EventPro User Manual

Adding a Single Booth to an Event

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Adding a Single Booth to an Event

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Adding a Single Booth to an Event

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If you will be renting out booths for an event at your facility, such as a trade show or career fair, you can organize and maintain your booths using the optional Booths module.

The first step is to add the booths to the event in the Event Maintenance screen.

1.Find the applicable event in the Event Maintenance screen. Click the Exhibitors tab and select the Booths tab.

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2.Click the New button to the right of the top selection grid.  The Event Booth [New] window will appear.
3.The Event Booth [New] window contains six tabs: Booth, Booth Details, Notes, Promotion Notes, Taxes and Accounts.
Click to Expand/CollapseBooth

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1.Booth:
a.Enter the booth number in the Booth # field.
b.From the Booth Type drop-down list, select a type from the list of booth types you created earlier in your General Lookup Tables (see Chapter 1: Setting Up EventPro, Step 4: General Lookup Tables).  If the booth type you require does not appear, you must return to Setup | General Lookup Tables and add it.
c.Enter a description in the Description field.
2.Dimensions:
a.Enter the booth’s dimension in the Length and Width fields.
b.The Area will automatically calculate from the length and width.
c.These numbers can represent any unit of measurement you require – feet, meters, etc.
3.Options:
a.Under Options, use the checkbox to indicate whether the booth is Billable.
b.If the Billable box is unchecked, the Totals will be zero and the booth will not appear in invoices.
c.Check the Discountable box if you want to allow discounts to be applied to the booth.
4.Charges:
a.Enter the rent in the Booth Charge field.
b.This will be the default charge that will apply to the booth if you do not create any Rate Codes or if none of the Rate Code apply.  See Booth Rate Codes below.
Click to Expand/Collapse textBooth Details

Under this tab, you can add detail items and booth supplies to the booth.  At this point, you are creating a booth that will be available for the event in general, not for any particular exhibitor.  When you later assign booths to specific exhibitors, you can customize detail items and other characteristics according to the requirements of the exhibitor.

1.Click the New button to the right of the selection grid.
2.The Event Booth Details [New] window will appear.
3.There are four tabs in the Event Booth Details [New] window: General, Comments, Taxes and Accounts.

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The Event Booth Detail options are pulled from your Setup Resources inventory.  If the items you need for this booth are not set up in your inventory, you must return to Setup | Resources | Items. To review how you added items to your setup inventory, review the instructions in Chapter 1: Setting Up EventPro, Step 9: Resources.

1.From the Sub-Group drop-down list, select the sub-group that contains the item you need.
2.From the Item Code drop-down list, select the item.
3.If you cannot easily find the item by browsing the drop-down lists, click the Find button.  To review how to search in a Find window, see Introduction: Common Functions, Finding a Record.  Select the relevant item in the selection grid and click OK.
4.After you select an item, the Description, Notes, Supplier, Cost, Options and Price fields will default to those entered for the item in your inventory.  You can change any of these fields if you like.
5.Enter a number in the Order field to indicate where in the list of detail items you want this item to appear.
6.Enter the number of items you need in the Quantity field.

The Comments will default from the text you entered for the item when setting it up in your inventory.  You can make any changes you wish.

Click the Wordprocessor button to create a more sophisticated and detailed document. Review Chapter 12: Communications for more information about how to use the Word Processor.

The Taxes will default to those set up for the item in your inventory, but you can change them if you want.

The Accounts will default to those selected for the item when set up in your inventory, but you can select different accounts from the Income Account, Expense Account and Department drop-down lists, if required.

You created these Accounts and Departments in your General Lookup Tables.
4.When you have added all the information you need for the Booth Detail item, click Save.
5.The details you added to the booth will appear in the selection grid in the Event Booth [New] window.
Click to Expand/Collapse textNotes

Enter any additional information about this booth.
Click to Expand/Collapse textPromotion Notes

Enter any promotional information about this booth.  Click the Wordprocessor button to create a more sophisticated and detailed document. Review Chapter 12: Communications for more information about how to use the Word Processor.
Click to Expand/Collapse textTaxes

Use the checkboxes to choose the Applicable Taxes for the booth.

The taxes that will actually apply when you add the booth to an exhibitor will depend on the Exhibitor Taxes you set above.  Review Chapter 2: Create a Booking, Creating a New Booking: Event Information, Event Taxes.

For example, if you decide that Taxes 2, 3 and 4 apply for an Exhibitor, and Taxes 1, 2 and 3 apply for a Booth, when you assign the Booth to that Exhibitor, Taxes 2 and 3 will actually take effect.

See also Adding Exhibitors to Events: Taxes above.
Click to Expand/Collapse textAccounts

Select the applicable accounts from the Income Account, Expense Account and/or Department drop-down lists, if required.  You created these Accounts and Departments in your General Lookup Tables.
4.When you have entered all the information you need about this booth, click Save.
5.When you are done adding booths, you will return to the Booths tab of the Event Maintenance screen, and your booth(s) will appear in the top selection grid.