Speaker and exhibitor forms (event forms)

An event form collects details from the people contributing to your event: speakers, exhibitors, sponsors, partners. You set the questions up once, link the same page to as many events as you like, and send out the link. Whoever fills it in becomes a contributor on that event – with all their answers and uploaded files attached.

The key difference from a regular booking page: an event form never creates a new event. It attaches to an event that already exists.

Event forms are available from the Growth plan.

Creating a form page and naming the role

1. Open Booking pages and create a new page (or open an existing one for editing).
2. Choose Event form as the page type. If your plan doesn't include it, the type appears with a lock icon.
3. The Event form section appears, with the note: "This page collects details for an existing event. It does not create a new event."
4. Under Submitter role, enter what people are submitting as – for example Speaker, Exhibitor or Sponsor. This role is later shown on the contributor and groups the submissions. You can name it freely.
5. Optional: turn on Company is a required field. That usually makes sense for exhibitors, rarely for speakers.
6. Save the page.

One note on the role: Univents stores it in a normalised spelling. Spelling variants of the same word therefore count as the same role and end up in the same group. Once the page is linked to events, the editor also shows you how many it is linked to.

Because a form page needs neither dates nor prices or venues, the editor hides those sections. Exactly three remain: Details, Questions and Products.

Assigning questions – including a file question

Your form's questions live in the Questions section. You have two options:

• Pick an existing question attaches a question that already exists in your workspace. It stays the same question – if you change it later, it changes on every page using it.
• Add question creates a new question that only you need here.

Event forms offer two question types that other page types don't:

• File – for slide decks, logos, spec sheets or photos. Under Allowed file types you decide what gets through: Images only, PDF only or Any file. The rule applies both in the submitter's browser and when saving – so a PNG won't slip past a PDF question.
• Section heading – not an input field but a subheading. Use it to structure longer forms, for instance into "About you", "Your talk" and "Technical requirements".

Every question can be marked as required. File questions have one special case: if someone doesn't have the file at hand, they can mark it as send in later and still submit. The confirmation notes this and reminds them about the edit link. Non-file required questions still block submission as usual.

Asking what people need, without letting them order

Sometimes submitters should state what they need on site – a projector, a standing table, power, catering. That's what the Products section is for:

1. Turn on Let people request products.
2. Under Requestable products, choose what may appear in the form. Only selected products show up there.

In the form the section is called Request what you need. It deliberately shows no prices and no totals – for submitters this is a statement of requirements, not an order. What was requested still lands on the event, so you can plan and invoice it.

Products that require approval in your workspace never appear in the form. The approval route needs a portal login, which anonymous submitters don't have.

Linking a form to an event

The page itself is only the template. For anyone to submit, you need a link on a specific event:

1. Open the event and switch to the Contributors tab.
2. Click Create form link and pick your event form page.
3. You get an address of the form /formular/… that you can copy and share – by email, in a newsletter, on your website.

This is the open link: anyone who has it can submit. You can link the same form page to a second, third and fiftieth event in exactly the same way – no need to duplicate it.

Inviting someone personally

If you already know who you need, invite them directly. Use Invite in the Contributors tab and pick a contact. Univents then creates a personal link and already lists that person as an invited contributor on the event.

A personal link behaves differently from the open one:

• The contact details are pre-filled in the form. A note at the top reads "Invited as … – not you?", so somebody else can correct the details.
• Who the submission is attributed to is always decided by the link – never by whatever was typed into the name field.
• After submitting, the person is marked as confirmed on the event.
• On request, Univents sends an invitation email with the link right away. If it did not go out, Univents tells you straight away — the invitation itself still stands. You can then click Resend email or copy the link and send it yourself.

Setting a cap and closing a link

For the open link you can set a cap under Max. submissions – 20 exhibitor slots, for example. Once it's reached, the page tells visitors: "All places have been taken." The server then refuses further submissions even if someone still had the form open.

Important: the cap counts new submitters. Anyone who has already submitted can still change their details through the edit link, even when the cap is reached.

Independently of that, you can deactivate any link. The address then shows "This form is closed." Submissions already received are kept; submitters can still see their own details but can no longer change them.

Viewing submissions and files

All submissions for an event live in the Contributors tab, grouped by role. For each person you see:

• the role (e.g. speaker or exhibitor),
• the full answers to every question,
• the uploaded files to open and download,
• whether something is still missing because a file was marked to be sent in later.

For security reasons the file links are only valid briefly and are generated fresh when clicked. If you copy such a link and forward it, it usually won't work for the recipient – share the file itself instead.

What submitters see

The form opens in your workspace branding: your workspace at the top, the event name with its date, and the line stating what they are submitting as. Then come contact details, your questions and – if enabled – their requirements. There are no steps for date, guest count or venue. The page can be switched between German and English; your question texts stay in the language you wrote them in.

After submitting, a confirmation appears with a summary of all details and the edit link. The submitter also receives that link by email (template Form submission confirmed, which you can adapt under your email templates). Through that link they can change details or send in a file later – until you close the link.

One specific behaviour of the open link: if someone submits a second time with the same email address, Univents does not overwrite the first submission. Instead, the edit link is sent to that address again. That way nobody can overwrite someone else's details just by guessing an email address.

Frequently asked questions

Does an event form create a new event? No. It always attaches to an existing event. That is exactly what sets it apart from the other booking pages.

Can I use the same page for several events? Yes, that's the intended way. You maintain the questions once and link per event.

Can one person hold two roles on the same event? Yes. If the same person submits once as a speaker and once as an exhibitor, two entries are created – one per role.

Do submitters get access to the partner portal? No. Anyone who only submitted through an event form does not see the event in the portal.

What happens if the event is cancelled or deleted? The form then closes automatically and accepts no further details.