ⓘ This article is for Event Organizers
Need to add Exhibitors to your event so they can complete their company profile, add users and sign up for Lead Retrieval? You can import all of your Exhibitors at once with a CSV file, or add them one at a time. You can also use the import to update Exhibitors you've already added.
Choose How You Want to Add Your Exhibitors
Option | Best for | What you do |
Adding many Exhibitors at once | Upload a CSV, match your columns, fix any errors, then save | |
Adding one or a few Exhibitors | Fill out the Add Exhibitor form | |
Changing details for Exhibitors already in your event | Export your list, edit it, then import it back |
Option A: Import Exhibitors with a CSV
1. Prepare Your CSV File
Only Name is required. Every other field is optional, so include only what you have.
Need a template? In the Import CSV window, click Download CSV next to Need a template? to get a CSV with the correct column headers.
Expo Pass Field | Required? | Notes |
Name | Yes | The Exhibitor's company or display name. Each name must be unique. |
Booth | No | Use TBD if not assigned yet |
Booth Contact Email | No | Must be a valid email address |
Booth Contact First Name / Last Name | No |
|
Contact Email | No | Must be a valid email address |
Phone | No | Must be a valid phone number |
Website | No | Must be a full URL, including https:// (example: https://expopass.com) |
Job Title, Biography, Description | No |
|
Street, City, State, Zip Code, Country | No |
|
💡 Tip: If your column headers match the Expo Pass field names exactly (for example, Booth Contact Email), they'll be matched automatically.
❗ Important: Before you upload your file, it is important to check for the following items so you do not have any issues:
Save the file as "CSV UTF-8 (Comma delimited) (.csv)"
Only one booth contact per Exhibitor.
No duplicate companies: Make sure you do not have companies listed more than once.
If a company has different departments at separate booths, please list them with different company names.
Example: Expo Pass - Marketing, Expo Pass - Sales, Expo Pass - Success.
One Contact name and email per company: There can only be one person and email listed for the booth contact.
Complete email addresses: All emails must be complete and not forego the @ or .com, .org, etc
No spaces in the cells after data: Trim the cells for any excess spaces
Need to learn how to Use the Trim Function in Excel - check out this 3rd-party video.
Same number of columns in every row: If a row is missing a column, even a blank one at the end, that row may be skipped without an error message.
2. Import Your File
1. Log in to Expo Pass and choose the appropriate event.
2. Click Exhibitors in the left menu to open the Exhibitor List.
3. Click Import in the top right.
4. Drag and drop your file into the upload area, or click Import CSV to choose it.
5. On the Map & Review screen, match your columns and fix any errors. Head to Map & Review Your File below for details.
6. When there are 0 errors, click Review Changes For Import.
7. If any columns in your file weren't matched to an Expo Pass field, you'll see a Some CSV columns are not mapped message. Data in those columns won't be imported. Click Yes, proceed to continue, or No to go back and map them.
8. On the Review Changes screen, double-check your Exhibitors, then click Save.
Your Exhibitors will now appear in the Exhibitor List.
3. Map & Review Your File
Match your columns: Under each Expo Pass field, use the dropdown to pick the matching column from your file.
Check each row: A green check ✅ means the row is ready. A red ❌ means it needs a fix. The banner at the top shows how many rows need fixes.
Fix errors in place: Click any cell to edit it right there. To undo a change, click the undo arrow in the Edits column.
Skip a row: Click the eye icon next to a row to leave it out of the import.
Filter rows: Use the checkboxes at the bottom (Exhibitor creates, Exhibitor edits, errors and ignored) to show or hide certain rows.
Once every row has a green check, Review Changes For Import becomes clickable.
Common Import Errors
Are you getting an error message upon attempting to upload your list?
Check to make sure none of the following issues are noted in your CSV file:
Common Reasons for Upload Failures
Uploading exhibitor spreadsheets to Expo Pass can sometimes result in errors. These issues typically arise from formatting or data compliance problems. Here are the common reasons:
Duplicate or Incorrect Company Names: All company names must be unique. If a company has multiple departments, use a naming convention such as "Company Name - Department" (e.g., "Expo Pass - Sales").
Email Address Formatting: Ensure each email address is formatted correctly without spaces or extra extensions like ".com.com".
Name Not Mapped: Every Exhibitor needs a Name. On the Map & Review screen, make sure a column from your file is mapped to Name.
You can also use the table below to fix errors flagged on the Map & Review screen:
Issue | How to fix |
Name is blank or not mapped | Map a column to Name and make sure every row has a value |
Invalid email | Check for a missing @ or domain, extra spaces or typos like ".com.com" |
Invalid website | Add https:// to the beginning of the URL |
Invalid phone number | Remove any letters or extra characters |
A row is missing after upload | Make sure that row has the same number of columns as your headers |
File won't upload | Re-save it as CSV UTF-8 (Comma delimited) |
Option B: Manually Add an Exhibitor
1. Log in to Expo Pass and choose the appropriate event.
2. Click Exhibitors in the left menu.
3. Click Actions, then Add Exhibitor.
4. Enter the Exhibitor's Name (required). You can also fill in:
Core profile: Logo, Booth, Contact Email, Website, Job Title, Phone, Biography, Description
Booth contact: Booth Contact Email, Booth Contact First Name, Booth Contact Last Name
Address details: Street, City, State, Postal Code, Country
5. Click Create Exhibitor.
Option C: Update Exhibitors in Bulk
Need to change booth numbers or contact details for several Exhibitors at once? Export your list, make your changes, and import it back.
1. In the Exhibitor List, click Export to download your current list as a CSV.
2. Open the file and make your changes.
❗ Important: Don't change or delete the Database ID column. Expo Pass uses it to match each row to an existing Exhibitor. Rows without a Database ID will be added as new Exhibitors.
3. Save the file as CSV UTF-8 (Comma delimited) (.csv).
4. Click Import and follow the steps in Option A above.
5. On the Map & Review screen, rows marked Edit will update existing Exhibitors, and rows marked Add will create new ones. Changed values show the old value crossed out and the new value in green.
👉 Note: Some exported columns, like Payment Status, Admin Email and Exhibitor Users, can't be imported. You'll see the Some CSV columns are not mapped message for them. Click Yes, proceed. Those columns won't be changed.
Add Additional Exhibitors After Your Initial Import
You can add more Exhibitors at any time, either by importing another CSV (Option A) or by adding them manually (Option B).
👉 Note: If you're using Expo Pass for Lead Retrieval, the Lead Retrieval emails go out automatically from the platform 10 days and 1 day before your event. Exhibitors added later are included automatically, so you don't need to let our team know. HERE is more info on Lead Retrieval Communications.