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Exhibit Planning

Overview

Once you have set-up your exhibit drop-down menus, you can begin planning it by creating and adding your Exhibit Show. Then, from your Exhibit Show profile you may set-up the following:

Adding an Exhibit Show

To add an Exhibit Show:

  1. Go to the Exhibits module.
  2. Mouse over the Exhibit Planning tab.
  3. Click the Add Exhibit group item link.

    This will open the Add - Exhibit Show page. It is on this page where you will enter the basic information about your exhibit.

    Note: You may also select the Exhibit Shows link from the Overview Menu and then Add Exhibit in the Actions left navigation bar to open the Add - Exhibit Show page.

    The Add - Exhibit Show page has three required fields needed to create an exhibit (as noted by the bold font field names.) These fields are:

  4. Enter the exhibit code in the exhibit code field. The exhibit code is the short name or other identifier for the exhibit.
  5. Select the booth fee type (e.g., booth type or square footage) from the booth type drop-down menu.
  6. Enter the exhibit name in the exhibit name field. The exhibit name is the full name of the exhibit and will be seen by the users of eWeb.

    While those are the only required fields, there are several other fields available on the Add - Exhibit Show page.

  7. If this exhibit is tied to a larger event (such as a tradeshow for a larger conference), select the desired event from the event name drop-down menu. Note that the event must be created and active in order to appear in this drop-down menu.

    8. Note: The exhibit must be tied to an event in order to provide a location for the exhibit.

Add Exhibit Dates and Times:

Exhibit dates are initially taken from the Event that the exhibit is associated with in the event drop-down (if applicable.) However, you may override these dates, or select unique dates for the exhibit if desired.

  1. Enter the exhibit start and end date in the start time and end time fields.
  2. Enter the exhibit start and end times in the start date and end date fields.
  3. Enter the normal exhibit registration cut-off date in the cut-off date field.
  4. Enter the exhibit pre-registration cut-off date in the pre-registration cutoff field.
  5. Enter the early exhibit registration cut-off date in the early cutoff field.
  6. Enter the late exhibit registration cut-off date in the late cutoff field.
  7. Enter the date to post the exhibit to the eWeb site in the post to web date field.
  8. Enter the date to remove the exhibit from the eWeb site in the remove from web date field.
  9. Expand the time zone drop-down menu and select the time zone where the exhibit will occur.

Enter the Exhibit Show URL

If the new exhibit has a Web page you wish to promote, you can enter the exhibit URL in the exhibit url field.

Enter Priority Point Information

  1. Enter the duration of priority points calculation in the priority points calculation duration field if applicable.
  2. Select the Priority Point Group from the priority point group drop-down menu.

Enter the Exhibit Description

The Exhibit Description allows you to create a short description outlining the highlights of the upcoming exhibit. This description will be used on the eWeb site and in any other HTML displays for this exhibit (such as HTML email.)

The Exhibit Description field has three displays available:

The instructions below will use the Normal view for the Exhibit Description field.

  1. Enter the description for the exhibit in the Exhibit Description field. By default, the Normal view for this field is selected.

    As you enter your description, you will be able to use the various formatting options available to you in the Exhibit Description field.

  2. To format the text, left click and highlight the text to be formatted.
  3. Once the text is highlighted, you can apply the desired formatting to that text.

    Some of the more common formatting items are the:

    In addition to these common text formatting options, you will notice many of the same types of formatting options you have available in common text editing applications.

  4. If you wish to create a version of your Exhibit Description that does not contain HTML tags to be available for those who only view plain text documents (such as email), copy and paste the text from the HTML field (where you just entered your description) into the plain text field located below. You may need to format the text slightly by adjusting line breaks, lists, etc. However, remember, you will not have any HTML formatting available to you in the plain text field.

If you wish to view the text editor in full screen mode, click the Full Screen button located near the top-left corner of the Exhibit Description field.

If you would like to see the HTML tags associated with you Exhibit Description, or you wish to modify the HTML tags, click the HTML icon located below the HTML text field.

Saving the Exhibit

Once you have completed all of the fields needed for your new exhibit, you must save the changes to create the exhibit record in the database.

To create the exhibit record and save your entry, click the Save button located at the bottom of the Add Exhibit window.

Exhibit Location

The exhibit location is the hotel, conference center, or other location of the event where the exhibit show will be set up.

Note: When you add an exhibit, you must associate the exhibit with an event in order to be able to assign a location for the exhibit.

Viewing the Exhibit Show Location

  1. Go to the Exhibit Show Profile.
  2. On the Exhibit Show Profile page, mouse over the More tab (if the Location child form is not displayed.)

    This will expand a fly-out menu.

