EventPro User Manual

Assigning Booths to Exhibitors

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Assigning Booths to Exhibitors

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Assigning Booths to Exhibitors

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1.You can assign booths to exhibitors in two ways, either from the View Exhibitors tab or the Booths tab.  Choose which tab you will use.
hmtoggle_arrow1From the View Exhibitors Tab
1.Click on the Exhibitors tab and select the View Exhibitors tab.
2.Find an exhibitor under Single Exhibitor View or click to highlight an exhibitor in the top selection grid of Exhibitor List View.
3.Click the Booths tab in the bottom half of the screen.  The booth(s) you assigned to the exhibitor (if any) will appear in the selection grid.
4.Click the New button to the right of the booths selection grid.

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hmtoggle_arrow1From the Booths Tab
1.Click on the Exhibitors tab and click the Booths tab.
2.Click on the applicable booth in the top selection grid.
3.If you cannot find the specific booth you want, click the Find button to the right.
a.The Find window opens.
b.Click on the column header under which you want to search, and type the keyword in the Search For field.  The arrow will move to highlight the first entry that matches your search.
c.To view all of the booths, check the View All checkbox.  You can then sort the booths by clicking on the column header by which you want to sort the list (e.g. by Booth #, Description, etc.)
d.After you have selected the booth you want, click OK.  The booth will be selected in the Booths selection grid.
4.Click the New button to the right of the bottom selection grid.

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2.If there are booths available, the Event Exhibitor Booth [New] window will appear.  It will be essentially the same regardless of which tab you opened it under, except that if you started  in the Booths tab, you will have to select the relevant exhibitor, and if you are in the View Exhibitors tab, you will have to select the relevant booth.
3.There are five tabs in the Event Exhibitor Booth [New] window: Booth, Booth Details, Notes, Taxes and Accounts.
hmtoggle_arrow1Booth

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1.Exhibitor:
a.If you started from the View Exhibitors tab, the exhibitor will already be selected.
b.If you started from the Booths tab, choose an Exhibitor by clicking the ellipsis to the right of the Exhibitor field.  Select the exhibitor from the Find Exhibitor/Contact window and click OK.
2.Booth:
a.If you started from the Booths tab, the booth number will already be selected.
b.If you started from the View Exhibitors tab, choose a booth by clicking the ellipsis to the right of the Booth # field.  Select the booth from the Find Booth window and click OK.
c.Type in a Fascia Name for the booth.  When you assign booths from the Booths tab, above, the Fascia Name will default to the name of the exhibitor company, but you can use any name you like.
d.The Date Booked field will default to the current date, but you can change this date by clicking on the drop-down calendar.
e.A booth could potentially be assigned to more than one exhibitor over the course of a multi-day event.  From the Booked From and To drop-down calendars, choose the dates this booth will be assigned to the exhibitor.  The Booked To field will default to the same month as the Booked From field.
3.Dimensions: The Dimensions will default to the dimensions you defined when creating the booth and cannot be altered.
4.Options: The Billable and Discountable checkboxes will default to the options you chose when creating the booth for the event, but you can change them for this exhibitor.
5.Price:
a.The Price will default to the applicable Rate Code, or if none apply, the default price entered when the booth was created for the event.
b.You can select a rate code from the drop-down list or click the Find Correct Rate button to find the rate with the applicable criteria. Review Booth Rate Codes and Chapter 1: Setting Up EventPro, Step 7: Rate Codes, Exhibitor Booth Rate Codes.
c.You can also enter an entirely new booth price for this exhibitor.
6.Enter a Discount, if applicable and if the Rate Code allows you to.
hmtoggle_arrow1Booth Details

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The Item Details will default to those entered when the booth was created for the event, but you can change them for an assigned booth.

When you add and change details for a booth assigned to a particular exhibitor, those changes will only apply as long as the booth is assigned to that exhibitor.  The changes will not be preserved if you assign the booth to a different exhibitor, and the changes will not appear under the Booths tab (where the booths appear as they were originally created for the event).

To add, edit, view or delete Booth Details, refer to Adding a Single Booth to an Event: Booth Details and Editing, Viewing and Deleting Booths above.
hmtoggle_arrow1Notes

The notes will default to those entered when the booth was created for the event.  You will not be able to change these notes here.
hmtoggle_arrow1Taxes

The taxes will default to those selected when the booth was created for the event, but you can change them if you like.
hmtoggle_arrow1Accounts

The accounts will default to those selected when the booth was created for the event, but you can change them if you like.
4.Click Save.
5.If you try to save an assigned booth, the Warning dialog will inform you that the booth is assigned to another company.  Click OK.  Change the Booth or Date and click Save again, or cancel this booth assignment, delete the booth from the other exhibitor, and return here to add the booth again.