Welcome to EventHub!

Let's get you started.

A note from the Customer Success Team before you begin:

This article is a great step-by-step guide to get you started creating your first Event Listing on EventHub. It is best to get as much information added as possible before your Initial Onboarding. This will let us focus on your questions and how your event can get the most out of your account! Keep track of any questions that come up and we will go over them in detail during your onboarding.

Table of Contents

Basic Information

• Create your event
• Enter event type, name, location, region

Description

• Event description
• Previous year attendance
• Event terms & cancellation policy 
• Event map, sponsorship deck, floor plan
• Special notes
• Partners (list or logos)
• Marketing stats
• Demographics
• Prohibited categories
• Amenities

Photos & Videos

• Cover photo
• Upload images & videos

Customize Application

• Participant categories
• Required uploads (images, logos)
• Custom questions
• Application preview

Required Documents

• Create folders
• Assign to categories
• Upload documents (triggers requirements)
• Set requirement type (upload, sign, read, optional)

Pricing

• Event spaces (booths)
• Sponsorships
• Advertisements
• Add-ons
• Pricing label
• Fast Track booking

Payment Settings

• Payment gateways
• Check / alternate payments
• Taxes & fees
• Disable payment authorization
• Enable flexible payments
• Invoice customization

Calendar

• Event dates
• Event hours
• Registration deadline

Submit for Review

• Submit event
• 48-hour review process

Navigation

• Event Wizard overview
• Return to edit event

Create a New Event

To begin creating a new event, once you’re logged into the My EventHub dashboard, click the blue “Create Event” button located toward the top-right corner of the screen.

You’ll be taken to the “Create New Event” page where you’ll enter your event’s basic details to get started. Once you’ve completed the required fields, click the “Save” button to continue.

Then your steps:

1. Select Event Type (Required) – Select the event type that best fits your event. This helps vendors and attendees find you in the marketplace.

2. Basic Information (Required) – Enter your event name and and address.

3. Region (Required) – Selecting a region helps improve visibility in the marketplace. Not sure what to choose? Click the blue question mark for guidance.

4. Duplicate a Previous Event (Optional) – You can copy a past event as a starting point. If this is your first event, you can skip this step.

After clicking Save, your event registration page will be created in Draft mode, so you can come back and finish it anytime.

You’ll then be taken into the full event setup wizard, where you can continue building out the rest of your event details step by step.

Event Wizard: Create and Edit Your Event Registration Page & Customize Your Application

In this section, we’ll walk through each tab in your Event Wizard menu so you can build and customize your event with confidence. Follow along step by step for guidance, tips, and best practices as you complete each part of your setup.

Description Tab

This is one of the most important tabs in your Event Wizard. The information you add here is what vendors/exhibitors/sponsors will see when deciding whether to apply to your event—so make it count.

Be clear, detailed, and intentional. Highlight what makes your event valuable, what vendors can expect, and why they should participate. The more complete and compelling your listing is, the better your results will be.

Important Note

This page will not save unless all three required fields below are filled out. If you don’t have final details yet, enter temporary placeholder text so you can continue and update it later.

• Event Description
• Previous Year Attendance (or an estimate if this is a new event)
• Event Terms and Cancellation Policy (this field cannot be edited once your event page is published)

Event Description and Optional Uploads

1. Event Map
If you have a public-facing map of your event (similar to a theme park or festival map), you can upload it here. A link to view the map will appear at the top of your Event Listing.

2. Sponsorship Deck
Upload your sponsorship deck here to showcase available opportunities. A link will appear in the Opportunities Box, allowing potential sponsors to review it.

3. Floor Plan
If you’ve upgraded to a Live/Interactive Floor Plan, you do not need to upload anything here—just email your floor plan to your account manager.

If you did not upgrade but still want to share a static version, you can upload a PDF of your exhibitor floor plan. A link will appear at the bottom of your Opportunities Box.

4. Event Description

This should be engaging overview of your event designed to attract exhibitors. Many applicants from the marketplace may not be familiar with your event, so focus on clearly explaining what it is, who attends, and why it’s valuable to participate.

