting the range of dates (or day) you want the slots to appear on you can then select the opening times for each day. If you want to exclude the same day of the week each week you can simple remove times for that day.

Once you have set the general opening times you can then specify how often you would like to accept bookings. This can be independent of the duration of bookings.

Custom dates

You may have a scenario where you have differing opening hours on a specific day. For example you may nor

Question 6

What are exhibitor portals

Accepted Answer

Why we have built exhibitor portals for fairs using ARTSVP

The Problem: Fairs need a way to invite the guests of their exhibitors, but protecting the guests data can prove complex.

Exhibitors do not feel comfortable passing the contact details of their clients to the fair
Guests can be confused why they are being invited to a fair unless they know the source of the invite (eg the exhibitor)

The Solution: Exhibitor portals make it easy for fairs to allow exhibitors to invite their own guests and view when their guests have booked.

Guests receive the invites from the exhibitor they have a pre-existing relationship with. This increases response rates.
Guests decide what details (email address) to book with and can opt into the fairs VIP program themselves

How do exhibitor portals work

Fairs can configure the exhibitor portals to allow exhibitors to generate an allocated amount of invites directly to their guests. When a booking is made with an invite generated by the exhibitor it will be tagged with the exhibitors details so tracking the source of these bookings is easy. When a booking is made from an invite generated by an exhibitor both the individual exhibitor and the fair can view this booking.

How much do exhibitor portals cost

Exhibitor portals cost $65 per portal per fair (each portal remains active for 3months).

Frequently Read Articles

Browse All Categories