Exhibit Management Overview

Exhibit Shows as a feature is an extension of our Meetings and Shows application. Associations host many types of events including but not limited to webinars, panel discussions, conferences, and exhibit shows. With the exhibit shows feature associations will now be able to facilitate events to allow organizations to display their products and services to prospective customers.

App Level Configuration

To turn on Exhibit Show for an event, the feature must be selected when creating the event or post creation in the event details section.

For proper functioning of Exhibit Shows you’ll have to setup:

Booth Types: These are the different types of configurable booths available for purchase based on size, shape, location, etc

Contact Types: These are configurable types of contacts exclusive to Exhibit Shows

Forms: Similar to what is used in other parts of the system, these forms are used to collect information from exhibitors

Booth Types

Go to the Meetings and Shows App
Select Setup from the left-handed menu
Expand the Exhibitors menu
Select Booth Types
Select Create Exhibitor Booth Type
Enter the name for the Exhibitor booth type
Enter the ID for the booth type

The system will automatically input an ID based on the name. This will need to be changed if there is another booth with the same ID

Enter the Square Footage for the booth type
Click Save Changes

Contact Types

Access the Meetings and Shows App
Select Setup from the left-handed menu
Select the Exhibitors submenu
Select Contact Types
Select Create Exhibitor Contact Type
Enter the name for the Exhibitor booth type
Enter the ID for the contact type

The system will automatically input an ID based on the name. This will need to be changed if there is another contact with the same ID

Select Save Changes

Forms

Access the Meetings and Shows App
Select Setup from the left-handed menu
Select the Exhibitors submenu
Select Forms
Select Create Exhibitor Registration Form
Select to either Start from an empty form and birth your own creation or click the dropdown menu and start from the Default template in the system
Select Create Form
On the right, you can add a component

The component to pay attention to is Field Group which allows you to add built-in and custom fields not native to the form

On the left, you can add different pages to the form workflow
Select Save to complete the form

Priority Points

Access the Meetings and Shows App
Select Setup from the left-handed menu
Select the Exhibitors submenu
Select Priority Point Types
Select Create Priority Point Type
Enter the name for the Exhibitor booth type
Enter the ID for the contact type

The system will automatically input an ID based on the name. This will need to be changed if there is another contact with the same ID

Select Save Changes

Event Level Configuration

Access your event in the Meetings and Shows application
Select Setup in the left-handed menu
If the Exhibitors feature is enabled skip to step 4. If the Exhibitor Show feature has not been enabled do the following:

Select Event Details
Scroll down to the “Which features should be available for this event? (you can change this later)” section
Select the Exhibitors & Booths feature
Select Save Changes
Select Setup

Select the Exhibitors Submenu
Select Settings
The setting hold all the financial rules when comes to purchasing booths and managing your books
The first block section is the Character limit organizations will have to describe their booth and themselves

This block is also where you can set the rules on the contacts of an organization that have the ability to register and manage exhibitor information

The second block is where we set the rules and restrictions for limits on the contacts or persons an organization can have based on the size of the booth purchased and the number of priority points
Select Save Changes

Floors

Select Floors
- On this page, you will be able to name the show floor (eg Main, Lobby, Cafe), provide instructions or descriptions, and upload a layout or design of the show
- Select Create Show Floor
- Select Save Changes

Fees

Select Fees
Select Create Booth Fee
Enter the abbreviated name of the fee
- - The name and ID of the fee will be based on the abbreviated name by default.
Enter in a price
Add additional prices for currencies and member benefits
All the other fields are standard fields in relation to products throughout the system
Select Save Changes

Booths

Select Booths
- You can create booth one-off booths and multiple booths in succession respectively

Note the Create Booth button and Create Multiple Booths button

Select Create Booth
- Enter ID if the default is not applicable
- This will let the system and customers know which booths are available for purchase
  - For this Status you will need to include the Organization for which the booth is being held and the expiration date of the hold should it apply
  - For this status, you will need to tie the booth to an exhibitor
  - Available: The Booth is available for purchase
  - On Hold: An Organization is in the process of purchasing the booth.
  - Reserved: An organization has purchased the booth
Enter the Booth Number
Enter Booth Name
Enter the Status of the booth
Enter the booth Type, the Floor level/location, and Fee applicable for the booth
Enter a general booth description if necessary
Select Save Changes
Select Create Multiple Booths
- Enter the number of booths you want to create
- Enter the Starting Number for the first booth
- Enter the booth type, floor/level, and fee that will be applied to all booths created in this process
- Enter the general description of these booths
- Select Generate Booths
- All proceeding booths will be created chronologically

