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Exhibitor

Overview

An Exhibitor is a customer who rents out space at an exhibit show to display their products and services. Only Organizations within netFORUM can purchase booths at an exhibit show and be listed as an exhibitor.

Adding Records

Adding an Exhibitor

You can add an exhibitor from the Exhibit Show Profile page using the Add Exhibitor icon, or from the exhibitor child form (Exhibitor child form tab).

To Add an Exhibitor, complete the following steps:

1. Go to the Exhibit Show Profile.
2. On the Exhibit Show Profile page, click the add exhibitor - wizard icon. This will launch the Exhibitor Wizard.
3. Begin typing the name of the exhibitor in the name field. If a match is found it will be displayed in the fly-out menu. If no match is found, continue entering the name. A record will be created for a new exhibitor.
4. Enter the name as it should appear in the directory in the directory name field.
5. Expand the address drop-down menu and select the desired address for this exhibitor.

   If no addresses are present, or a new address is needed, click the Add icon. This will open the Add - Address pop-up window. Complete the address information for this exhibitor and click the Save button.

Select the exhibitor using the organization name lookup button. Information for the exhibitor automatically populates (name, directory name, address, contact information, billing information, and primary contact information).

Important! If you receive the following error, go to the DefaultExhibitorRoleKey topic for more information.
No default relationship type key has been assigned in system option 
<DefaultExhibitorRoleKey>. Please assign a valid relationship type key.

To enter contract confirmation information:

1. Enter a send date.
2. Enter a contract received date.
3. Enter a confirm sent date.
4. Select contract status (approved, pending, rejected).

To select a primary contact person:

1. Type part of the contact person's last name in the name field and click the lookup button.
2. Enter address information.

   Under Ordering Information:

   • Click the booths icon to add a booth.
   • Click the shared booth icon to add a shared booth.
   • Click the booth pref icon to add a booth preference.
   • Click the booth personnel icon to add booth personnel.
   • Click the comp prod icon to add booth complementary products.
   • Click the sponsor icon to add an exhibit sponsor.

Finding Records

Viewing the Exhibitor Booth Wait List

You can view the exhibitor booth wait list from the Exhibitor Profile page.

Note: To be able to add an exhibitor to a booth wait list, the wait list check box on the Add Exhibit Show page must be selected.

To view a list of booths on the exhibitor's wait list:

1. Go to the Exhibitor Profile.
2. Select the Exhibitor Booths child form tab.
3. A list of exhibitors waiting for a booth shows on the wait list child form.

Viewing a List of Canceled Booths

You can view a list of canceled purchased booths from the Exhibitor Profile page, canceled purchased booths child form.

To view the list of canceled booths:

1. Go to the Exhibitor Profile.
2. On the Exhibitor Profile page, select the Exhibitor Booths tab.
3. The booths that have been canceled show on the canceled purchased booths child form.

Viewing a List of Canceled Shared Booths

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

To view the list of canceled shared booths:

1. Go to the Exhibitor Profile.
2. On the Exhibitor Profile page, click the Exhibitor Booths tab.
3. The shared booths that have been canceled show on the canceled shared booths child form.

Viewing Exhibitor Invoice Information

The exhibitor invoice information on the Exhibitor Profile shows the exhibitor's invoice number, date, type, batch, and whether or not the invoice batch is closed.

To view exhibitor invoice information:

1. Go to the Exhibitor Profile.
2. On the Exhibitor Profile page, select the Exhibitor Booths tab, if it is not already selected.
3. On the exhibitor invoice child form, click the folder icon. The exhibitor invoice details display.

   Note: To go to the Invoice Profile, on the exhibitor invoices child form, click the goto arrow.

Managing Records

Exhibitor Profile

The Exhibitor Profile page shows the exhibitor's name and contact information, contract sent date, contract received date, contract status, confirmation date, cancellation date, number of priority points earned, whether or not exhibitor attended the show, number of complimentary registrations, and whether or not the exhibitor is on the wait list.

The Exhibitor Profile child forms allow you to add or view additional related information:

Exhibitor Booths 

(View) exhibitor's booths (booth code, category, priority points earned, whether the booth is shared, whether the booth has been canceled), exhibitor booth invoice information (invoice number, invoice date, invoice type, batch number, and whether or not the batch is closed), wait list (name of exhibitor, booth type, booth number, and exhibitor's booth number preference).

Exhibitor Personnel 

(View) booth personnel (name, personnel type, booth type, booth category, booth number, registered or not). (Add) contacts (name and role).

Specialty Products 

(Add) exhibitor's specialty products (product name, product type).

Priority Point Details 

(View) priority points (priority point type, number of points earned, booth name, booth type, booth category).

Competitors 

(Add) exhibitor's competitors (name and city of competitor).

Documents 

(Add) exhibitor's documents (document name, document type)

Navigating to the Exhibitor Profile

To go to an Exhibitor Profile:

1. Go to the Exhibits module.
2. On the group items bar, expand the Exhibitor Management menu and select Find Exhibitor.
3. On the Find Exhibitor page, enter search criteria and click Go.

   Note: You can use a wild card (%) in the Exhibitor Name field to view a list of all exhibitors.

4. The Exhibitor Profile displays.

Actions Bar

The exhibitor management icon on the Exhibitor Profile page gives you the ability to add a booth (add priority points, complimentary booth personnel, share a booth, select booth number, view other booths purchased), add a shared booth (owned by, booth product, booth type, booth category, booth number), add a booth preference (number and rank), add booth personnel, add a complementary product (product name, booth name, booth price), and add an exhibit sponsor (sponsor name, sponsor type, contact information, sponsor fee, sponsor contacts).

