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The KonfHub Exhibitor Portal brings organizers and exhibitors onto one unified platform, eliminating the scattered emails, spreadsheets, and manual follow-ups that typically bog down large-scale events. Organizers get end-to-end visibility into exhibitor progress, while exhibitors gain a branded, self-service workspace to manage their booth presence, teams, tasks, and leads — all before, during, and after the event. Whether you’re running a trade fair with 20 exhibitors or a national expo with 500, the portal scales to your needs and keeps every stakeholder aligned.
The Exhibitor Portal is available on the Gold plan. View pricing to upgrade or contact the KonfHub team for a demo.

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Who Uses the Exhibitor Portal?

The portal serves two distinct user groups, each with their own view and capabilities:

Event Organizers

Create and configure the portal, white-label it to match your brand, share access with exhibitors, manage tasks and workflows, and track exhibitor progress in real time.

Exhibitors

Update company profiles, manage booth teams, submit required files, capture leads at the booth, and access shared resources from organizers — all in one place.

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Supported Event Types

The Exhibitor Portal is purpose-built for mid-to-large-scale events that feature booths, exhibition spaces, or sponsor zones. It works best for:

Expos & Exhibitions

Trade Fairs & Trade Shows

Large-Scale Conferences

Summits

Industry Expos

Corporate Events with Sponsors

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Exhibitor Portal Features

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Exhibitor Listing

Every exhibitor gets a dedicated public-facing profile within the portal. The listing is the first thing attendees see when they browse participating companies, so it’s important to keep it complete and compelling. Exhibitors can update their profiles independently at any time, including:
  • Logo and banner images for visual brand recognition
  • Company description highlighting their story and value proposition
  • Products and services with descriptions, images, and pricing details
  • Important links — website, social media, product pages, demo URLs
  • Downloadable documents — brochures, data sheets, whitepapers, and case studies
Encourage exhibitors to complete their profiles before the event opens. Attendees often browse the exhibitor list during registration to plan which booths to visit.

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Team Management & SSO

Exhibitors rarely work alone — they send teams of booth staff, account managers, and brand representatives. The portal lets each exhibitor manage their full team under a single account with role-based access. Supported team roles: Single Sign-On (SSO) is built in, so every team member can access the portal using their existing credentials without creating separate accounts. This reduces friction and ensures that everyone on the team has the access they need from day one.

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Task Management & Workflows

Organizers typically have dozens of pre-event requirements for exhibitors — booth setup forms, marketing asset submissions, insurance documents, speaker bios, and more. Managing these via email is chaotic. The portal’s task management system brings all of this into a structured workflow. For organizers, you can:
  • Create tasks and assign them to specific exhibitors or entire exhibitor categories
  • Set due dates and priority levels (low, medium, high, critical)
  • Track completion status across all exhibitors from a single dashboard
  • Configure automated reminders that nudge exhibitors as deadlines approach
For exhibitors, you can:
  • View all outstanding and completed tasks in one place
  • Upload required files and documents directly against each task
  • Mark tasks complete once submitted
  • Receive automated reminder notifications so nothing slips through the cracks
Automated reminders reduce the back-and-forth that typically consumes organizer time in the weeks before an event. Set reminders once and let the system follow up for you.

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Lead Capture and Downloads

Lead capture is one of the highest-value features for exhibitors. Rather than collecting business cards or relying on attendees to fill out forms, booth staff use their phones to scan the QR codes printed on attendee badges. How it works:
  • Booth staff open the portal on their mobile device at the booth
  • They scan the attendee’s event QR code using the lead capture tool
  • The attendee’s contact information is instantly saved to the exhibitor’s lead list
  • All leads captured by all staff members automatically merge into a single consolidated list
After the event, exhibitors can:
  • Download their complete lead list as a CSV file
  • Review lead analytics — total leads captured, leads by staff member, leads by day or session
  • Assess engagement quality to prioritize follow-up outreach
Train all booth staff on lead scanning before the event opens. Even a 10-minute walkthrough of the tool can significantly increase lead capture rates.