  3. Click the Location option on the fly-out menu.

    This will open the Location child form.

    Click the down arrow on the Location child form.

    This will display the current location associated with the exhibit. This location is pulled in from the event that the exhibit is associated with.

Modifying the Exhibit Show Location

If you wish to change the Exhibit Show location you can do so by either selecting a location that has already been entered into netFORUM, or by adding a new location.

Adding an Existing Location to the Exhibit Show

You may wish to have multiple locations for the Exhibit Show. To add additional locations to the Exhibit Show Profile, complete the following steps:

  1. On the location child form, click add icon.

    This will launch the Add Location pop-up window.

  2. Expand the Location drop-down menu.

    This menu contains all of the locations currently available within .

  3. Select the location you wish to add from the location drop-down menu.
  4. If this will be the primary location for this exhibit, click the primary? checkbox.
  5. Click the Save button.

    The Location child form will update and the newly selected location will now be added to the list of existing locations (if applicable).

Adding a New Exhibit Show Location

If the location you wish to add to the Exhibit Show is not present in the location drop-down menu, you have the option to add a new location from the Add - Events Location pop-up window.

To add a new location, complete the following steps:

  1. On the location child form, click add icon.

    This will launch the Add Location pop-up window.

  2. Next to the location drop-down list, click add icon.

    The Add Location pop-up window displays.

  3. The location must already exist in the organization database. Enter the first few letters of the organization (hotel, conference center, etc.) and click the lookup button to enter the name of the location in the location field.
  4. Enter a location code.
  5. Select a location type. (If the location does not exist in the drop-down list, click add.)
  6. Select an address. (Click add to add a new address.)
  7. Select a phone number. (Click add to add a new phone number.)
  8. Select a fax number. (Click add to add a new fax number.)
  9. Select a URL. (Click add to add a new URL.)
  10. Select an e-mail address. (Click add to add a new e-mail address.)
  11. Enter a location description. Enter (copy and paste) the same description into the HTML location description text box.
  12. Click the Save button.

    This will take you back to the Add - Events Location pop-up window where your newly added location will be visible in the location drop-down menu.

  13. Click the Save button to add this new location to your Exhibit Show.

Deleting Locations from an Exhibit Show

To delete locations from your Exhibit Show, complete the following steps:

  1. Locate the location you wish to delete in the Location child form.
  2. Click the delete icon next to the location you wish to delete from your Exhibit Show.

    You will get a confirmation pop-up window asking if you are sure you want to delete the location.

  3. Click the OK button.

    The Location child form will refresh and the deleted location will no longer be associated with your Exhibit Show.

Edit Locations

To edit locations associated to your Exhibit Show, complete the following steps:

  1. Locate the location you wish to edit in the Location child form.
  2. Click the edit icon next to the location you wish to edit.

    This will launch the Edit - Events Location pop-up window.

  3. Click the edit icon next to the location drop-down menu.

    This will open the Edit - Location pop-up window.

  4. Use the appropriate edit icon to make the changes you desire to this location.
  5. Click the Save button on the Edit - Location pop-up window.
  6. Click the Save button on the Edit - Events Location pop-up window.

    Your changes are now saved and associated to your Exhibit Show.

Add Booths to the Exhibit Show Profile

Booth Setup

The Booth Setup section of the Booth Setup tab allows you to add booths and set up pricing structures for your booths.

Entering Booth Information

Prior to adding your Exhibit Show you completed the booth setup process.

  1. Click the add icon located in the booth setup section of the Booth Setup tab.

    This will open the Add - Booth Setup pop-up window.

  2. Add the product code and product name in the product code/name fields.(REQUIRED FIELD)
  3. If desired, you may add a booth number from the booth number drop-down list. If no booth numbers are present, you may click on the Add icon to add booth numbers to your Exhibit Show.
  4. Select the booth type from the booth type drop-down menu. The booths listed in this drop-down menu will be the booths you entered during the booth setup process. If you do not see the booth type you need in this drop-down list, you can click the add icon located next to the booth type drop-down menu to add an additional booth type. (REQUIRED FIELD)
  5. You may set a booth category for this type of booth by selecting a category from the booth category drop-down menu. The booth categories listed in this drop-down menu will be the booths you entered during the booth setup process. If you do not see the booth category you need in this drop-down list, you can click the add icon located next to the booth category drop-down menu to add an additional booth category.
  6. If priority points are offered with this booth, you may enter those in the priority points field.
  7. Enter the number of this type of booth that will be available for this Exhibit Show in the quantity field.
  8. If complimentary (no charge) booth-personnel registration is offered with this type of booth, enter the quantity in the comp. booth personnel quantity field.

