July 21, 2025
Exhibitors are the backbone of many events, enhancing event value, attracting crowds, and driving revenue. But once you’ve got your exhibitor list locked in, another challenge begins. Who goes where? What do they need? When are they arriving? Managing all these moving pieces — from booth assignments to last-minute questions — can feel like solving a giant puzzle under a deadline.
Whova helps organizers manage every aspect of the exhibitor experience — from Exhibitor Profiles to even the tricky parts like booth selection. To further ease organizers’ workload, we empower exhibitors to ask each other questions in the Exhibitor Chatroom, cutting down on repetitive questions organizers would otherwise have to handle.
Last year, we launched the Exhibitor Messaging feature, and since then, messages were used to enhance organizer interactions with over 50,000 exhibitors. With easy-to-use templates, the ability to target messages to specific exhibitor team members, and auto-populating fields (such as names), it simplified the process of sharing key logistical details and added a personal touch to the exhibitor experience. The feature proved especially useful in preparation for the event, with exhibitors receiving messages via both email and the Exhibitor Portal.
With the latest improvement exhibitors can now access your messages directly within the Whova app. It gives them instant access to key details—both before and during the event—while on the go, reducing repeated questions to organizers and ensuring they always have the information they need right at their fingertips.
This enhancement is part of our continued commitment to making communication between organizers and exhibitors seamless, efficient, and stress-free. Whether it’s pre-event coordination or real-time updates on-site, Whova ensures that exhibitors stay informed and confident—so you can focus on delivering a successful event.
Exhibitor Management Made Simple
With Whova’s “Message Exhibitors” feature—found in the Exhibitor Center on your dashboard—you can quickly send important updates and reminders to the right people. Instead of blasting your message to the whole team, you’re in full control of who receives each message, with options to target all exhibitor team members, only main contacts and lead booth staff, or only specific exhibitors.
This flexibility ensures your communication stays relevant and efficient, without overwhelming recipients with information that doesn’t apply to them.
Organizers are already using this tool to streamline key parts of event prep by messaging exhibitors to:
- Provide instructions for shipping event materials
- Invite them to contribute prizes or host giveaways for attendees
- Share details about the setup times and overall exhibitor schedules
- Outline parking instructions and other logistics
- Clarify meal timing and location
- Communicate hotel booking details, deadlines, and discounts
Send polished messages in seconds with ready-to-use templates.
Many of these messages will be referenced at different points in the event timeline, with some revisited multiple times as exhibitors go through different phases of preparation. For example, shipping instructions might be read months in advance, while an exhibitor might not look at pickup details until right before the event.
Now that messages are directly available in the Whova app, exhibitors can easily revisit key information whenever they need it—all in one convenient place.
Where Can Exhibitors See My Messages?
Whova makes it easy for exhibitors to access your messages—no matter where they are or when they need the information. All organizer messages are automatically available across four key channels:
- Whova’s Mobile App
- Whova’s Web App
- Exhibitor Portal
This ensures your message is always accessible, whether exhibitors are preparing months in advance or looking for quick answers on event day.
Messages are just a few clicks away—no matter the device.
Whova Event App (Mobile & Web)
Once your event app is published, exhibitors can easily view all organizer messages, including those sent months before the event, in the app.
To access them from the mobile app, they simply open Whova, tap the home screen, and select “Organizer Messages.” On the web app, they can find this resource next to “Exhibitor Guide.”
Stay connected with exhibitors anytime, anywhere with mobile messaging.
This is especially helpful on the day of the event when exhibitors are navigating logistics on-site and need instant access to details like setup times, parking instructions, or meal locations.
Exhibitor Portal
Messages are also visible within the Exhibitor Portal, giving exhibitors a centralized, secure location to manage their booth information and review communications. This platform is commonly used in the weeks and months leading up to the event, making it ideal for early-stage planning details like shipping instructions or hotel bookings.
Each message is also sent directly to exhibitors’ inboxes at the time it’s scheduled. Email remains one of the most effective ways to grab attention—perfect for time-sensitive updates, initial outreach, or critical reminders.
By making messages accessible through multiple channels, Whova ensures exhibitors never miss a detail—no matter how or when they choose to stay informed.
Keep Exhibitors Informed and Events Running Smoothly
With enhanced messaging tools and mobile app access, keeping your exhibitors in the loop has never been easier. From early planning details to last-minute updates, you can deliver the right information at the right time—without the back-and-forth or missed emails. When exhibitors feel confident and well-informed, your entire event runs more smoothly.
Want to learn more? Schedule a free demo with our team and discover how Whova can help you streamline communication, reduce your workload, and deliver a seamless exhibitor experience.