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White-Labeling

Organizers can fully customize the Exhibitor Portal to match their event’s visual identity, making it feel like a seamless extension of the official event brand rather than a third-party tool. White-labeling options include:

Brand Colors

Apply your event’s primary and secondary colors to buttons, headers, and accents throughout the portal.

Custom Fonts

Set typography to match your event brand guidelines for a consistent look and feel.

Logo & Banner

Add your event logo and header banner so exhibitors immediately recognize the portal as yours.

Custom Portal URL

The portal is accessible via a branded subdomain — for example, yourevent.exhibitor.konfhub.com.

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Asset Library

The Asset Library gives organizers a single location to share all event-related resources with exhibitors. Instead of emailing files individually, you upload everything once and exhibitors access it on demand. Typical resources organizers share via the Asset Library:
  • Floor plans and booth layout maps
  • Branding guidelines and logo packs
  • Promotional materials and co-marketing templates
  • Event schedule and session timetables
  • Exhibitor setup instructions and venue access details
  • Marketing copy and hashtags for social media
Exhibitors can download any asset at any time, and organizers can update files as plans evolve — exhibitors always see the latest version.

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Setting Up the Exhibitor Portal

Follow these steps to configure and launch your Exhibitor Portal as an organizer:
1

Enable the Exhibitor Portal

From your KonfHub event dashboard, navigate to Apps & Utilities and select Exhibitor Portal. Toggle the portal on to activate it for your event.
2

White-Label Your Portal

Under Branding Settings, upload your event logo and banner, select your primary and secondary brand colors, and choose your preferred fonts. Preview the portal to confirm the look before sharing.
3

Add Exhibitors

Go to Exhibitors and add each company manually by entering their name, contact email, and booth details — or bulk-import exhibitors using the CSV upload template. Each exhibitor receives an invitation email with their login credentials.
4

Create Tasks and Workflows

Navigate to Tasks and create the pre-event requirements you need exhibitors to complete. Assign each task to the relevant exhibitor(s), set due dates, assign priority levels, and enable automated reminders.
5

Upload Assets to the Library

Go to Asset Library and upload all resources exhibitors will need — floor plans, branding files, logistics documents, and marketing templates. Organize files into folders for easy navigation.
6

Share Portal Access

Once everything is configured, share the portal link with your exhibitors. They’ll log in, complete their profiles, manage their teams, and work through their task lists independently.
7

Monitor Progress

Use the organizer dashboard to track exhibitor profile completion, task progress, and lead capture activity in real time. Send targeted reminders to exhibitors who are behind on their tasks.

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Explore a Live Portal

See the Exhibitor Portal in action before building your own. Browse the sample portal at: rvent.exhibitor.konfhub.com This live demo showcases the exhibitor listing, profile structure, and navigation experience exactly as your exhibitors will see it.

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Frequently Asked Questions

The portal is designed for any event with booths or exhibition spaces — expos, trade fairs, summits, large conferences, and corporate events with sponsors. It works best for events with 10 or more exhibitors where manual coordination becomes impractical.
Yes. The organizer dashboard shows live status for every exhibitor — which tasks are complete, pending, or overdue — along with profile completion percentages and lead capture totals during the event.
When an exhibitor admin adds team members to their account, each person receives an invitation email. They sign in using Single Sign-On, which ties into your organization’s identity provider if configured, or uses KonfHub’s built-in authentication. No separate account creation is required.
Yes. Each team member can scan leads independently at the booth, and all captures are automatically merged into the exhibitor’s shared lead list. There’s no risk of duplicates or missed data from parallel scanning.
Yes. Exhibitors have full control over their profile content — logos, banners, company descriptions, product listings, links, and documents. They can update their profile at any time before, during, or after the event.
The Exhibitor Portal is available on the Gold plan. Visit konfhub.com/pricing to compare plans or contact the KonfHub team to discuss your event’s requirements.