We recommend keeping this between 1–2 paragraphs.

What to Include (Recommended Best Practices)
To set clear expectations and attract the right applicants, consider including:

• Approval Timeline – Let participants know how and when applications will be reviewed (e.g., rolling approvals, specific review dates, or a final deadline). This helps them understand when they can expect a decision.
• Post-Approval Requirements – Outline any paperwork or steps required after approval, such as insurance, permits, licenses, or additional forms. This ensures vendors are prepared and reduces delays.
• Application Requirements – If you require specific materials during the application process (photos, product descriptions, booth setup details, certifications, etc.), call that out here so applicants can gather everything before starting.
• Key Event Details – Briefly highlight attendance, audience type, event vibe, and what makes your event a strong opportunity for vendors.

Being upfront with this information helps you attract more qualified applicants and creates a smoother approval and onboarding process.

Demographics 

Adding demographic information helps paint a clearer picture of your event and the audience can be expected. This is valuable for vendors when deciding if your event is the right fit for their products or services.

You can include as much—or as little—information as you’d like in this section. Not all fields will apply to every event, so only complete what makes sense for you. Even a few key details can go a long way in helping applicants understand your audience.

Demographics Fields

1. Freeform Demographics
Use this section to add any custom or event-specific demographic details that aren’t already built into EventHub. This is a great place to highlight unique insights about your audience—such as attendee interests, buying behaviors, or niche audience segments that set your event apart.

2. Gender Split
Enter your attendee gender breakdown here. This will display as visual icons on your Event Listing for quick reference.
When entering your numbers, simply input the values—there’s no need to include the % symbol.

3. Pre-formatted Demographics
All other demographic fields will automatically be displayed as easy-to-read pie charts on your Event Listing, helping visually communicate your audience makeup.

How This Appears on Your Event Listing
These three types of demographics will be displayed using clean, colorful graphics that make your listing more engaging and easier to understand at a glance.

This added visual layer is especially valuable for exhibitors and sponsors, helping them quickly determine if your audience aligns with their target market—and ultimately increasing the likelihood of higher-quality applications and sponsorship interest.

Previous Year Attendance and Exhibitors, Vendors and Sponsors

Add your previous year's attendance information. If your event is new, you can estimate based on the space you have and average attendance for events of this type in your area. 

1. Previous Year Attendance - Be sure to be as accurate as possible so that your exhibitors know how much merchandise to bring, estimate food consumption, etc. Exhibitors can also browse in the marketplace by attendance numbers, so accurate attendance numbers will make sure you attract the right type of exhibitor.

2. Previous Year Total Exhibitors - This should be the total number of exhibitors, sponsors, food trucks, etc. that you have had in years past. You can leave this space blank if your event is brand new!

Event Terms and Cancellation Policy

This is a required field and one of the most important sections of your setup.

The information entered here will be visible across your Event Registration Page, vendor checkout, and throughout the exhibitor experience. Vendors and sponsors will be required to review and acknowledge these terms before submitting their order.

It will also appear on:

• Order Summaries
• Invoices
• Email Notifications

Be sure your terms are clear, accurate, and final before publishing, as this content plays a key role in setting expectations and protecting your event.. 

When a participant cancels an order, the cancellation pop-up will display your Event Terms and Cancellation Policy. This ensures they clearly understand their rights, any penalties, and refund eligibility at the time of cancellation.

Because of this, it’s important to be as detailed and specific as possible when writing your policy.

Be sure to clearly outline:

• If cancellations are allowed
• Any deadlines or cutoff dates for cancellations
• Whether refunds are offered (full, partial, or none)
• Any fees or penalties
• Weather-related policies (e.g., rain or shine)

The more upfront and specific you are, the fewer questions, disputes, or complaints you’ll have from exhibitors later on.

Screenshot of Cancellation Pop-Up

Below is an example of what the cancellation pop-up looks like when a vendor cancels an order. This is where your Event Terms and Cancellation Policy will be displayed for review before they confirm their cancellation.