    Note: If you add complimentary (no charge) booth-personnel registration here, then the exhibitor organization is able to designate booth personnel through eWeb. If there is a registration fee associated with booth personnel, then the registration must be entered in iWeb by staff members.

  9. Enter the cost for this booth type in the price/rate field. (REQUIRED FIELD)
  10. If applicable, add the number of complimentary registrations for this booth type in the comp. registrations field.
  11. If needed, you may enter the start and end dates for this booth type in the start date and end date fields.

Entering G/L Information

You must also enter the G/L Information for the newly added booth.

  1. Select the appropriate business unit from the business unit drop-down menu. (REQUIRED)
  2. If applicable, select the project from the project drop-down menu.
  3. Select the appropriate accounts receivable account from the list of available choices in the a/r account drop-down menu. (REQUIRED)
  4. Select the appropriate revenue account from the list of available choices in the revenue account drop-down menu. (REQUIRED)
  5. Select the desired liabilty account from the list of available choices in the liability account drop-down menu. (REQUIRED)
  6. Select the appropriate return account from the list of available choices in the return account drop-down menu. (REQUIRED)
  7. Select the desired write-off account from the list of available choices in the write off account drop-down menu. (REQUIRED)

Entering Price Attributes

In order to make a price "eligible" for certain types of customers, you must set the Price Attributes.

Note: If a booth is set up with price attributes and an individual or organization wants to purchase the booth through Centralized Order Entry (accessed from the Individual or Organization Profile), the customer must match one of the attributes set up for the booth or the booth won't show up in Centralized Order Entry.

In the Price Attribute section of the booth setup form, you will see two sets of drop-down menus. The first is for the membership price attribute, the second is for the customer price attribute.

To set the Price Attributes for the membership category, complete the following steps.

  1. Expand the member? drop-down menu located in the membership category and make the appropriate member selection.
  2. Expand the member type drop-down menu located in the membership category and make the appropriate member type selection
  3. Expand the member status drop-down menu located in the membership category and make the appropriate member type selection.
  4. Expand the source code drop-down menu located in the membership category and make the appropriate source code selection.

To set the Price Attributes for the customer category, complete the following steps.

  1. Expand the customer type drop-down menu located in the customer category and make the appropriate selection.
  2. Expand the individual type drop-down menu located in the customer category and make the appropriate selection.

Note: As you make selections in the membership and customer drop-down menus, the choices available in the subsequent drop-down menus will change to choices that are appropriate for the selection you just made.

Only One Price Available

  1. If there is only one price available to everyone, click the default rate - always available checkbox.

Adding Additional Price Attributes

After initially setting up the Price Attributes for a booth during the initial setup process, you may find it necessary to add additional Price Attributes for that booth (or perhaps you didn't include any Price Attributes initially and now have reason to do so.)

To add an additional booth price attribute:

  1. Go to the Exhibit Show Profile.
  2. Click the Booth Setup tab, if it is not already selected.
  3. On the booth setup child form, click the booth product name folder icon. The price code, name of the booth, and the price of the booth displays.
  4. Click the Price Code folder icon. The price attributes display.
  5. To add a price attribute, click on the add exhibits > booth fees > price attributes link. The product price attributes window displays.
  6. The product name automatically displays.
  7. The attribute code automatically displays.
  8. If there is just one price for the booth, select the default rate check box. Otherwise continue with the steps to add price attributes.

    Note: Each of the following fields is optional. You only need to select those that pertain to the Price Attribute you are adding.

  9. Enter a start date and end date for the price, if it is different from the dates that are pulled in from the booth.
  10. Select the source code from the source code drop-down menu.
  11. Select the member category from the member drop-down menu.
  12. Select the member type from the member type drop-down menu.
  13. Select the member status from the member status drop-down menu.
  14. Select the customer type from the customer type drop-down menu.
  15. Select the individual type from the individual type drop-down menu.
  16. Select the committee from the committee drop-down menu.
  17. Select the mailing list from the mailing list drop-down menu.
  18. Click the Save button.

Enabling a Booth for Online Sale

Booths can be made available for purchase on the eWeb site.

To enable a booth for purchase on the eWeb site, complete the following steps:

  1. Open the Exhibit Show Profile page.
  2. Click the Booth Setup tab to display its data.You may have to click the More link to locate the Booth Setup option.
  3. Locate the booth you wish to enable under the Booth Setup tab and click the folder icon to expand the information for that booth.
  4. Click the edit icon (pencil) next to the Price Code line item in the Booth Setup data for the desired booth.

    This will launch the Edit - Exhibit Booth Price form.

