Step 2 - Setting Up Booths for the Exhibitor Application
Booths are an optional component of the Exhibitor Application that allow exhibitors to reserve a booth during the application process. For Event Administrators, implementing booth selection can significantly streamline booth allocation and overall management.
Please note, Booth Area does not need to be implemented if you wish to make Booth Selection free. This is just the standard method of implementing costs to reserve a booth without needing to rely on workarounds or implementing the price within the product directly.
Contents
What is Booth Area?
In order to make use of booth selection, it is important to understand how Booth Area works.
Booth Area is best thought of as an internal currency that facilitates booth selection. Exhibitors receive Booth Area through product purchases. To reserve a booth, they must purchase enough products to meet the Booth Area requirement of their desired booth. Event Administrators can configure both the Booth Area required for each booth and the amount granted per product purchase directly within the Event Dashboard.
Booth Area Example
For example, a Premium Booth may have a Booth Area of 300 whereas a Standard Booth may have a Booth Area of 100. To reserve a booth, exhibitors must purchase products that collectively provide enough Booth Area to meet the requirement of their selected booth.
If an exhibitor attempts to reserve a booth with insufficient Booth Area, they will receive an error message indicating as such.
Creating Booths for the Interactive Floor Plan
Booths can be created in the Event Dashboard by navigating to Exhibitors > Booths and selecting Create.
- Under the Code field, enter a name for the booth
- Under the Area field, enter the Booth Area required to reserve this booth
- Under the Product Affiliation field, enter any products that will be assigned to the exhibitor if this booth is selected
- Please note, this field is only relevant if Show Booth Selection Before Product Purchase is enabled.
- Under the Product Requirement field, enter any products the exhibitor must checkout with upon selecting the booth
- Exhibitors will be unable to complete checkout unless they purchase both the required product and the booth simultaneously.
- Under the Reserved Exhibitor field, select an exhibitor to reserve the booth for until the time period specified under Reserved Exhibitor Expiry Date
- Under the Reserved Exhibitor Expiry Date field, enter the date the exhibitor has until to reserve the booth
- After this date has been reached, any exhibitor can reserve the booth.
- Select Save Changes
Bulk Uploading Booths
Multiple booths can be created simultaneously in the Event Dashboard with our bulk uploading feature.
- From the Event Dashboard, navigate to Exhibitors > Booths
- Select the Upload button
- Select Download Template
The Staff Members template will now be downloaded onto your device.
- Open the Staff Members template file
- Fill out the information outlined in the Headings in the Staff Members Upload Template step below
- Save the document as a CSV file
- From the Event Dashboard, navigate to Exhibitors > Booths
- Select the Upload button
- Select the Drag and drop some files here, or click to select files button
- Select Submit
Headings in the Booth Upload Template
| code | This field is only necessary when editing an existing booth. The booth code can be found by selecting the download icon next to the upload button. Leave blank if you wish to create new booths. |
|---|---|
| booth_code | Enter the name of the booth under this column. |
| area | The amount of area required for an exhibitor to select this booth during the Exhibitor Application process. |
| products | Enter the product code to be automatically assigned to an exhibitor upon reservation. Separate multiple products with commas. |
| products_required | Enter the required product(s) an exhibitor will need to reserve this booth. Exhibitors will only need to have at least one product to meet the requirement. Separate multiple products with commas. |
| reserved_exhibitor | Enter the exhibitor code to reserve the booth for that exhibitor until the Exhibitor Expiry Date is reached. The exhibitor code can be downloaded by selecting the download icon under Exhibitors > Exhibitors. |
| reserved_exhibitor_expiry | Enter the date this reservation will expire on if not reserved by the exhibitor by then. |
Conclusion
Booth selection is a powerful, optional feature of the Exhibitor Application that gives organizers greater control over booth allocation and enhances the exhibitor experience. By configuring Booth Area and associating it with product purchases, Event Administrators can ensure a seamless and organized booth reservation process. Creating booths to be used in the Interactive Floor Plan and enforcing product requirements adds further structure and efficiency.