Sending emails via ExpoFP will notify your exhibitors about their reservations and pending payments and give them access to their Exhibitor Portals.

Sample exhibitor reservation confirmation email

Setting up email templates

Go to Event settings - Email templates. We provide templates for:

Reservation confirmation
Invoices
Payment confirmation
A uto-login emails

With all emails, you can

Change the subject and the body of the email;
Use multiple variables: #ContactName#, #CompanyName#, #AutoLoginLink#, #Balance#, #Booth#, #BoothType#, #BoothSize# and #BoothCost#;
Attach custom PDFs, for example, payment instructions or contracts
Include your email(s) in the CC/BCC field to receive copies of all emails.

To change one of the parameters of the email template, click Expand next to the template.

Click Save at the bottom of the page after you are done making changed. Click Collapse to close the template.

Reservation confirmation email

This email is configured to be sent by default after the reservation. However, it’s possible to change it in the Reservation settings. By default, the email includes a standard text that reservation is complete and the auto-login link for exhibitors to edit their profiles.

To change the email text, scroll down to the section "After reserve/buy complete", edit the text, and click Save at the bottom of the page.

You can also choose to redirect exhibitors to your website instead of the Exhibitor Portal.

Invoice email

You can set the invoice email to be sent by default after the reservation through Reservation settings (instead of the reservation confirmation email). To apply the setting, scroll down the page to the Send email section and click Invoice.

The invoice email includes a Pay button by default, which you can remove if you don't collect payments online. To delete the button, delete the text #PayNowButton# in the Invoice email template on the Email templates page.

You can also send invoices individually through the Exhibitors page.

Invoice payment confirmation email

After an invoice is paid, go to the specific exhibitor in Exhibitors , scroll down to the "Invoices" section, and select Send paid to email the invoice payment confirmation. This email includes a PDF of the invoice with a "PAID" stamp on it.

Auto-login to edit Exhibitor Profile email

The auto-login link to the Exhibitor Portal is included by default in the reservation confirmation email. If you want to send it individually instead (for example, when approving reservations first), you can go to the specific exhibitor's page in Exhibitors list and click Email auto-login link. More details on the Exhibitor Portal are here.

Mass mailing

Using our mass mailing feature, you can reach all your exhibitors at once.

First, set up a custom mail server. Then go to the Exhibitors page . Choose which exhibitors you want to mail by clicking the checkboxes next to their names or the checkbox at the top to select all. You can use filters to sort companies by category, tag, extras, etc. Next, click Email.

Edit the subject and the message of the email. You can use different variables to include auto-login links, as well as information about the booths and remaining balance. Click Send.

Mailing Log

With mass mailing, you can check the status of emails sent in Analytics - Mailing Log. The status will be green if the email was sent. In case the exhibitor doesn't have an email in their profile, the status will be skipped.