Add-On Products

Select Add-On Products
Select Create Add On Product
Enter the abbreviated name of the fee
The name and ID of the fee will be based on the abbreviated name by default. This can be changed if needed or if so desired
Enter in a price
Feel free to add additional prices for currencies and member benefits. All the other fields are standard fields in relation to products throughout the system
Select Save Changes
Select Processes
Select Create Exhibitor Registration Process
Enter the Process Name
The ID will be based on the name of the process
Select the Registration Form exhibitors will see when purchasing booths
Enter the date range the exhibitors will have to purchase the booth
Select whether exhibitors will be able to purchase and select the booth of their choice now or if they will have to select the precise booth at a later date
If the exhibitor is selecting a booth type you will have to add the booth types and their applicable fees available for purchase
Enter the time exhibitors will have from the time they select their booth or booth type to when they complete their purchase
Once the booth or type is selected it will be placed on hold so two customers can’t have it in their cart. Once the time runs out the booth will be released to the general public for selection and purchase
Priority Point Restrictions allows you to create accessibility to a limited group of people based on the number of points accumulated
The rest of the page are standard configurations seen throughout the system
Select Save Changes

Assigning Priority Points

Access the Meeting and Shows Applications
Access the Organization record
Select the Priority Points Tab
Select the Assign Priority Points button
Enter the Points Type, Date, Number of Points, and Reason
Select Save Changes

Purchasing an Exhibit Show Booth

Console

Access the Meetings and Shows Application
Access the event with the Exhibit Show
Select Exhibitors from the left-handed menu
Select the Process Exhibitor Registration button
Select the Organization for which the registration is being created
Select the Organization Contact to manage the exhibitor
Select Start Exhibitor Registration
Select the booth purchase process if prompted

This page will only populate if multiple processes are created

Select Next
Select the booth(s) for this exhibitor

The reserved booths will be greyed out and unable to be selected

Select any applicable add-ons
Upload an Exhibitor logo

Add any description if necessary

Select Next
Enter the Payment Details

Booth Purchase - Notice the countdown for the hold for the selected booth(s) within this order
Once the countdown hits zero, the page will be refreshed and the booth previously selected will no longer be held to be purchased.

Select Next
Review the Order
Select Process Order
Select Continue once the order has been processed successfully
This will take you to the Exhibitor 360

On this page, you can manually Assign booths via the Booths tab or by Editing the record

Purchasing a Booth Type

Access the Meetings and Shows Application
Access the event with the Exhibit Show
Select Exhibitors from the left-handed menu
Select the Process Exhibitor Registration button
Select the Organization for which the registration is being created
Select the Organization Contact to manage the exhibitor
Select Start Exhibitor Registration
The following steps may differ depending on the configuration
Select to Purchase a Booth Type
This page will only populate if multiple processes are created
Select Next
Select the booth type(s) for this exhibitor and the desired quantity
Select any applicable add-ons
Upload an Exhibitor logo - the system will pre-populate with the organization's logo
Add any description if necessary
Select Next
Enter the Payment Details

Notice there is not a countdown for the hold for the selected booth types(s) within this order

Select Next
Review the Order
Select Process Order
Select Continue once the order has been processed successfully
This will take you to the Exhibitor 360

Portal

Log into the Portal
Select the Browse Events
Select the Event that has the Exhibit show enabled
- The following steps may differ depending on the configuration
Select the Exhibitor dropdown Menu
Select the Exhibitor Service Center
On this page, you will be able to purchase a booth, update the exhibitor information, manage the exhibitor contacts, and view information on any booths purchased for the event
Select the Purchase Booth button
Select Next
Select the booth(s) or booth type
The reserved booths will be greyed out and unable to be selected
Select any applicable add-ons
Upload an Exhibitor logo
Add any description if necessary
Select Next
Enter the Payment Details
Select Next
Review the Order
Select Process Order
Select Continue once the order has been processed successfully
Notice the countdown for the hold for the selected booth(s) within this order
Once the countdown hits zero, the page will be refreshed and the booth previously selected will no longer be held to be purchased.

Booth Contacts

Select Manage Exhibitor Contacts
On this page, you will see the contact type restrictions based on the rules previously set
Select the Contact Type
Once the Contact Type limit has been reached the option will no longer
Select the Contact from the Organization Contact list
Should the contact not be in the system you will be able to add a contact not yet connected to the organization and they will be in the system
Select Save Changes

Note: When the contact has a registration to the event, they cannot be modified once added. If the contact does not have a registration to the event, you will have the choice to remove them from the contacts list.