This article is about the Proxi admin app at app.proxi.co. Its experience steps are for the experience editor released September 15, 2026; experiences built before then are legacy and have different screens.
A conference map, expo map, trade show floor plan, or career fair map answers the three questions every attendee has: where am I, where's the booth I need, and what's happening right now — with no event app to download. Here's the build, plus the exhibitor passport that career expos and trade shows use to guarantee booth traffic.
1. Put the Floor Plan on the Map
The signature move for indoor events, step by step:
In the map editor, open Shapes & Overlays and expand Image overlays.
Upload your floor plan (a clean PNG or JPEG export works best — trim white margins first so the edges are meaningful).
The image drops onto the map with corner handles: drag the middle to move it, the handles to scale and rotate, until the hall's real walls line up with the venue's building footprint underneath. Zoom way in for the final nudge.
Use the overlay's opacity control if you want the base map to ghost through — or keep it opaque for a pure floor-plan look. Pick a Minimal or Blank map style in Display → Map style so nothing competes with the plan.
Now every booth pin you drop lands on the actual floor plan — attendees see the hall layout, not empty streets.
2. Add the Booths
Zoom in and double-click each booth location — the precision is booth-level once the overlay is placed. Or Import your exhibitor spreadsheet and drag pins into position afterward.
Add a Short code field for booth numbers ("A12") and switch on Numbers on markers — the map now reads exactly like the printed floor plan, but searchable.
Set Category to your tracks or zones: "Exhibitors, Sponsors, Food, Sessions, Registration & Info, Restrooms" — each with a marker via Edit marker, and turned on under Filters → Field filters (fan Category out so the zone chips sit across the top).
Turn on the search bar — Filters → Search bar → Show search bar, placeholder "Find a booth or company…". The Search this map mode matches any field, so attendees can type a company name, a booth number, or even a keyword from the exhibitor's description. Leave wider-web suggestions off; nobody at an expo needs them. "Find the booth I need" is the whole product.
Each exhibitor's card carries their description, website, and photos — a mini profile that outlives the badge-scan.
3. Put the Schedule on the Map
Add a Date & time field for sessions, demos, and stage times, and each one shows on its card. For the agenda itself, run a Calendar beside the map — attendees get a proper day-by-day schedule there, while the map answers "which room, which floor." Room-by-room session locations become map pins like everything else.
4. The Expo Passport: Guaranteed Booth Traffic
This is the play that made LAUSD's career expo work — hundreds of attendees visiting booths because the game asked them to:
Go to Passports, pick a template, and under Where should the places people visit come from? choose Use a collection you already have so every booth (or just sponsors) becomes a stop. Under Check-in Rules, turn on Verify check-ins and QR code, then Print → Check-in QR codes for a clean sign per booth with the QR, the booth name, and its typed code as a fallback. (See How People Check In.)
On the Badges tab: "Visited 15 Booths" (Earn when → Visit 15 stops) with a Completion message for the prize-drawing table. Give sponsor booths more Points on their rows — that's a sellable line item in your sponsor deck.
Attendees join via the Sign-up poster QR on their badge or lanyard card, or the Join Code at play.proxi.co (under Registration → Joining) — perfect for a registration desk script.
Afterward, the recap on Participants & Activity ranks every booth by check-ins, straight into your exhibitor wrap-up report: "your booth had 212 verified visits."
Built your experience before September 15, 2026? That one is a legacy experience with different screens, and its participation link starts with map.proxi.co. It keeps working without interruption, and there is nothing you need to migrate. The steps here are for the experience editor; the legacy tester steps are in Testing Your Challenge or Scavenger Hunt Before Launch.
5. The Legacy Program: Send Attendees Downtown
Conferences increasingly want to leave something behind for the host city. Build a second map or passport of local restaurants, coffee shops, and attractions near the venue — attendee free time becomes downtown foot traffic, and your host-city partners get the receipts. It's the same build as the sip-and-stroll guide, pointed at conference-goers.
6. Distribution
QR on badges, lanyard cards, session-room signage, and the registration desk; embed the map in the event website and the know-before-you-go email. Set the Save to home screen details so "add the map to your phone" replaces "download our event app" — and update pins live all week (booth moved? drag it) with every change instantly on every phone.
Worth a read on the Proxi blog: how to build a conference map, embedding a conference agenda on your website, conference legacy program ideas, and two case studies: LAUSD's career expo and Deeper Learning Latin America.