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Adding exhibitors

In this article, you’ll learn how to add exhibitors to your event, including adding them one at a time and importing them from a spreadsheet.

Each exhibitor you add gets their own link to your Exhibitor Asset Hub and images made with their details.

How exhibitors work
Ways to add exhibitors
Adding a single exhibitor
Importing exhibitors from a spreadsheet

How exhibitors work

Your exhibitors live on the event, under Data > Exhibitors. Each exhibitor is a company, and what you enter for them feeds the rest of Gleanin:

  • Company name, stand number and logo - filled into the images made for that exhibitor.
  • Email - shown in the list, and used to recognise the exhibitor when you import again.
  • Custom advocacy URL - their own link, which their shares use instead of the hub’s landing page URL.
  • Groups - decide which group assets and hub settings the exhibitor gets.

Every exhibitor added to an event with an Exhibitor Asset Hub gets their own hub link, shown in the Asset Hub column of the exhibitors list.

Ways to add exhibitors

When you click Add exhibitors, you will see four options:

  • Add a single exhibitor: enter one exhibitor’s details by hand. Best if you only have a few exhibitors to add or you’re trying Gleanin out
  • Import multiple exhibitors: import your exhibitors from a spreadsheet. Much quicker when your exhibitor data is in a spreadsheet
  • Bulk upload exhibitor logos: upload logo files from your computer for exhibitors who are already in Gleanin. Please see Adding and managing exhibitor logos
  • Sync via integration: connect your event platform so your exhibitors stay up to date automatically (available with Gleanin Pro)

Adding a single exhibitor

  1. Go to the Event
  2. Expand Data on the left-hand side menu
  3. Click Exhibitors
  4. Click Add exhibitors
  5. Click Add a single exhibitor
  6. Under Logo, click Upload logo to add their logo (you can skip this and add it later)
  7. Enter the exhibitor’s details:
    1. Company Name (required)
    2. Stand number
    3. Email
    4. Custom advocacy URL (available with the Personalisation Plus add-on or Gleanin Pro)
    5. Groups (click the + button to choose their groups)
    6. Custom fields, if your event has them
  8. Click Create

You will see the message Exhibitor created, and the exhibitor will appear in your list of exhibitors.

Note: To create a new group while adding an exhibitor, click the + button next to Groups, then Create new group. Enter the Group name, pick a colour, and click Create group. The group is given to this exhibitor straight away.

Importing exhibitors from a spreadsheet

f you have many exhibitors, you can add them all at once with the exhibitor import.

Data preparation

Your spreadsheet can include the following columns, in any order:

  1. Company Name (the only required column - a row without a company name will be skipped)
  2. Stand Number
  3. Email
  4. Logo URL (a web link to the logo, starting with http:// or https://)
  5. Custom advocacy URL (available with the Personalisation Plus add-on or Gleanin Pro)
  6. Groups (separate several groups with commas - a group that doesn’t exist yet is created)
  7. Custom fields (available with the Personalisation Plus add-on or Gleanin Pro)

Including a heading row helps Gleanin match the columns for you. To start from an example, click Download example spreadsheet or Copy example data on the import screen.

Data paste & column mapping

  1. Go to the Event
  2. Expand Data on the left-hand side menu
  3. Click Exhibitors
  4. Click Add exhibitors
  5. Click Import multiple exhibitors
  6. Choose how to add your data:
    1. Paste data: copy the rows from your spreadsheet, including the heading row if you have it, and paste them into the box
    2. Upload CSV: upload your spreadsheet saved as a .csv file
  7. Check that First row is a heading row is switched on if your data has column headings, and off if it doesn’t
  8. Click Next: Map columns

On Map your columns, Gleanin matches each column to a field where it can. Check them, and change any that aren’t right using the dropdowns:

  • Choose Ignore this column for a column you don’t want. It is marked Not imported
  • If you choose a field that another column already has, you will be asked to confirm. Click Map to "…" to move it, and the other column won’t be imported
  • Company Name needs to be mapped before you can continue

When you’re happy with the mapping, click Next: Review.

Note: You can click Start over at any step before importing to clear your data and go back to the first step.

Review and import

On the Review step, the Match column shows how each row compares to your existing exhibitors:

  • New: they will be added as a new exhibitor
  • Update: they already exist and their details will be updated. The row shows their details Before and After
  • Identical: they already exist and nothing has changed, so they will be skipped
  • Error: something is wrong with the row, such as a missing company name or an email address in the wrong format, so it will be skipped. The problem is listed under the table

If a row could be more than one of your exhibitors, for example two exhibitors with the same name, its Match column shows how many matches there are. In the Existing record column, click Choose a match and choose the right exhibitor, or choose Create as new.

To leave a row out, set its Action to Skip.

To finish, click Import X exhibitors. When the import has finished, you will see the All done! screen with the number of exhibitors imported.

Please keep in mind that an empty cell doesn’t clear an exhibitor’s saved details, except Email: when an exhibitor is updated, an empty Email cell removes their saved email, so please keep emails in your sheet. A Logo URL only adds a logo to an exhibitor who doesn’t have one yet.

Adding more exhibitors later

Simply add the new exhibitors to your original spreadsheet and import it again. Exhibitors who haven’t changed are shown as Identical and skipped, and the new ones are shown as New.