Help center / Exhibitors, sponsors & leads

Grant a package free of charge

Give a partner, media sponsor or barter deal their package without a payment.

Who can do thisowneradmin

Not every exhibitor pays cash. Media partners, barter deals, charities and strategic partners often get their space another way.

Steps

Open Exhibitors and go to the Exhibitors tab.
Find the company, or approve their application first.
Grant them the package, choosing the reason: Complimentary or Barter / in-kind.
Exhibitors tab with the grant package panel showing complimentary and barter options
Save.

A granted booth is confirmed without a payment, and no invoice is raised.

Complimentary or barter

Complimentary — you gave it away. A charity, a community partner, a strategic relationship.

Barter / in-kind — you got something back that was not money. A media partner running your advertising, a supplier providing furniture, a venue discount.

Recording which is which matters at the end of the season. Complimentary is a cost; barter is an exchange you should be able to value. Your accounts will want them separated.

Write down what you received in a barter deal, in the grant note or your own records. "We gave Gold to the magazine" is worth nothing next year without "in exchange for a full page in three issues and two newsletter mentions."

Keep count

Granted packages take real floor space and real entitlements, and they show up nowhere in your revenue.

Two habits worth having:

Cap them. Decide up front how many free packages the event will carry.
Count them against availability. A hall with ten booths and three comps has seven to sell, not ten.

What happens next

The exhibitor is confirmed exactly like a paying one. They get portal access, appear on the floor plan and in your public listing, and can capture leads.

No invoice is issued and nothing appears in your revenue reports — which is correct, and worth remembering when your exhibitor count and your exhibitor revenue do not line up.

Common problems

Your revenue looks lower than your exhibitor count suggests. Granted packages. That is expected.

A granted exhibitor is asking for an invoice. Barter arrangements sometimes need paperwork for both sides. Raise it outside evenclo.

You granted the wrong package. Correct their record on the Exhibitors tab.

Availability shows space you have already given away. Availability counts sales. Track comps against your own plan.

You want to charge a reduced price rather than nothing. Granting is free-only. For a discount, take payment for a lower-priced package, or invoice the difference outside evenclo.