EventPro User Manual

Chapter 6: Exhibitors and Booths

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Chapter 6: Exhibitors and Booths

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Chapter 6: Exhibitors and Booths

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An exhibitor is a company that will rent a booth for an event at your facility.  An exhibitor will have a main contact individual with whom you will exchange business information, but the company will also have “exhibitor attendees” – individuals who will attend the event on behalf of the company to operate the company’s booth.

Click to Expand/Collapse textExhibitor Tab Overview

Find the applicable event in the Event Maintenance screen and click the Exhibitors tab.

If the Exhibitors tab does not appear in your Event Maintenance screen, there may be several different explanations:

•The Booths Module is an optional module in EventPro.  If you have not purchased this module, you will not see the related tabs and screens.  If you are interested in previewing or purchasing the Booths Module, please contact your nearest Sales Department.
•You need to have the appropriate User Rights to access Exhibitors.  Check with your supervisor or main user of EventPro to adjust your user rights so that you can view Exhibitors.
•Your System Settings may be set to hide the Exhibitors Tab. Check the General tab of your System Settings to ensure that the Show Exhibitors box is checked under Tab Visibility.

The Exhibitors Tab will open to the View Exhibitors sub-tab specified in your System Settings.  If you want to change the sub-tab it opens to, go to the General tab of System Settings, and  choose an option from the Event Maintenance Exhibitor drop-down list under Default Tabs.

Under the Exhibitors tab, there are several other tabs, all relating to different aspects of Exhibitors: View Exhibitors, Booths, Registrations and Finance.

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Click to Expand/Collapse textView Exhibitors Tabs and Exhibitor Details

There are two sub-tabs under the View Exhibitors tab: Single Exhibitor View and Exhibitor List View.

Single Exhibitor View:  The Exhibitor’s contact information, classification and status appear in the top fields.  Use the horizontal arrows next to the Name field to scroll through the list of Exhibitors.  The bottom section of the screen displays additional information about the Exhibitor under a series of tabs.

Exhibitor List View:  The top selection grid contains a list of Exhibitors, with their status and contact information; scroll to the right to see all of the information.  The lower grid displays information about the exhibitor highlighted in the upper grid, sorted by a series of tabs.

The bottom section of the screen contains these tabs:

1.Communications: To manage the Communications of an Exhibitor, find an Exhibitor in the Single View or select the Exhibitor in the List View.  Click on the Communications tab below.  Use the buttons to the right of the lower selection grid to create, edit, delete, view, filter and print Communications.  To learn more about communications, see Chapter 12: Communications.
2.Actions: To manage the Actions of an Exhibitor, find or select the Exhibitor and click on the Actions tab below.  Use the buttons to the right of the lower selection grid to create, edit, delete, view and print Actions.  To learn more about Actions, see Chapter 11: Actions.
3.Booths: See Booths below in this Overview.
4.Exhibitors Attendees: To manage an exhibitor’s attendees, find or select the Exhibitor and click on the Exhibitor Attendees tab below.  Use the buttons to the right of the lower selection grid to create, edit, delete and view attendees for the selected exhibitor company. See Exhibitor Attendees below in this Chapter.
5.Registration Details: See Registrations below in this Overview.
7.Finance: To manage the Invoices and Payments for an individual Exhibitor, find or select the Exhibitor and click on the Finance tab below.  Use the buttons to the right of the lower selection grid to create, edit, view, void and print Invoices or Payments.  To learn more about invoices and payments for individual exhibitors, see Exhibitor Finance later in this chapter.
Click to Expand/Collapse textBooths

Click the Booths tab to view information about Booths, create new Booths, create Booth Rate Codes, assign Booths to Exhibitors, etc.

See the instructions below, beginning with Adding a Single Booth to an Event.

To manage the booths assigned to a specific Exhibitor, find or select the Exhibitor and click on the Booths tab below, in the bottom section of the screen.
Click to Expand/Collapse textRegistrations

Click on the Registrations tab to view information about Registration Groups, create new Registration Groups, set Registration Rate Codes, etc.

See the instructions below, beginning with Exhibitor Registration.

To manage a specific Exhibitor’s registration groups, find or select the Exhibitor and click on the Registration Details tab below, in the bottom section of the screen.
Click to Expand/Collapse textFinance

The Finance tab displays the invoices and payments for all exhibitors.

For more information, see Review Financial Information for All Exhibitors in the Event below.

To learn how to create multiple exhibitor invoices, see Batch Invoicing for Multiple Exhibitors below.