  5. Check the show online checkbox located near the center of this form.

    Important! If this checkbox is left unchecked, the booth will not be visible on eWeb

  6. If you wish to send a confirmation for the online booth purchase, you must select a template from the email template drop-down menu.
  7. After selecting the email template to be used for the confirmation message, select the means by which this confirmation will be delivered by selecting the appropriate checkbox in the Send Via portion of the Edit - Exhibit Booth Price pop-up window.
  8. Click the Save button to save your changes.

Taxing an Exhibit Booth Fee

Booth fees may be taxable. After you set up your initial fee, you must edit it and enable the taxable flag check box.

To tax a booth fee upon purchase, complete the following steps:

  1. Open the Exhibit Show Profile page.
  2. Click the Booth Fee Setup tab to display its data.You may have to click the More link to locate the Booth Fee Setup option.
  3. Locate the fee you wish to make taxable and edit that fee.
  4. Click the taxable flag check box to enable it to be taxable when that booth is purchased.

Booth Compliment Fees

The Booth Compliment Fees section of the Booth Setup tab allows you to set up the fees for extra items or services beyond the standard set up, that may be added to the booth.

Some examples of booth compliments are internet connection, furniture, carpeting, etc.

Complements are first set-up in Exhibits Setup and then added to Exhibit Booths on the Booth Complement Fees Child Form.

Adding a Booth Complement

  1. Go to the Exhibit Show Profile.
  2. On the Exhibit Show Profile page, click the Add record: booth complement fees icon located on the Booth Setup Tab.

    The Add Booth Complement Fee window displays.

  3. Enter a product code and name for the Booth Complement in the product code / name fields.
  4. Select the complementary product to be offered from the complementary product drop-down menu. (REQUIRED)
  5. Enter a short description of the complementary product to be offered in the description field.
  6. Enter the start and end dates for the complementary product in the start date and end date fields.
  7. Enter the price for the complementary product in the price field. (REQUIRED)
  8. Click the sell online checkbox if you wish to make this complementary product available for online sale.
  9. Complete the G/L Information.
  10. Click the Save button.

    Exhibitors will now be able to select this Complementary Product to add to their booth for the price you have specified.

Booth Cancellation Fees

Adding a booth cancellation fee creates a product code and price and sets up the gl accounts for the booth cancellation fee. You can add a booth cancellation fee from the Exhibit Show Profile, cancellation fee child form under the Booth Setup tab.

Adding a Booth Cancellation Fee

  1. Go to the Exhibit Show Profile.
  2. On the Exhibit Show Profile page, click the Booth Setup tab, if it is not already selected.
  3. On the cancellation fees child form, click the Add icon.

    The booth cancellation fee window displays.

  4. Enter the product code for the booth cancellation fee in the product code field.
  5. By default, the fee name field will be populated with the name "cancellation fee." You may change this by entering in a new name in the fee name field. (REQUIRED)

    Note: While the fee name field is required, you are not required to edit this field. If the default name is appropriate, you may choose to leave the default name in the fee name field.

  6. Enter a fee description in the description field.
  7. Enter start and end dates for the cancellation fee in the start date and end date fields.

    Cancellation fees can either be a fixed price, or they can be a percentage of the total booth cost. When setting up the cancellation fee, both fields are initially available to you.

    If you include a value greater than zero in the price field, the Add - Booth Cancellation Fee form will refresh and the percentage field will no longer be visible. Likewise, if you include a value greater than zero in the percentage field, the price field will no longer be available once the form refreshes.

  8. Enter the cost of the cancellation fee in either the price field or the percentage field.
  9. Complete the G/L Information section of the Add - Booth Cancellation Fee form . (REQUIRED)
  10. Complete the Price Attribute section of the Add - Booth Cancellation Fee form if needed.
  11. Click the Save button.

    The new booth cancellation fee is displayed on the Exhibit Show Profile page.

Booth Personnel Fees

In addition to booth complementary products, booth personnel may also be made available to exhibitors during an exhibit. Booth personnel may have a fee associated with their time spent in a booth. The fees for booth personnel can be set up in .

Adding a Booth Personnel Fee

To set up a booth personnel fee:
  1. Go to the Exhibit Show Profile.
  2. On the Exhibit Show Profile page, click the Booth Setup tab, if it is not already selected.
  3. On the booth personnel fee child form, click the Add icon.

    The booth personnel fee window displays.

  4. Enter the product code for the booth personnel in the product code field.
  5. Enter the name for the booth personnel fee in the fee name field. (REQUIRED)

    Note: A fee name is required on the Add - Booth Personnel Fee form. You may choose to use the auto-populated fee name or edit this field and rename the booth personnel fee with a custom fee name.

