How to set up Exhibitor Registration (V2)

Exhibitor registration allows vendors or sponsors to sign up for a booth or table at your event, often in exchange for a fee, visibility, or other promotional opportunities.

Note: Before setting up exhibitor registration, you must first begin creating your course or event. This feature is part of the overall course setup flow and becomes available once an event is in progress.

How to add a Live Course

How to add a Self-Study Course

How to add a Multi-Course Event/Conference

Exhibitor Registration - Basic Exhibitor Information

1. Do you want to add Exhibitor Registration

Exhibitor registration is managed completely separately from course attendee registration. This gives you full flexibility to customize the exhibitor experience.

• Toggle Yes to enable exhibitor registration for this event.

Once exhibitor registration is enabled, you'll be able to:

• • Add an overview that explains what exhibitor participation includes, such as exposure opportunities, sponsor benefits, or access to attendees. You may also want to include a brief summary of the event itself to help exhibitors understand the audience and overall purpose of the event.

  • Set registration open and close dates to control when exhibitors can register. These dates are separate from the course registration dates.

• • Create pricing tiers with optional deadlines for early bird or late fees. You are able to set tiered pricing. Exhibitor registration is managed completely separately from course attendee registration. This separation ensures you can tailor exhibitor access and pricing without impacting or being limited by the course registration setup.

 

Exhibitor Registration - Exhibitor Space Options

All current booth/table/stand types are listed with their classification, quantity available, size (if entered), and pricing and managed from this step.

2. Add an Exhibitor Option

• • Click the “Add Exhibitor Option” button to add a new space type.

  • Choose between (Booth, Stand, Table)

• • Fill in the Details
    

    • Enter a name or booth display name 

    • Choose a classification: Standard, Premium, or VIP.

    • Input size (either length x width or square footage).

    • Set the quantity for identical exhibitor spaces you’re offering. If you’ve entered a booth number as the display name, you’ll need to create a separate entry for each booth to ensure accurate placement on the visual exhibitor floor plan.

    • Add a booth description (e.g., "Premium location near entrance, includes power and signage").

  • Sales Tax
    • If collecting sales tax, toggle yes & select the applicable Stripe sales tax product code.
  • Pricing Tiers
    • Enter the price for the space for each pricing tier selected
  • Click Save 

Repeat adding spaces until all space options have been added

3. Manage Sapce

Under actions, click manage space to expand the dropdown menu where you can edit or delete the space option

Exhibitor Registration - Settings

4. Registration Basic Settings

Hide company names during the registration process.

• Default Setting-No:
  By default, company names are visible on the registration page next to their reserved space (booth, table, stand, etc.). This visibility is important because it allows potential exhibitors to strategically select their location based on who else is attending. Companies may want to avoid being placed next to direct competitors or may seek to be positioned near complementary businesses to boost networking and exposure opportunities.

• Toggle YES to Hide:
  Switch the toggle to Yes if you want to hide exhibitor company names from public view.

  • Reserved spaces will display as “Sold” instead of showing the company's name.

  • No exhibitor details will be visible to attendees during registration.

5. Exhibitor - Payment options

You have two options for collecting payments:

• Full Payment is Required

  • Select this option if the exhibitor must pay the full amount at the time of registration.

• Minimum Down Payment + Monthly Installments (coming soon)

  • Select this option if you’d like to allow exhibitors to pay a portion upfront and divide the remaining balance into monthly payments.

  • Enter the minimum down payment

    • Choose either a fixed dollar amount or a percentage of the total.

  • Set the payment deadline

    • Use the calendar picker to select the final date by which the total amount must be paid in full.

      • The system will automatically calculate and divide the remaining balance into equal monthly payments, starting from the date of registration through the deadline.

6. Exhibitor - Refund Policy

• Choose the Refund Option
  Select one of the following from the dropdown:

  • No Refunds

    • Attendees will not be eligible to receive a refund for any reason.

    • This is a strict policy—use this if you do not want to process any cancellations or reimbursements.

  • Refunds until set date

    • Attendees can request a refund up until a specific date you define.

    • After that date, no refunds will be allowed.

    • This is useful if you want to allow flexibility early on, but lock in registrations closer to the event.

