Feedback on: EventPro User Manual - Adding Exhibitors to EventsCH6_Adding_Exhibitors_to_EventsChapter 6: Exhibitors and Booths > Adding Exhibitors to Events /Dear EventPro Documentation Department,
Adding Exhibitors to Events
Here, you will enter the information of the exhibitor company only. Later, under “Exhibitor Attendees” you will add the names of the individuals who will run the exhibitor’s booth.
1.
Find the applicable event in the Event Maintenance screen. Click the Exhibitors tab and select the View Exhibitors tab.
2.
Click the New button in the upper section of either the Single Exhibitor View or the Exhibitor List View sub-tab.
3.
The Exhibitor [New]window will appear.
4.
The Exhibitor [New] window has several tabs: General, Classification, Billing Information, Taxes, Notes and User Fields.
Status: Choose a Status from the drop-down list. You would have set these up earlier under Chapter 1: Setting Up EventPro, Step 2: Status Codes, Attendee.
b.
Sales Rep: If applicable, choose a Sales Rep from the drop-down list of users at your facility.
c.
Changed: You will not be able to edit this field, but it will record when the status of this exhibitor last changed.
2.
Company and Contact:
a.
Click the ellipsis next to the Company Name field to bring up the Find COMPANY/CONTACTwindow. To review how to search in a Find window, see Introduction: Common Functions, Finding a Record. Click to highlight the relevant company and click OK.
b.
If the Exhibitor has not yet been entered in your Company/Contact database, click the New button in the bottom left corner of the Find COMPANY/CONTACT window. The Company [New] window appears. To review how to set up a new company, see Chapter 1: Setting Up EventPro, Step 6: Company/Contact, Entering a New Company.
c.
The default contact for the company you selected above will appear in the Contact field. If you want to switch to a different contact in the company, click the ellipsis next to the Contact field. To review how to search in a Find window, see Introduction: Common Functions, Finding a Record. Click to highlight the relevant contact and click OK .
d.
If the contact has not yet been entered in your Company/Contact database, click the New button in the bottom left corner of the Find COMPANY/CONTACT window. The Company Contact [New] window appears. To review how to set up a new contact, see Chapter 1: Setting Up EventPro, Step 6: Company/Contact, Entering a New Contact.
If any product categories have been assigned to this Exhibitor, you can use the checkboxes to indicate which product categories are relevant for this event. If you already chose product categories for this company when you set it up in your Company/Contact database, they will be pre-selected here, but you can choose other categories if you wish.
b.
You would have set up your Product Categories earlier in your General Lookup Tables (see Chapter 1: Setting Up EventPro, Step 4: General Lookup Tables), and you would have assigned product categories to companies when setting up companies in your database (see Chapter 1: Setting Up EventPro, Step 6: Company/Contact, Entering a New Contact: Classification).
2.
Do Not Contact By:
a.
If you do not want to be able to contact this exhibitor by certain communication methods, select the checkboxes next to the communication methods you do not want to use for this exhibitor. You set up these communication methods earlier in Step 4: General Lookup Tables, Communication Methods. Remember to check the Do Not Contact By settings for the exhibitor company's contacts, as well, if you do not want anyone in the company to receive communications by certain methods
b.
This is primarily relevant for email communications. For example, if you attempt to send an email to a recipient you have marked to not contact by email, you will receive a Confirm dialog warning you that the email recipient chose not to receive communications of this type. Click Yes to continue and send the email anyway, or click No to stop the sending process.
If you later add a Registration Group or Booth to the Exhibitor, remember that the Exhibitor Taxes will determine which of the registration group or booth’s applicable taxes apply. For example, if you decide that Taxes 2, 3 and 4 apply for an Exhibitor, and Taxes 1, 2 and 3 apply for Registrations, when you add the Registration to that Exhibitor, Taxes 2 and 3 will actually take effect.
Review Chapter 2: Create a Booking, Creating a New Booking: Event Information, Event Taxes to see how Registration and Booth Default Taxes are set.
If you have defined any user fields, they will appear under this tab, and you can fill them out as applicable.
To review how to create user fields, refer to Chapter 14: User Fields. If you want your user fields to appear in this tab, ensure that you created them under Setup | User Fields | Event Exhibitor.
5.
When you have entered all the information you need for this exhibitor, click Save. If you want to update the company in the company/contact database with any changes you have made here, click Save & Update Company.
6.
If you are in the Single Exhibitor View sub-tab, the new exhibitor’s information will appear at the top, and if you are in the Exhibitor List View sub-tab, the new exhibitor will be highlighted in the selection grid by a red arrow in the left column.