  6. Enter the description for the booth personnel fee in the fee description field.
  7. Enter a the start and end dates for the booth personnel fee in the start date and end date fields.
  8. Enter the price for the booth personnel in the price field.
  9. Complete the G/L Information section of the Add - Booth Cancellation Fee form . (REQUIRED)
  10. Complete the Price Attribute section of the Add - Booth Cancellation Fee form if needed.
  11. Click the Save button.

    The new booth personnel fee is displayed on the Exhibit Show Profile page.

Adding Exhibitors to the Exhibit Show

Once you have added your exhibit and set-up your booths, you may begin adding your exhibitors and assigning booths on the associated tabs and child forms from the Exhibit Show Profile.

Add an Exhibitor from the Exhibit Show Profile

  1. Go to the Exhibit Show Profile.

    You can get to the Exhibit Show Profile by clicking the Save button after setting up your exhibit, or by selecting the exhibit from a list page (such as after searching for the exhibit or listing all available exhibits.)

  2. On the Exhibit Show Profile page click the Add Exhibitor/Share a Booth icon located on the Action Bar.

    The Add Exhibitor pop-up window will display.

  3. Enter the first few letters of the exhibitor's name and click the lookup icon.

    A list of exhibitors matching the criteria you entered (first few letters of the exhibitor name) will display.

  4. Click the name of the exhibitor you wish to add from the list of results returned to you.

    Note: You must make sure the Exhibitor has been added before you can add them to your Exhibit Show. View the topic on Adding an Exhibitor for more information.

Exhibitor Booth Assignment

Once an exhibitor has been added to your exhibit, you must assign them to a booth.

To assign a booth to an exhibitor, complete the following steps:

  1. From the Exhibit Show Profile page, mouse over the More tab located toward the bottom of the page.

    This will open the child form fly-out menu that shows the other child form choices available to you.

  2. Click the Exhibitors link.

    This will display the Exhibitors tab and the associated child forms.

  3. Click the down arrow next to the exhibitors child form to expand the list of exhibitors that have been added to the exhibit thusfar.

    This will expand the list of exhibitors currently added to the exhibit show.

    If no exhibitors are listed, visit the Adding an Exhibitor from the Exhibit Show Profile section of this page to add exhibitors to this exhibit show.

  4. Locate the exhibitor you wish to assign a booth to, and click on the edit arrow next to that exhibitor's name.

    This will take you to that exhibitor's profile page for the current exhibit.

  5. Click the exhibitor management icon.

    This will open the Exhibit and Order Information pop-up window for the chosen exhibitor. This window allows you to set several attributes regarding the exhibitor's booth assignment.

  6. Click the booths icon, located in the Product Selection bar of the Exhibit and Order Information pop-up window.

    This will launch the Add Exhibitor Booths/Add Booths pop-up window.

  7. Enter the search criteria for the booth you wish to assign this exhibitor to.There are three search criteria fields to choose from:
  8. After selecting / entering your search criteria, click the Search button.
  9. From the list of search results, click on the name of the booth you wish to assign to this exhibitor.
  10. Apply priority points in the priority points field if applicable.
  11. Enter the number of booth personnel to be assigned to this booth in the # of comp booth personnel field.
  12. If this booth is to be shared with another exhibitor, click the share? checkbox.
  13. Select the booth number to assign to this booth from the booth number drop-down menu.
  14. If you need/wish to add another booth to this same exhibitor, click the Save & Add Another Booth button.If this is the only booth you need to assign to this exhibitor, click the Save & Finish button.

    Once the booth is saved, you will see the booth listed on the Exhibit and Order Information pop-up window.

  15. Select the batch to use for payment processing from the batch drop-down menu.
  16. Enter a purchase order number (if applicable) in the po number field.
  17. Select the payment type from the type drop-down menu.
  18. The transaction date field will be prepopulated with the date associated from the batch. You may edit this if necessary.
  19. Select the payment method from the payment method drop-down menu.
  20. The payment amount field will auto-populate with the total cost of the booth, however you can modify this to reflect a partial payment if needed.
  21. Click the Save button.

    The Exhibit Show Profile page will refresh and show the newly added booth for the chosen exhibitor.

Finding an Exhibit Show

Finding an Exhibit Show that has been entered into the database is easily accomplished. The Find function is universal throughout and detailed on the Find topic.

Finding Associations within the Exhibits module follows the same format and function. You may search by the following:

The Advanced View checkbox allows you to conduct boolean searches to broaden and narrow your search as needed. If you are uncertain with what you are looking for, use the netFORUM wildcard character, the percent sign (%) to help you with your search.