  • Custom – Tiered refund dates

    • Allows you to offer different refund amounts based on when the request is made.

    • For example:

      • Full refund if canceled 30+ days before

      • Partial refund if canceled 7–29 days before

      • No refund if canceled less than 7 days before

    • Ideal for more complex or high-value events where costs increase closer to the event date.

• Non-Refundable Admin Fee Settings

  • By default, Non-Refundable Admin Fee is toggled Yes, meaning a fee will be withheld on all refunds. If you do not wish to withhold a non-refundable admin fee toggle to No.

  • Non-Refundable Admin Fee Set-up

    • Choose Dollar Amount or Percentage

    • Enter the dollar or percentable value amount & set the Refund Deadline Date

• Non-Refundable Fee Calculation
  Choose how CE Zoom should calculate the non-refundable portion of refunds:

• • •  Admin Fee: This is an optional, non-refundable fee set by the company hosting the event or course. It may help cover administrative costs such as setup, coordination, or additional support provided.
    • Merchant Fees: This fee covers credit card processing costs. Please note, All merchant fees are non-refundable by Stripe.
    • CE Zoom Fees: fee covers the use of CE Zoom's platform and services.  These are non-refundable.
    • ⚠️ Important: If you select Admin fees as the only non-refundable fee type and do not assign a dollar value to the Admin fee, a 100% refund will be issued in the event of a cancellation.
      This means you’ll be responsible for covering both the merchant and service fees, potentially resulting in a negative net profit.

• Add Contact Email
  The contact email will auto-populate from your course wizard contact info from a previous step.

  • If this is not the correct email for refund inquiries, update it here.

• Refund Policy Display
  CE Zoom will auto-generate a refund policy based on your selections.

  • To add extra information or clarifying notes, use the “Add additional information” text box.

7.  Booth Attendants

• Default Setting:
  By default, there is no limit set for included attendants. All registered individuals are included without restriction.

• Toggle On to Set Limits:
  Switch the toggle to Yes if you want to define how many attendants are included per exhibitor space.

• Set Included Quantity:

  • Use the plus/minus selector to define the number of included attendants.

  • This number applies per unit (per booth/table/space).

• Set Additional Attendant Fee:

  • If an exhibitor adds more attendants than allowed, enter the fee you want to charge per extra attendant.

  • This fee is mandatory if a limit is set.

Exhibitor Registration - Extras / Sponsorships

8.  Sponsorship Opportunities & Add On's & Accessories

Sponsorship opportunities allows exhibitors to increase their brand awareness, attract new clients, and enhance their business relationships. i.e. Bag Sponsors, Ad's, Banners, and other sponsor packages. Click add sponsorship to add each opportunity offered at this event.

Add On's & Accessaries are additional items that are purchased independently.  i.e. Electricity, Tables, Chairs, Banners, T.V.'s, etc. Click Add Add On’s to add each option offered at this event.

• How to “Add Opportunity” or "Add Accessory"
  Navigate to the Sponsorship Opportunities section and click the Add Opportunity/Accessory button.

• Select Sponsorship Ticketing Type

  
  Choose between:

  • Single Item – A single item that ticket allows the exhibitor to purchase only one instance of a particular item. (e.g., tote bag sponsor, lanyard sponsor).

  • Multiple Choice – The multiple-choice format allows exhibitors to choose from a range of add-on options, with each selection adding to the total cost. This structure is ideal for offerings such as advertisement space in the event program, where options like Silver, Gold, and Platinum represent increasing ad sizes and promotional perks. For example, Silver might include a quarter-page ad, Gold a half-page with website placement, and Platinum a full-page ad with additional on-site recognition.This approach offers flexibility and customization, enabling exhibitors to personalize their experience according to their preferences, thereby enhancing satisfaction and engagement with the event or product.

Select a ticketing style below to view step-by-step setup instructions:
Choose the option that best matches the type of exhibitor opportunity you're offering.

• Single Item Setup – For standalone opportunities with a fixed price (e.g., one booth, one lunch sponsorship).

• Multiple Choice Setup – For customizable options where exhibitors can select one or more items, each with its own price (e.g., program ad tiers, multiple lunch dates).