Special Notes 

Use this section to share any additional details you want exhibitors to know before they apply. This is a flexible, freeform space—perfect for including information that doesn’t fit elsewhere but is still important for setting expectations.

We strongly recommend using this area to clearly outline:

• What is included with each booth purchase (e.g., table, chairs, electricity, etc.)
• Whether add-ons will be available during checkout
• If additional items or services will be offered later through a third-party vendor

Providing this information upfront helps exhibitors come prepared and reduces back-and-forth questions after they apply.

Note: This section is optional. If you don’t have any additional details to include, feel free to skip it.

Participating Partners

You can showcase any partners or sponsors already confirmed for your event directly on your Event Registration Page. This is a great way to build credibility and show momentum to potential exhibitors and sponsors.

You have two ways to display them:

• Add sponsor names in a list format
• Upload and display their logos

We recommend choosing one method per sponsor—either name or logo—not both. Using both can feel repetitive and clutter your page.

Note: This section is optional. If you don’t have partners to add yet, or prefer not to display them, you can skip this step.

1. Listing Partners
Add partner or sponsor names here in a simple list format. These will appear as text on your Event Registration Page.

2. Upload Partner Logos
Use this option to upload sponsor logos. Logos are added one at a time and will display in the order they’re uploaded.
For best results, we recommend using square images sized around 200 × 200 or 150 × 150. Keeping logos consistent in size helps your page look clean and professional across all devices.

3. Current Logos
All uploaded logos will appear in this section. To remove a logo, click the red Delete icon beneath it.

Tip: Stick to either listing names or displaying logos for each sponsor—not both—to avoid clutter and keep your page visually clean.

Marketing Statistics

Use this section to highlight the exposure exhibitors and sponsors can expect by participating in your event. The more data you provide, the easier it is for potential partners to understand the value—and justify their investment.

Consider including:

• Website traffic and page views
• Email subscriber count and average open rates
• Social media following and engagement
• Advertising reach (paid ads, media placements, partnerships)
• Past event impressions or attendee engagement metrics

This information is especially helpful if you plan to offer marketing add-ons, as it clearly demonstrates the additional reach and visibility they’ll receive.

Note: This section is optional. If you don’t have marketing data available, feel free to skip it.

Prohibited Categories

If there are certain types of exhibitors you do not want at your event, you can list them here as prohibited categories. Simply click on the categories you want to restrict—any selections highlighted in blue will be marked as prohibited.

This feature can also be used to support exclusivity, helping you limit duplicate or competing vendors within specific categories.

Note: This section is optional. If you don’t need to restrict any categories, you can skip it.

Amenities

Use this section to select any amenities that will be available at your event—whether they are included with a booth or offered as paid add-ons.

You can indicate:

• Which amenities are available
• Whether they are complimentary or available for purchase (see Add-Ons for more details)

Clearly outlining your amenities helps vendors and sponsors understand what to expect and decide if your event is the right fit for their needs.

Note: This section is optional. If you do not offer amenities, you can skip it.

Photos & Videos

1. Add Photos - Click the Upload Photos button to upload. We highly recommend that your cover photo be something that displays the crowd and the exhibitor/vendor village to show what the experience will be like for them. Other photos of the event are great too, but the banner image should be something that will make an exhibitor want to apply right away! The ideal dimensions for a cover photo are 1440 x 512

2. Add Videos - If you have a short video sizzle for your event, you can add the link and a description to your multimedia gallery. Video must be hosted on YouTube!

3. Current Photos and Videos -  Your uploaded photos and linked videos will appear here. If you would like to change which photo is your cover image, just click "Set Cover Image" on the picture you want to set as your banner.

Participant Categories

Start by setting up your Participant Categories. These allow you to organize applicants and tailor the application experience based on the type of participant.

You’ll see several default categories already created—you can keep, remove, or customize them to fit your event.