Managing Records

Navigating to the Exhibit Show Profile

The Exhibit Show Profile is displayed once you have entered a new Exhibit Show into the netFORUM application. If you want to navigate to and view a specific profile page:

Depending upon which Exhibit Show you choose, its Exhibit Show Profile will display.

Exhibit Show Profile

Adding an Exhibit Show creates the Exhibit Show Profile. The Exhibit Show Profile page shows the name of the event host, name and description of the exhibit show, exhibit dates and times, and registration cut-off dates.

Exhibit Planning Profile Actions Bar

The Actions Bar (formerly known as the Customer Service Panel) includes icons that allow you to quickly and easily:

Adding a Square Footage Booth

Adding a square footage booth creates a booth type that is identified by its size in square footage.

You can add a square footage booth based on booth types already created on the Exhibit Show Profile, square footage booths child form under the Booth Setup tab.

To set up a square footage booth:
  1. Go to the Exhibit Show Profile.
  2. On the Exhibit Show Profile page, click the Booth Setup tab, if it is not already selected.
  3. On the square footage booths child form, click the Add icon. The Add - Exhibit Show Booth window displays.
  4. Enter a booth type. Note: If you have not already defined and added your booths for this Exhibit in booth set-up you cannot add square footage booths here.
  5. When you select a booth type, the square footage for it will automatically be calculated for you.
  6. Click Save.
Setting Up Booth Numbers

Booth Numbers allow you to track unassigned booths and booths assigned to exhibitors. You can set up Booth Numbers automatically, with or without a user-defined prefix. You can add booth numbers from the Exhibit Show Profile, booth numbers child form.

Example: If your booth numbers range from 100 to 600, you would enter 100 as the starting number, increment by 1, and enter a quantity of 500.

To Set Up Booth Numbers:

1. Go to the Exhibit Show Profile.

2. Click the add booth numbers icon. The Booth Numbers window displays.

3. Enter the number of booths you want to add.

4. Enter a starting number. (The default is the highest booth number already in existence for this exhibit, plus one.)

5. You can add a prefix or suffix to the booth number, if desired.

6. Enter the number to increment by (the default is 1).

7. Click generate to generate the booth numbers.

8. Click Save.

Booth Assignments Tab

Booth Assignments : Enables you to view assigned booths (exhibitor name, booth type, booth category, assigned booth number, priority points), unassigned booths (exhibitor name, booth type, booth category, priority points), shared booths (exhibitor name, booth type, booth category, assigned booth number), booth wait list (exhibitor name, booth type, booth number), booth numbers (available booth numbers).

Viewing a List of Assigned Booths

You can view a list of assigned booths from the Exhibit Show Profile page, assigned booths child form.

To view the list of assigned booths:

1. Go to the Exhibit Show Profile.

2. On the Exhibit Show Profile page, click the Booth Assignments tab.

3. The booths that are assigned to an individual or company show on the assigned booths child form.

Viewing a List of Unassigned Booths

You can view a list of unassigned booths from the Exhibit Show Profile page, unassigned booths child form.

To view the list of unassigned booths:

1. Go to the Exhibit Show Profile.

2. On the Exhibit Show Profile page, click the Booth Assignments tab.

3. The booths that are unassigned show on the unassigned booths child form.

Viewing a List of Shared Booths

You can view a list of shared booths from the Exhibit Show Profile page, shared booths child form.

To view the list of shared booths:

1. Go to the Exhibit Show Profile.

2. On the Exhibit Show Profile page, click the Booth Assignments tab.

3. The booths that are shared show on the shared booths child form.

Viewing the Booth Wait List

You can view a booth wait list from the Exhibit Show Profile page.

To view a list of exhibitors on a wait list for a booth:

1. Go to the Exhibit Show Profile.

2. Click the Booth Assignments child form tab.

3. A list of exhibitors waiting for a booth shows on the wait list child form

Viewing a List of Booth Numbers

You can view a list of booth numbers from the Exhibit Show Profile page, booth numbers child form.

To view the list of booth numbers:

1. Go to the Exhibit Show Profile.

2. On the Exhibit Show Profile page, click the Booth Assignments tab.

3. The available booth numbers show on the booth numbers child form.

Exhibitors Tab

Exhibitors : Gives you the ability to add exhibitors (name, primary contact, confirmed date, invoice code, order code), canceled exhibitors (name, primary contact, cancellation date, wait list). You may also view canceled exhibitors.

Viewing a List of Exhibitors

You can view a list of the exhibitors who have been assigned to the exhibit show from the Exhibit Show Profile page, exhibitors child form.

To view a list of exhibitors:
  1. Go to the Exhibit Show Profile.
  2. On the Exhibit Show Profile page, click the Exhibitors tab.
  3. The exhibitors are listed on the exhibitors child form.
Viewing a List of Canceled Exhibitors

You can view a list of the exhibitors who have canceled from the Exhibit Show Profile page, canceled exhibitors child form.

