Conference Files: Keep Every Document for an Event in One Place
Every conference has a Files tab: one place for the documents the team needs before, during and after the event. Exhibitor manuals, booth and floor plans, agendas, session notes, contracts, travel details.
What shows up here
- Files you upload on the Files tab.
- Documents read by the AI Task Planner and by Import Sessions with AI on the Booth Planner. They're saved here automatically, tagged Conference material or Agenda and sessions.
- Files attached to the conference's tasks. They show with the task they belong to. To change or remove one, open the task.
A file that's both on a task and uploaded here shows once, with a link to its task.
Upload files
- Open the conference and go to Files.
- Click Upload files, or drop files anywhere on the card.
- For each file, add a short description if it helps (for example "Hall B floor plan with our booth marked") and pick tags. With several files, Use these tags for every file copies the first file's tags to the rest.
- Click Upload.
Files can be up to 50 MB each, up to 20 at a time. Anything works except files that could run code when opened (like .exe, .html or .svg); zip them or save them as a PDF first.
Duplicates are skipped. A file with exactly the same name and size as one already on the conference isn't uploaded again, and the upload window tells you which ones were skipped.
Tags
Tags make files easy to find: Conference material, Exhibitor kit, Booth and floor plan, Agenda and sessions, Session notes, Speaker session, Marketing and collateral, Contracts and invoices, Travel and logistics, Other. Filter the list by tag, search by name, description or task, or show only uploaded files, AI imports or files on tasks.
Open, download, edit, delete
- Open shows PDFs and images in a new browser tab. Download saves any file.
- Edit changes the description and tags. Anyone on the team who can edit the conference can do it.
- Delete is for the person who uploaded the file and workspace admins.
Storage
Files count toward your workspace's file storage, shown at the bottom of the tab and in Settings. If storage is full, delete files you no longer need or ask your Conference Hero contact for more space.