Creating Tasks in Exhibitor Management

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Help your exhibitors prepare for your event by assigning them tasks through Exhibitor Management, saving you time in the process. Exhibitors can then log into the portal to see which tasks are assigned to them and mark them as completed. 

1 Open Exhibitor Management from Cvent. Begin by selecting your Flex event. Hover over Website & Registration and, under Onsite, click Exhibitor Management.

Or, open Exhibitor Management from Onsite Solutions Standalone.
Go to Onsite Solutions and log in to your account. Click the name of your event. Then, from the left-hand navigation, click Exhibitors.

2 Add exhibitors to your event if you haven't already. Before you're able to assign tasks, you need to add exhibitors to your event.

3 Access the task list. The Exhibitors tab opens by default. Click the tab to the right, Tasks.


If it's your first time visiting the Task Tool, a "Welcome" message will appear with a list of common tasks to get you started. Check the box next to each task to add or remove it from your list.
 
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Then click Get Started.

4 Activate and assign tasks. Click on the existing task you want to activate and assign. Or, create a new task by clicking Create task in the top-right. Click User-added image next to Task name, then give the task a new name.

Add a task description, if desired. Determine if you want to make the task required, then check the box next to Active.

 
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In the Assign To section, click Assigned Exhibitors.
 
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Check the box next to the exhibitors you want to assign this task to, or check the box next to All exhibitors to assign it to everyone. Then click Assign selected.
 
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Set a due date for the task. If desired, in the Task attachments section, attach a file to the task for exhibitors to download. In the Exhibitor uploads section, determine if you want to require exhibitors to upload their own attachments to the task. In the Attach links section, paste in a URL, then click Attach.
 
NOTE: Each task can have multiple files uploaded to it, but files can only be uploaded one at a time. The maximum file size per upload is 250 MB and the following file types are supported: .AI, .BMP, .CSV, .DOC, .DOCX, .EPS, .JPEG, .JPG, .PDF, .PNG, .PPT, .PPTX, .TIF, .TIFF, .TXT, .XLS, .XLSX.

When you're done, click Save changes. Repeat these steps for each task you want to activate and assign.

5 Customize the Task Reminder email, if desired. Open your event in Cvent. Hover over Promotion & Communication and, under Email, click Exhibitor Emails.


By default, a Task Reminder email template will already be created. To customize it, click on its name, then click Design Email.

Continue building out the email content, but make sure you leave the {[EX-OPEN TASKS]} data tag in the body. This will populate with a list of the exhibitor's incomplete tasks.

When you're done, click Save. You can then send the Task Reminder email to your entire list of exhibitors who haven't yet completed a task, or to just one individually.


6 Ensure admins know what to do next. That's all it takes, but you shouldn't stop there. Make sure all Exhibitor Admins know what they're responsible for and how to accomplish it. To assist you in doing just that, send them these instructions.

7 Send the Task Reminder email to all exhibitors. Have a list of exhibitors who haven't yet completed their tasks? Bulk send the Task Reminder email to all of your exhibitors.

Begin by opening your Flex event. Hover over Website & Registration and, under Onsite, click Exhibitor Management. Or,
go to Onsite Solutions and log in to your account. Click the name of your event. Then, from the left-hand navigation, click Exhibitors.
 

The Exhibitors tab opens by default. Click the tab to the right, Tasks. Find the incomplete or overdue task that you want to remind the Exhibitor Admins to complete. Click the
User-added image to the right of View, then click Send reminder.
 
User-added image

The Task Reminder email will be sent to all Exhibitor Admins who have not yet completed this particular task.

Or, send the Task Reminder email to one exhibitor to complete a specific task. Don't want to bug your entire list of exhibitors? Send the Task Reminder to just one of them instead.

Begin by opening your Flex event.
Hover over Website & Registration and, under Onsite, click Exhibitor Management. Or, go to Onsite Solutions and log in to your account. Click the name of your event. Then, from the left-hand navigation, click Exhibitors. 

Click on an exhibitor's name from the list. The Overview tab opens by default. Click the neighboring tab, Tasks. Find the incomplete or overdue task that you want to remind the Exhibitor Admin to complete. Click the User-added image to the right of View, then click Send reminder.
 
User-added image

The Task Reminder email will be sent to the Exhibitor Admin.

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