How to set up and manage an Event or Collection in Bottlebooks - Organizer Guide

Setting up and managing an event or collection in Bottlebooks is simple with the right guidance. This overview will walk you through the essential steps to ensure everything runs smoothly. If this is your first time using Bottlebooks, our team will help you get set up correctly. Once you’ve organized a similar event or collection, you can easily copy over settings from previous ones (learn more here). You’ll likely have the support of one of our Project Managers, but this guide also contains useful resources to help you along the way.

Open Registration vs. Pre-Known Exhibitors/Suppliers

Open Registration (Anyone Can Register)

If you don’t know who will be registering for your event or collection, you’re ready to start collecting product information right away. Simply copy the registration link and send it to the contacts you’d like to invite.

Here’s how to get a registration link:

• Get a registration link

Pre-Known Exhibitors/Suppliers

If you already know the exhibitors or suppliers that will be participating in your event or collection, you have two options for adding them:

1. Fewer than 50 Exhibitors/Suppliers: You can add them directly through Bottlebooks by clicking “Add Exhibitors.” For detailed instructions, click here:
   Add exhibitors
2. More than 50 Exhibitors/Suppliers: Simply send your exhibitor/supplier list to your Bottlebooks Project Manager, and they’ll upload it for you. The list should be in an Excel file and include:

• Exhibitor/Supplier: The company name responsible for entering product information.
• Contact: The name and email address of the person in charge of adding the product details.

Once all exhibitors or suppliers are added, you can generate the registration link. We recommend sending the initial email from your own email address for better engagement. Here’s how to get the registration link: Get a registration link

Tips for Managing Exhibitor/Supplier Communication

To increase responses, we recommend sending at least one reminder email each week to your exhibitors/suppliers. Bottlebooks makes it easy to send targeted messages directly from the platform.

Learn more here: Send target messages

Additional Resources

• Get a registration link
• Add exhibitors
• Add Internal IDs
• Add notification contacts
• Request updates (missing information)
• Send target messages
• Export Information and Reports from collections and events 
• Duplicate an event/collection
• How to manage group page 
• Settings
• Move Products

Collections - Specific:

• Product Based Request (collections only)

Events - Specific:

• Add stand numbers (Events only)

Events - only

• How to get event visitors to scan your QR code
• How to ensure that your QR code works