Why This Matters

Participant Categories are more than just labels—they power key parts of your application and onboarding process:

• Assign application fees (if applicable)
• Customize application questions by category
• Apply specific paperwork requirements (e.g., insurance for food vendors)
• Segment and organize orders in your dashboard
• Batch communicate with specific groups of participants

For example, you can create a “Food & Beverage” category and require health permits or additional documents only for those vendors—without affecting other exhibitors.

Important Notes

• Categories cannot be edited or reordered once your page is published
• You can add new categories at any time, even after publishing

Taking the time to set these up correctly upfront will make managing your event much more efficient and streamlined.

Managing Participant Categories

1. Add a Participant Category
Type in the category name and click Add. This allows you to create categories tailored to your event (e.g., Food Vendors, Sponsors, Artists, etc.).

2. Current Categories
All saved categories will appear here:

• To edit, click directly into the name field and make changes
• To delete, click the red trash can icon

Once a Participant Category is saved, exhibitors will be able to select and browse these categories during Step 2 of the checkout process, ensuring they apply under the correct category.

Required Uploads

Below the Participant Categories, you’ll find two toggles along with a Preview Application option to help you further customize the application experience.

Required Upload Toggles
These toggles allow you to require specific uploads as part of the application, such as:

• Booth image and/or Product image
• Company/Brand logo

Requiring these can help you better review applicants and ensure you have the visuals needed for approvals and marketing.

Profile Preview
Click the Preview button to see exactly what the application will look like from the exhibitor’s perspective. This is a helpful way to double-check your setup and make sure everything appears clear and complete before going live.

Custom Questions

Basic exhibitor information (email, contact details, business name, address, etc.) is already built into the EventHub application. If you need to collect anything beyond that, you can add it here as a Custom Question.

This is a powerful way to gather information for:

• Vetting applicants
• Event logistics
• Marketing, data, and demographics

Examples:

• Want to know a food vendor’s setup? Add a Short Answer question
• Need agreement to a specific term? Add a Multiple Choice question with “I Agree” as the only option
• Collecting company bios for a program? Use a Long Answer question

Use this feature to tailor your application exactly to your event’s needs.

Important Notes

• Once your Event Registration Page is published, existing questions cannot be edited or reordered
• You can add new questions at any time, even after publishing
• Any new questions added after publishing will appear at the bottom of the list
• Avoid reordering questions before launch if responses have already been collected—this can cause exported answers to no longer match the correct questions

Taking the time to finalize your questions upfront will save time and prevent data issues later.

Want more info? See this article!

Required Documents

One of the most powerful features in EventHub is the ability to easily collect and manage paperwork requirements for your exhibitors.

Start by creating folders for each type of document you’ll require. These can be as broad or as specific as needed based on your event (e.g., Insurance, Permits, Contracts, Health Forms, etc.).

Organizing your paperwork this way helps keep everything clean, easy to manage, and ensures exhibitors know exactly what’s required of them.

Important Notes

• Folders are not visible to vendors until at least one file has been uploaded to that folder
• Vendors will only be able to access and complete paperwork after their order has been approved

Setting this up in advance will make your approval and onboarding process much smoother.

Folders

1. Upload a Document
To make a paperwork requirement active, you must upload at least one document to a folder. Click this icon to begin uploading.

2. Folder Menu
Click the three-dot menu to edit or delete a folder.

3. Edit Participant Categories
Assign folders to specific Participant Categories to require paperwork only from certain vendor types. This keeps requirements clear and relevant, so exhibitors only see what applies to them.

4. Add a New Folder
Default folders are already provided, but you can customize or create your own by clicking Add New Folder.

Reminder:
Folders will only be visible to vendors once a document has been uploaded, and vendors can access their paperwork after their order has been approved.

Documents

Once your folders are set up, the next step is to add your paperwork requirements.
To activate a requirement, you must upload at least one document to a folder.

These documents can include:

• Forms for exhibitors to complete or sign
• Instructions or guidelines
• Informational documents
• Example templates (e.g., required wording for a Certificate of Insurance)

How It Works

Click the upload icon on a folder to add a document. After uploading, a pop-up will appear where you can define the requirement type and add instructions for your exhibitors.

