Share documents with exhibitors and visitors
What the Documents page lists, which file types it takes, and the three places a document can appear: orders, the floor plan and the exhibitor portal.
The Documents page is the one place for the files and links you share for a show, such as your exhibitor manual, rules for exhibitors, a load-in schedule or a venue map. Select Documents in the show's sidebar. Each show has its own list, and Owners, Show Managers and Associates assigned to the show can add to it and change it.
What a document is
Each row is a title plus either an uploaded file or a link to a page on another site, never both. The title is the text people click, so name it for what it is, for example Exhibitor Kit.
Files can be PDF, Word, Excel, PowerPoint, CSV, plain text or an image (PNG, JPG, GIF or WebP), up to 25 MB each. A link without https:// gets it added automatically.
Add a document
Open the form
Select Add Document at the top of the page.Name it
Enter a Title. This is the link text people see.Choose the destination
Under Destination, pick Upload a file and select Choose file, or pick Link to an external URL and paste the address.
Choose where it appears
Turn on Show on orders, Show on the floor plan and Show to exhibitors as you need. See the next section.
Save
Select Add document.
To change a document later, select its row, make your changes and select Save changes. To replace a file, select Remove next to the current one in the form, then choose the new file. Select Delete on a row to remove a document right away.
Where each document appears
Three switches on every row decide who sees the document. You can flip them straight from the list, and the form has the same three.
| Switch | Where the document is listed |
|---|---|
| Orders | Under Important Documents on every order page for the show and in each buyer's confirmation email. On by default for a new document. |
| Floor plan | Under Documents on your online floor plan, for every visitor, and on the mobile app's Event documents tile once you turn that tile on. See Your show's mobile app. Off by default. |
| Exhibitors | In each exhibitor's portal under Documents, and on the floor plan while they choose a booth. Off by default. |
A document with every switch off is saved but not shown to anyone.
Put the important one first
Drag the handle at the left of a row to reorder the list. The order you set is the order everyone sees, on orders, the floor plan, the portal and the mobile app.
What exhibitors see
Exhibitors find the documents you switch on under Documents in the left sidebar of their portal. The entry only appears when there is at least one. See Find your exhibitor profile.
Documents can also reach exhibitors by email. Under Custom messaging options in the Access Manager you can add Related documents and links to the portal invitation. See Invite exhibitors to their portal.
Public links
An uploaded file has a public web address so a link in an email still works when someone opens it days later. Anyone who has the link can open the file, so do not upload anything that must stay private.
When a show is read-only
On a read-only show, or one still managed on your previous platform, the list stays visible but no one can add, change or reorder documents.
Still need help?
Contact your Map D account team. Include your show name and, if something looks wrong, a screenshot of the page.
Last updated October 9, 2026