We understand how important it is to streamline the process of onboarding your vendors/exhibitors and sponsors to a new platform and want to help optimize this process. In this article, we will identify some best practices for this process, based on our experience, that will simplify the user experience and encourage customer engagement with their deliverables.

Intro Email Tips

There are a few things that we have found to be particularly good to include in onboarding emails. These will reduce the number of questions you receive, guide them through the process gently so they don't get confused, and will speed up the application process.

Be sure to include a link to your Showcase Page or Profile Page. If you have a single event, stick to the Showcase Page link. If you have more than one event on the platform, using your Profile Page link will increase the chance of multiple orders from each exhibitor!
You can include some notes explaining the process and letting them know that they can check out your event's info on that page, and begin applying by adding an item to their cart from the Opportunities Box.
It's also great to include links to the following tutorial. This will give them the tools they need to submit an application right away and manage their orders, even if they do get confused. Again, this will increase the likelihood of them applying right away:
Manage Your Orders
Returning Exhibitors: Forgot your password/username? Learn how to quickly reset your login credentials HERE
Last, be sure to include a note that they should reach out to help@eventhub.net with questions regarding their account or how to use features on EventHub. That way we can field those questions for you!

Draft of Intro Email

Hi everyone,

We are thrilled to inform you we have opened vendor registration!

Moving forward we will be using eventhub.net for our registration and communication platform. This will make signing up for our events easier and keeps all your information stored in one place! Don't worry - creating an account on EventHub is completely free.

To register for our event this year, follow these steps:

Click this link to go to our Showcase Page on EventHub: [YOUR SHOWCASE PAGE LINK]
Add the booth type you want to your cart from the Pricing Box and click the "Proceed to Checkout" button.
You will be prompted to create an account or log-in if you have previously created an eventHub account. Then, you can continue through checkout!
At checkout, you will be able to enter your top three booth location preferences, purchase add-ons, complete your profile application and lastly select your preferred payment method (check or credit card).
Submit your order! Note: If you opted for credit card payment, your payment will be placed on hold and does not get processed until after we approve your order.

Click this link for a tutorial to help you through submitting your order: https://help.eventhub.net/hc/en-us/articles/360022195374-How-to-Find-an-Event-in-Our-Marketplace-and-Submit-an-Application

Other perks located in your Hub: you will have access to download/print your invoice or receipt, access documents, send me messages, see your booth assignment and other logistics leading up to the event.

Be sure to bookmark eventhub.net and save your log-in (username and password) to your browser to easily be able to revisit your orders and complete next steps! Once your order is approved, you can send us paperwork, access your invoice, send us messages, and view your logistics info/booth assignment all from your Order Summary. All communication will be done on the EventHub platform. This tutorial will show you the possibilities: https://help.eventhub.net/hc/en-us/articles/10446062058771-How-to-Access-My-Hub-and-Manage-Your-Orders

If you get stuck or have questions, don't panic! The Customer Success Team at EventHub is available to you to answer your account or feature related questions and help you get started on their platform. If you need help, don't hesitate to reach out to them at help@eventhub.net. Please direct all of your event related questions to the event organizer.

Intro for Manual Submissions

If you had any paper applications before going live on EventHub, you will need to add those orders into the system by creating a Manual Submission. When you do, an account is created for the exhibitor. Click here for more on manual submissions!

To prevent any confusion, it's best to reach out to them beforehand to let them know how the process will work for them and why it is to their benefit as well.

Draft of Intro for Manual Submissions

Hi everyone,

We are excited to have you for this year's [YOUR EVENT NAME]!

Thank you ahead of time for carefully reading this entire message. We promise that it is all important info!

As you may or may not know, this year we have partnered with EventHub to streamline our event management process. We have already received and approved your application. However, we want to make sure you have access to all the tools and benefits available on EventHub, so here is what will happen next:

Our team is going to add your order into the EventHub system on your behalf! When we do, an account will be created for you. When we do, you will receive an email from EventHub with login information. It will come from noreply@eventhub.net, so be sure to watch for that email and don't delete it! Check your spam folder just in case it landed there!

*Note: Your username will be your email address!

Once you are logged in for the first time, you will need to confirm your order. To do that, all you will need to do is click "Confirm Order" on your Order Summary to let us know that your order was added correctly into the system.

After that, you can complete document requirements, send us messages, and see your booth assignment and event logistics all in one place! The first tutorial below will show you how to confirm your order, and the second will get you familiar with managing event orders on EventHub:

Confirm Your Order - https://help.eventhub.net/hc/en-us/articles/360022376793-Confirm-Your-Order
Manage Your Orders - https://help.eventhub.net/hc/en-us/articles/10446062058771-How-to-Access-My-Hub-and-Manage-Your-Orders

Please log in and confirm your order as soon as you receive the email from EventHub! We anticipate these going out on [DATE YOU WILL ADD THE ORDERS TO EVENTHUB].

If you run into any questions or get stuck, you can reach out to the Customer Success Team at EventHub at help@eventhub.net. They will help you with anything you find confusing on the platform, so if you start to get frustrated don't hesitate to contact them!

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Onboarding your Vendors/Exhibitors: Intro Email Tips

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Intro Email Tips