Requirement Options:

• Completion Required (default): Exhibitor must upload a document in return
• Signature Required: Exhibitor must sign the document
• Read Receipt: Exhibitor must acknowledge they’ve read it
• Optional / Read-Only: No action required—informational only

Use the instructions field to clearly explain what’s needed to avoid confusion or delays.

Setting this up properly ensures exhibitors know exactly what’s required and helps streamline your approval process.

Want more detailed info on this feature? Check out this article!

Pricing

The Pricing tab will be where you add your entire pricing structure for your event. Whether spaces, participation packages, sponsorships, or add-ons, everything that your exhibitors can purchase through you should be added here.

1. Add Event Spaces - This is where you will add your space and/or participation types. Be sure to include the size of the booth and make sure that each price point is represented. For example, if you charge a different price for a corner booth than an inline, add each as its own booth type. 10 x 10 Corner and 10 x 10 Inline.

2. Add Booth and Marketing Add-ons - If an add-on can be purchased directly from you, you can add that here! Whether it's a digital marketing shout-out or additional tables and chairs, you can have it all available during the checkout process so that your exhibitors can have one invoice with all of their items.

3. Add Sponsorships - We recommend adding at least 4 sponsorship packages to EventHub. This will provide an opportunity for marketplace leads to be turned into sponsorships! It also adds transparency to your price points that comfort potential sponsors. 

4. Add Advertisements - Offer digital marketing pre and post-event to extend the relationship and add more value to your partners.

5. Pricing Box Label - You can also change the pricing box label. The label can say either "Opportunities", "Get Involved", or "Partnerships". Select the best label that fits your packages!

6. Enable Fast Track Booking - If you would like to enable Fast Track Booking, check the box and you will be a given a code. This code will allow any vendor using this code to be automatically approved when they submit an application. 

Event Spaces

1. Add a Booth Type - Add the name and price of each booth type here, then click Add to add it to your list of booth types below.

Note: If you have a Live Floor Plan synced to your page, an option for choosing the Assigned and Unassigned colors will appear.

2. Enable Inventory Tracking - If you have a Live Floor Plan, this will be turned on to track your inventory levels. If you do not have a Live Plan but would still like to track inventory, you can turn this on and add inventory via the Advanced Inventory Management feature (see below!).

3. Booth Preferences or Selection - Exhibitor Booth Purchase will be visible if you have a Live Floor Plan synced to your page. Exhibitor Booth Purchase will let your exhibitors choose their own space to be assigned to during checkout. Preferred Booth Selection will ask them for their top 3 preferences during checkout and leave the ultimate assignment decision up to you. You can choose to have one or the other turned on!

4. Availability - You can manually mark booth types as Sold Out at any time. Just click the Sold Out button. The status that is on will be blue!

5. Advanced Management - To get detailed instructions on how to use the Advanced Management feature please visit the Advanced Management Help Articles. Click Here to Access the Advanced Management Help Articles. 

Note: You can edit items in the Event Spaces section until your page goes live. After that, you’ll need to archive and re-add any items to make changes. To archive, click the red trash can icon — this is a soft delete and won’t impact your live page.

Add-ons

Any add-ons that will be purchased directly through you can be added here. There are several categories to choose from, so choose the one you think best fits!

If add-ons are through a third party, don't add those here. This feature is for add-ons that will paid to you directly. You can always add a price list for the third party's available add-ons as an optional document on the required documents tab with instructions for ordering!

  Note: You can edit items in the Add-On section until your page goes live. After that, you’ll need to archive and re-add any items to make changes. To archive, click the red trash can icon — this is a soft delete and won’t impact your live page.

Sponsorships

1. Add a New Sponsorship - Sponsorships have the same features as Booth Types, but you can also add details about what is included in each sponsorship package. Be sure to be thorough and detailed when adding each package to your opportunities to make them as appealing as possible to potential sponsors. 

2. Include a Booth Space - You can choose whether to include a booth space with each sponsorship type! If it does include a booth space, just add a checkmark to this field.