 

 

How to add a single item opportunity / accessory

Single Item Sponsorship Opportunity Setup

• Name Your Opportunity
  In the Name/type of Sponsorship opportunity field, enter a clear name (e.g., “Tote Bag Sponsor”).

• Add a Description
  Describe what’s included with this opportunity so sponsors know what they’re purchasing.

• Sales Tax 
  Toggle Yes to Apply sales taxes if applicable, and select the appropriate product code from Stripe.

  • If you do not see the sales tax option, you either stated you were exempt or did not want to collect tax.
    
    • If you do not see this option and want to collect tax return to Registration - Settings and toggle Yes to collecting tax
  • If you selected yes to sales tax you will be asked if you want to apply sales tax to individual course pricing.
    • Toggle Yes to activate stripe tax for individual course pricing
    • Select the product code that best describes individual course pricing from the drop down menu. All codes are from stripe. 
      • If you are unsure of your product codes advise your accountant or tax adviser.

• Set Pricing

  • Enter the price under Amount pricing for each pricing tier you are offering

• Set Quantity Available

  • Max allowable items to be sold: Total number of this sponsorship available.

  • Max per company/attendee: How many any one person or company can buy (e.g., limit to 1 per exhibitor).

• Once all options and pricing are set, click the Save button.
  
• Repeat for each sponsorship opportunity

How to set up Multiple Choice Sponsorshiop Opportunities

Finished adding Opportunities?
Click Exhibitor Registration – Exhibitor Agreements to proceed to the next step in the registration setup process.

 

 

 

 

 

 

 

 

 

How to add a multiple choice opportunity / accessory

Multiple Choice Sponsorship Opportunity Setup

 

• Name Your Sponsorship Opportunity / Accessory In the Name/type of Sponsorship opportunity field, enter a clear name (e.g., “Advertisment Space”).

• Add Sponsorship Opportunity Option Titles
  For each option:

  • Enter the name/title for each option (e.g., “Silver,” “Gold,” “Platinum”), starting with the most basic.

  • To add more options, click “+ Add another fee range option.”

  • Each new option will appear below the existing ones.

  • ⚠️ Note: Only two options are visible on the screen at a time—scroll down to view or edit additional options.

  

  • Optional: Enter an additional fee only if this option adds to the base cost.
    If there’s no extra charge, simply enter $0.00.

  • Set the quantity available.

    • Max allowable items to be sold: Total number of this sponsorship available.

    • Max per company/attendee: How many any one person or company can buy (e.g., limit to 1 per exhibitor).Click + Add another fee range option to add more items.
      

• Add a Description
  Describe what’s included with this opportunity so sponsors know what they’re purchasing.
• Sales Tax 
  Toggle Yes to Apply sales taxes if applicable, and select the appropriate product code from Stripe.

• • If you do not see the sales tax option, you either stated you were exempt or did not want to collect tax.
    
    • If you do not see this option and want to collect tax return to Registration - Settings and toggle Yes to collecting tax
  • If you selected yes to sales tax you will be asked if you want to apply sales tax to individual course pricing.
    • Toggle Yes to activate stripe tax for individual course pricing
    • Select the product code that best describes individual course pricing from the drop down menu. All codes are from stripe. 
      • If you are unsure of your product codes advise your accountant or tax adviser.
• Set Pricing
  Enter the base price under Amount Pricing for the starting sponsorship tier.
  Each additional option (e.g., Gold, Platinum)  will reflect an increased price to represent its added value and benefits. The system will automatically add the additional cost to the base price when a higher-tier option is selected.
• Once all options and pricing are set, click the Save button.
• Repeat for each sponsorship opportunity

How to set up Single Sponsorship Opportunity

Finished adding Opportunities?
Click, Exhibitor Registration - Exhibitor Agreements, to be advanced to the next step of this registration set up

 

Exhibitor Registration - Exhibitor Agreements

9. Additional Agreements

Use this section to include any custom policies or statements that attendees must either agree to or opt in/out of before completing registration.

Note: If “Yes” is selected, at least one agreement must be completed before continuing.

This is the conclusion of the Exhibitor Registration Setup

Quick links:
How to set up Marketplace Registration

How to add a Live Course

How to add a Self Study Course

How to add a Multi-Course Event