To view a list of canceled exhibitors:
  1. Go to the Exhibit Show Profile.
  2. On the Exhibit Show Profile page, click the Exhibitors child form tab.
  3. The canceled exhibitors are listed on the canceled exhibitors child form.

Sponsorship Tab

Sponsorship : (Add) exhibit sponsors and sponsor fees.

Adding and Viewing a List of Exhibit Sponsors

The exhibit sponsors child form enables you to view a list of exhibit sponsors. You must add sponsors before you are able to use this child form to view them.

An exhibit sponsor is an organization or individual who agrees to pay a fee to sponsor an exhibit in return for advertising. You can add exhibit sponsors from the Exhibit Show Profile page.

To add a sponsor:

1. Go to the Exhibit Show Profile.

2. On the Exhibit Show Profile page, click the Sponsorship tab.

3. Add an Exhibit Sponsor Fee-See Below.

4. On the exhibit sponsor child form, click add. The exhibit sponsor page displays.

5. To enter the sponsor's name, enter the first few letters of the sponsor's name and click the lookup button.

6. Select a sponsor type.

7. Enter contact information: address, phone, fax, e-mail, URL, and any additional notes.

8. Enter sponsor information as it should appear in the exhibit directory.

9. Enter a contract received date.

10. Select a contract status.

11. The sponsor fee automatically populates.

12. To send a fax confirmation, select the send fax confirmation check box, or to send an e-mail confirmation, select the send e-mail confirmation check box.

13. Select an invoice batch.

14. Select an invoice type.

15. Enter the purchase order number.

16. Select the invoice terms.

17. Click Save.

Viewing a List of Canceled Sponsors

You can view a list of the exhibitors who have canceled from the Exhibit Show Profile page, canceled exhibitors child form.

To view a list of canceled exhibitors:

1. Go to the Exhibit Show Profile.

2. On the Exhibit Show Profile page, click the Exhibitors child form tab.

3. The canceled exhibitors are listed on the canceled exhibitors child form.

Adding an Exhibit Sponsor Fee

Adding an exhibit sponsor fee creates a product code and price and sets up the G/L Accounts for the exhibit sponsor fee. You can add an exhibit sponsor fee from the Exhibit Show Profile page.

To add an exhibit sponsor fee:

1. Go to the Exhibit Show Profile.

2. On the Exhibit Show Profile page, click the Sponsorship tab.

3. On the exhibit sponsor fee child form, click add. The exhibit sponsor fee page displays.

4. Enter an exhibit sponsor fee product code

5. Enter an exhibit sponsor fee name.

6. Enter a fee description.

7. Enter a price.

8. Select a sponsorship type.

9. Enter start and end dates for the fee.

To set up G/L Account information:

1. Select a business unit.

2. Select an a/r account.

3. Select a revenue account.

4. To split the revenue with another account, select the split revenue check box.

5. Select a liability account.

6. Select a return account.

7. Select a write off account.

To set up product price attributes:

1. For a member rate, select a member type from the member drop-down list.

2. For a customer rate, select a customer type from the customer drop-down list.

3. For a sponsor rate based on source code, select the code from the source code drop-down list.

4. To use a default rate, select the default rate check box.

5. Click Save.

Location Tab

(Add) exhibit location (location and primary contact person)

Adding an Exhibit Location

The exhibit location is the hotel, conference center, or other location of the event where the exhibit show will be set up.

Note: When you add an exhibit, you must associate the exhibit with an event for the location to show on the location child form.

To add an exhibit show location:

1. Go to the Exhibit Show Profile.

2. On the Exhibit Show Profile, click the Location child form tab.

3. On the location child form, click add. The Add Location window displays.

If the location exists in the location drop-down list, to add a location:

1. Select the location from the drop-down list.

2. If this is the primary location for the exhibit, select the primary check box.

3. Click Save.

To add a new location:

1. On the location drop-down list, click add. The Add Location page displays.

2. The location must already exist in the organization database. Enter the first few letters of the organization (hotel, conference center, etc.) and click the lookup button to enter the name of the location in the location field.

3. Enter a location code.

4. Select a location type. (If the location does not exist in the drop-down list, click add.)

5. Select an address. (Click add to add a new address.)

6. Select a phone number. (Click add to add a new phone number.)

7. Select a fax number. (Click add to add a new fax number.)

8. Select a URL. (Click add to add a new URL.)

9. Select an e-mail address. (Click add to add a new e-mail address.)

10. Enter a location description. Enter (copy and paste) the same description into the HTML location description text box.