3. Advanced Management - To get detailed instructions on how to use the Advanced Management feature please visit the Advanced Management Help Articles. Click Here to Access the Advanced Management Help Articles. 

Note: You can edit items in the Sponsorship section until your page goes live. After that, you’ll need to archive and re-add any items to make changes. To archive, click the red trash can icon — this is a soft delete and won’t impact your live page.

Advertisements

1. Add a New Advertisement - Any advertisements that can be purchased will be added here. Be sure to be as detailed as possible when adding each advertisement package to make them more appealing!

2. Advertisement Button Label - You can choose what you would like your advertisement button label to say. You can choose from "Advertisements", "Online Marketing", or "Goodie Bag". Pick the label that will best fit the advertisement!

Note: You can edit items in the Advertising section until your page goes live. After that, you’ll need to archive and re-add any items to make changes. To archive, click the red trash can icon — this is a soft delete and won’t impact your live page.

Payment Settings

Alert: Finalize your credit card payment gateway configurations, before your event goes live, as changes cannot be made afterward. This includes selecting your payment gateway and setting the credit card, sales tax and application fees, which cannot be modified later.

Check and Alternate Payments

To enable Check and other Alternate Payment types, click the checkmark for "Accept Alternate Payments (Check, Money Order etc.)" at the top of your Payment settings tab. Once selected, three options will appear below: Check, Money Order, and Cash. 

Below, add the Payment Terms and Payment Address Info needed for these types of payments.

This information will be listed on each Invoice. 

Credit Card Payments

There are three different payment gateways that you can choose to use on EventHub to accept credit card payments: authorize.net, Stripe, and PayPal. If you already have a merchant account with one of these, you can integrate it by plugging in the API keys. Click on a payment gateway below to see how to find the API keys:

• Authorize.net
• Stripe
• PayPal

Taxes and Fees

You can apply taxes and a few different types of fees to your application as needed. Here is a list of taxes and fees you can apply. Click each one for more info!

• 3% Credit Card Processing Fee
• Application Fee
• Sales Tax

Disable Payment Authorization (Optional)
By default, you can place a payment authorization (hold) on a vendor’s card at checkout, which is captured once you approve their order.

If you prefer not to place a hold upfront, you can disable this setting. This is helpful if you want vendors to apply without any payment action during the approval process.

Enable Flexible Payments
This allows vendors to:

• Pay any amount toward their balance over time
• Continue making payments until their balance is paid in full

This setup gives you more control over how and when payments are collected, while giving vendors flexibility in how they pay.

Best Practice:
Choose the setup that aligns with your workflow—use payment authorization for faster, automated collection, or flexible payments if you need more control over timing and approvals.

Invoice Customization

This is an optional feature, but we highly recommend taking advantage of it! You can add your company's information here so that it appears on exhibitors' invoices. You can include whatever information you would like them to have.

Using this feature can help reinforce for your exhibitors that they are paying your event directly, rather than EventHub! 

Calendar

Last but not least, you will need to add the dates and hours for your event! 

1. Event Date(s) - Add the date(s) of your event. This should be the days that it will be open to the public and not include extra days for load-in/out.

2. Event Times - Again, these should be the public hours of your event. If there will be more than one session in a day, you can click the blue + to add an additional session to that day.

3. Registration Deadline - If you have a registration deadline, you can add that here. It will be displayed in red at the top of your Event Listing as well as your listing summary when exhibitors are browsing the marketplace. That way, they know they need to act fast!

Submit Your Event Listing for Mandatory Review

Once you've completed your Event Listing, click the blue Submit Event button. Your page won't go live immediately. Instead, our Customer Success Team will review it to ensure everything is set up correctly. Please allow up to 48 hours for this review process to be completed.

Picking Back Up Where You Left Off

If you need to take a break from creating your Event Listing at any point and come back later to finish, you can get back to the Event Wizard Menu by choosing My Event Hub from the drop-down menu, then clicking Edit Showcase Page underneath your event's name.

Want to take a look at the pages in our marketplace? Click here!