Map Your Show

Map Your Show (MYS) runs the exhibitor sales, floor plans and exhibitor lists for many trade shows. The Map Your Show app brings one show’s exhibitors into a Sessionboard event, with their booths and the booth contacts listed for each company. Every contact with an email is linked to their company, so a Groups Advocacy campaign can email each of them their own share link. Nobody has to log into a portal, and you skip the export and import.

The app is inbound only: it reads from Map Your Show and never writes anything back.

Note

Your Customer Success Manager connects the Map Your Show app for you. Send them the details below and the Sessionboard event it belongs to; they set up the connection and run the first sync with you.

Why use it

Exhibitors are some of the best-connected people at a trade show, and most will gladly tell their customers where to find their booth. Getting them a share link usually means exporting the exhibitor list from Map Your Show, cleaning it up, importing it and doing it again every time a company signs up or changes its booth contact. The app keeps the exhibitor list and booth contacts current for you, so every company that signs up can get its Advocacy link without a portal login or a spreadsheet round trip.

What you need from Map Your Show

Map Your Show issues API access per show. Ask your Map Your Show account manager for:

Detail	What it is
MYS API username	The REST API user for the show. It is not the login you use on mapyourshow.com.
MYS API password	The password for that API user.
Show code	The show’s MYS code. Some MYS partners call it the Client ID.
Environment	Production, or Staging if MYS gave you a test show.

Caution

Share the password only through the secure method your Customer Success Manager gives you. Never paste it into email, Slack or a support ticket.

Each show is its own connection. A show that runs every year gets a new connection for each year’s show code.

What comes in

Each active exhibitor in the show becomes an exhibitor on your Sessionboard event:

Map Your Show	Sessionboard
Exhibitor name	Company name
Booth number(s)	Booth (an event field, added the first time if your event does not have one; several booths are listed together)
Website	Website
Description	Description
Logo	Logo (copied into Sessionboard, so it keeps working after MYS’s link expires)
Booth contacts	Contacts linked to the company and added to the event

Contacts are matched by email across your organization. A person who is already a contact is linked to the company and keeps their name and details as you have them. Anyone new is created as a contact. A booth contact with no email address is left out, because Advocacy has no way to reach them.

Map Your Show also lists Additional Contacts for some exhibitors. Your Customer Success Manager can turn on Also bring in additional exhibitor contacts for the event if you want those people too.

If your organization already has a company with the same name, the sync uses that company instead of creating a second one.

How syncing works

• The first sync brings in every active exhibitor.
• Later syncs update only what changed in Map Your Show. They never create duplicates.
• Your edits are kept. If you change a company’s description in Sessionboard and Map Your Show has not changed it, the next sync leaves your version alone. A blank value in Map Your Show never clears a value in Sessionboard.
• Removed exhibitors stay. When an exhibitor is deactivated or removed in Map Your Show, the sync reports it and leaves the company on your event. Remove it from the event yourself if it should go.
• Exhibitors you removed in Sessionboard are not added back.
• Contacts are never unlinked by a sync.

With Enable Continuous Sync on for the event, Sessionboard checks Map Your Show for changes every 6 hours until the event’s end date. Your Customer Success Manager can also run a sync at any time, for example right after the exhibitor list opens or before you send an Advocacy email.

Run exhibitor Advocacy

Once the exhibitors are in, follow Advocacy: activate from your systems from Build a Groups campaign: create a Groups campaign, add the exhibitor companies, and use Email exhibitors to send every linked contact their own link.

Check what synced

Open the event and go to History > Integrations. Each Map Your Show run lists the exhibitors it added, linked to an existing company, updated, or left unchanged, and the ones no longer active in Map Your Show. A company’s changes also show in its own history as made by the Map Your Show sync.

Still having issues?

What you see	What to check
The connection test fails	The API username and password are for a different show, or the show code is wrong. Ask your MYS account manager to confirm all three belong to the same show.
A company has no contacts in Advocacy	Map Your Show lists no booth contact with an email for it. Ask the exhibitor to add one in Map Your Show, or turn on Also bring in additional exhibitor contacts.
A logo is missing	The logo in Map Your Show was not an image, was larger than 5 MB, or could not be reached. The next sync tries again.
An exhibitor is still on the event after it left the show	Removed exhibitors are kept on purpose. Remove the company from the event.

Email support@sessionboard.com with the event, the show code and the exhibitor that did not sync. Do not send your MYS password.