11. Click Save.

Adding an Exhibit Room

You can add exhibit room information from the Exhibit Show Profile page.

To add an exhibit room:

1. Go to the Exhibit Show Profile.

2. On the Exhibit Show Profile page, click the Location tab.

3. On the location child form, click the folder icon next to the exhibit location.

4. On the rooms grandchild form, click the add room link. The Add Event Location Room window displays.

5. Enter a room name.

6. Select a room type.

7. Enter the room capacity.

8. Enter the room rate.

9. Enter a room description.

10. Click Save.

Viewing Exhibit Room Information

You can view exhibit room information from the Exhibit Show Profile page.

To view exhibit room information:

1. Go to the Exhibit Show Profile.

2. On the Exhibit Show Profile page, click the Location tab.

3. On the location child form, click the folder icon next to the exhibit location. A list of rooms displays with details such as the room capacity and room rate.

4. To go to an individual room record, click the  arrow next to the room.

Priority Points Tab

(Add) priority points (priority point type and associated number of points)

Adding Priority Points by Type for an Exhibit

Priority Points are incentive points that may be awarded to an exhibitor for participation in an exhibit show.

The netFORUM two baseline Priority Point Types include:

You can add a new priority point type from the Exhibit Setup page.

To add priority points:

1. Go to the Exhibit Show Profile.

2. On the Exhibit Show Profile page, click the Priority Points tab.

3. On the priority points child form, click add. The Add Priority Point window displays.

4. Select a priority point type.

5. Enter the number of priority points for this priority point type.

6. Click Save.

Adding Booth Priority Points

You can also add booth priority points from the Exhibit Show Profile page that will specify how many priority points each booth is worth.

To add priority points: for an individual booth:

1. Go to the Exhibit Show Profile.

2. Click the Booth Setup tab, if it is not already selected.

3. On the booth setup child form, click the edit icon next to the appropriate booth. The Edit Product - Exhibit Booth Price window displays.

4. Enter the number of priority points in the priority points field.

5. Click Save.

Note: You can view the priority points from the Exhibitor Profile, priority points child form

Installment Milestones Tab

(Add) exhibit installment milestones (milestone, percentage complete, schedule date)

Adding Exhibit Milestones

Adding a Shared Booth

A booth may be shared by more than one exhibitor.

To add a shared booth from the Exhibit Show Profile:

1. Go to the Exhibit Show Profile.

The Add - Exhibitor window displays.

3. Enter the first few letters of the exhibitor's name and click the lookup button. The basic information for the exhibitor automatically populates.

4. Click the share booth icon. The Add Shared Booth window displays.

5. Select a booth.

6. Enter requested information.

7. Click Save & Finish.

Adding a Booth Number Preference

Booth preference is a request for a specific booth. The opportunity to choose a booth may be based on number of priority points earned.

To add a booth number preference from the Exhibit Show Profile:

1. Go to the Exhibit Show Profile.

2. On the Exhibit Show Profile page, click the Add Exhibitor icon.The Add - Exhibitor window displays.

3. Enter the first few letters of the exhibitor's name and click the Look Up Button . The basic information for the exhibitor automatically populates.

4. Click the booth preference icon. The add booth number window displays.

5. Select a booth number.

6. Click Save.

Adding Booth Personnel

Booth personnel are the people who work in the booths at an exhibit show.

To add booth personnel from the Exhibit Show Profile:

1. Go to the Exhibit Show Profile.

2. On the Exhibit Show Profile page, click the Add Exhibitor icon. The Add Exhibitor window displays.

3. Enter the first few letters of the exhibitor's name and click the lookup button. The basic information for the exhibitor automatically populates.

4. Click the booth personnel icon. The Add Exhibitor Booth Personnel page displays showing the name of the exhibit, the name of the event, and the name of the exhibitor.

5. Select the name of the booth personnel using the name lookup button.

6. Select the address, phone number, fax, and URL.

7. Click Save.

Adding Complementary Registrations

You can add complementary registrations from the Exhibit Show Profile page.

To Add a Complementary Registration:

1. Go to the Exhibit Show Profile.

2. Click the Booth Setup tab, if it is not already selected.

3. On the booth setup child form, click the edit icon next to the appropriate booth. The Edit Product - Exhibit Booth Price window displays.

4. Enter the number of complementary registrations in the complementary registrations field.

5. Click Save.

Deleting an Exhibit Pro Forma Invoice

After deleting an Exhibit Proforma Invoice, exhibitor, sponsorship, additional products, and booth personnel data will be deleted based on what is on the proforma being deleted.

For the steps to delete the proforma invoice, see Deleting a Pro Forma Invoice