November 4, 2025
Everyone knows that exhibitors are an essential part of the event formula. Their experience needs to be top notch—maximizing the value they get out of your event makes a positive impression, keeping exhibitors coming back.
That’s why thousands of organizers rely on Whova’s all-in-one exhibitor management tools to keep everything running smoothly. From exhibitor booth selection with interactive floor maps and exhibitor compliance document collection, to customizable exhibitor profiles in event apps, exhibitor webpages on their own event websites, and exhibitor chatrooms where they can share ideas, Whova helps you deliver an experience exhibitors love.
Among these powerful tools, one organizer favorite stands out: Message Exhibitors. Thousands of events use Whova’s Message Exhibitors feature to easily share updates, reminders, and logistics with all their exhibitors. Messages automatically appear in both the exhibitor portal (a separate web portal that only exhibitors can access) and the exhibitor hub in the event app. It’s one of the most-used tools for keeping communication clear, organized, and effortless.
To make it even faster, we’ve added three new ready-to-use templates for common exhibitor messages. You can still fully customize them, but now you won’t need to start from scratch each time.
- Provide shipping instructions: tell exhibitors exactly where and how to send their materials.
- Request that exhibitors bring prizes or swag: remind exhibitors to contribute giveaways that can be included in attendee welcome packages.
- Share à la carte sponsorship opportunities, so exhibitors can increase their brand exposure—and you can increase your revenue.
These templates join the existing set for welcoming exhibitors, sharing booth details, and more—all designed to save time and keep communication consistent.
With these new shortcuts, organizers can cover every detail with confidence and focus on running a smooth, successful event.
What Are the New Templates?
Whova’s new Message Exhibitors templates help organizers quickly craft professional, comprehensive communication in just a few clicks. Whether you’re sending out shipping instructions, requesting exhibitor prizes, or promoting sponsorship packages, these three templates make it faster and easier to reach out:
Provide Shipping Instructions
Shipping materials to a venue can be stressful for exhibitors, especially when key details aren’t clear. This new template helps organizers ensure all necessary information—like inbound shipment address, shipment deadlines, pickup locations, and return instructions—is communicated clearly and consistently.
Use the shipping instructions template to ensure a smooth setup experience.
Request Prizes or Swag
Looking for fun giveaway items or contest prizes? With this new messaging shortcut, organizers can quickly send swag requests to exhibitors. It provides a ready-to-use structure that helps you specify details like prize examples, a dropoff location, and swag contribution timelines—so you can effortlessly collect prizes for attendee contests or event promotions.
Offer Sponsorship Opportunities
Many organizers use our Message Exhibitors feature to share à la carte sponsorship packages. Now, there’s a template for that. You can easily present opportunities such as in-app banners, branded lanyards, branded labels on snacks and giveaways, and more. This makes it easy to boost event revenue while helping exhibitors increase their visibility and brand exposure.
Use Whova’s ready-to-go templates—request that exhibitors bring prizes (left), and offer sponsorship opportunities (right).
Using Templates for Efficient Communication with Exhibitors
Getting started with these templates is simple.
1. Go to your Exhibitor Center in Whova.
2. Click Message Exhibitors.
3. Browse through the templates, which are organized by event timeline, from pre-event forms to post-event ‘thank you’s. You can also easily find a specific template using the search bar.
4. Select your desired template, customize the content to fit your event, and send! For example, if you’re sending shipping instructions, you can add more details to the “Package pickup location” section explaining how to find the pickup spot if your exhibitors have gotten confused at the venue in the past.
Find templates to request prizes, provide shipping instructions, and offer sponsorship packages under pre-event logistics.
Use these three new templates to streamline your workflow, reduce repetitive typing, and ensure no important details get overlooked.
Bonus: Do You Know What Our Most Popular Template Is?
The “Everything You Need to Know as an Exhibitor” template has long been the go-to for organizers. This popular template helps you share important reminders, logistics, and pre-event tasks—and it just got even better. In this update, we’ve enhanced this popular option to include additional sections for:
- Prize or swag requests
- Shipping information (including deadlines, pickup locations, and return instructions)
- Hotel information
- Parking details
These additions make it easy to send clear, comprehensive communication that cover all the logistics your exhibitors need to know. With fewer follow-up questions and less back-and-forth, your exhibitors can stay focused on preparing for a successful event.
Get Started with Whova’s Updated Exhibitor Templates
Our new and enhanced templates give you everything you need to communicate quickly, clearly, and confidently with exhibitors at every stage of the event.
Ready to explore these new messaging shortcuts? Get a custom price quote and find out more about how Whova makes exhibitor communication easy.