The add payment icon on the Exhibitor Profile page gives you the ability to enter exhibitor payment information.

Note: The information in this online help document is for example only. Page content, child forms, tabs, links, and data fields may vary.

Adding a Booth

From the Exhibits Show Profile, you can add an exhibitor booth from the Exhibitor Profile.

Note: To be able to add an exhibitor to a booth wait list, the wait list check box on the Add - Exhibit Show page must be selected.

To Add a Booth from the Exhibitor Profile:

1. Go to the Exhibitor Profile.
2. On the Exhibitor Profile page, click the Exhibit Management icon. The Exhibit and Order Information page displays.
3. Select the desired booth type or booth category and click the Add Booth button.
   • If the booth is available, the booth will be reserved and the booth invoice information will be added to the Exhibitor Profile.
   • If the booth is not available for this show, the message Current selection not available will display.
   • If the booth is not available and there is no wait list option, the message Selection not available, please make another selection will display.

   • If the booth is not available and the wait list is an option, the message Selection not available. To add to waiting list, check here displays and the wait list check box displays. At this point, you can either add the exhibitor’s name to the booth wait list or select another booth.

To add an exhibitor to the booth wait list:

1. Select the wait list check box.
2. Click the Add Booth button again to be added to the booth wait list.

Adding a Shared Booth

A booth may be shared by more than one exhibitor as long as the booth has the share? booth flag checked. You can add a shared booth from the Exhibitor Profile.

Note: The booth-sharing feature does not extend to financials in netFORUM; booth sharing is purely for informational purposes.

To add a shared booth:

1. Go to the Exhibitor Profile.
2. On the Exhibitor Profile page, click the Exhibit Management icon. The Exhibit and Order Information page displays.
3. Click the shared booths icon. The Add Shared Booth window displays.
4. Select the exhibitor who is the booth owner.
5. Select the exhibitor who wants to share the booth.
6. Click Save. The booths that are shared show on the shared booths child form.

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. You can add a booth number preference from the Exhibitor Profile, booth number preference child form.

To add a booth number preference from the Exhibitor Profile:

1. Go to the Exhibitor Profile.
2. On the Exhibitor Profile page, click the Exhibit Management icon. The Exhibit and Order Information page displays.
3. Click the booth preference icon. The add booth number window displays.
4. Select a booth number.
5. Click Save. A list of exhibitor's booth number preferences displays on the booth number preferences child form.

Adding Booth Personnel

Booth personnel are the people who work in the booths at an exhibit show. You can add booth personnel from the Exhibitor Profile.

To add booth personnel:

1. Go to the Exhibitor Profile.
2. On the Exhibitor Profile page, click the Exhibit Management icon. The Exhibit and Order Information page displays.
3. 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.
4. Select the name of the booth personnel using the name lookup button.
5. Select the address, phone number, fax, and URL.
6. Click Save.

Adding a Booth Complement

A booth complement is an extra service or item that is added to the standard booth setup.  You can add booth complements from the Exhibit Show Profile page.

Examples of booth complements: internet connection, electrical outlet, carpeting

To add a booth complement:

1. Go to the Exhibitor Profile.
2. On the Exhibitor Profile page, click the Exhibit Management icon. The Exhibit and Order Information page displays.
3. Click the booth complement icon. The exhibitor booth information page displays.
4. Select a booth complement from the booth complements drop-down list.
5. Click the add booth complement button. The information is added to the booth invoice details.
6. Click Save.

Adding an Exhibit Sponsor

An Exhibit Sponsor is an organization or individual who agrees to pay a fee to sponsor an exhibit in return for advertising.

To add an exhibit sponsor from the Exhibitor Profile:

1. Go to the Exhibitor Profile.
2. On the Exhibitor Profile page, click the Exhibit Management icon. The Exhibit and Order Information page displays.
3. Click the sponsor icon. The exhibit sponsor page displays.
4. To enter the sponsor's name, enter the first few letters of the sponsor's name and click the lookup button.
5. Select a sponsor type.
6. Enter contact information: address, phone, fax, e-mail, URL, and any additional notes.
7. Enter sponsor information as it should appear in the exhibit directory.
8. Enter a contract received date.
9. Select a contract status.
10. The sponsor fee automatically populates.
11. 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.
12. Select an invoice batch.
13. Select an invoice type.
14. Enter the purchase order number.
15. Select the invoice terms.
16. Click Save.

Adding an Exhibit Specialty Product

Specialty Products are the products exhibitors are selling or giving away for free. You can add an exhibit specialty product from the Exhibitors Profile, specialty product child form.

To add an exhibitor product type:

1. Go to the Exhibitor Profile.
2. On the Exhibitor Profile page, click the Specialty Products child form tab. The Add Exhibitor Product window displays.
3. Click the exhibitor product type add button.
4. Enter a product type.
5. Enter a product description.
6. Click Save. The product type is added to the exhibitor product type drop-down list.

To add a specialty product:

1. At the Add Exhibitor Product window, enter a product name.
2. Select an exhibitor product type.
3. Enter a product description.
4. In the html description text box, enter the product description and format the text: font, font size, and color.
5. Click Save.

Adding Exhibit Competitors

Exhibit competitors are organizations with similar products and services. Exhibitors with competitive products may want their booths located away from each other. You can track competitors by adding exhibit competitors from the Exhibitor Profile, competitors child form.

To add a competitor:

1. Go to the Exhibitor Profile.
2. On the Exhibitor Profile page, click the competitors child form tab.
3. On the competitors child form, click add. The Add Competitors page displays.
4. Select the related organization name of competitor) using the lookup button.
5. Enter the city.
6. Click Save.

Adding an Exhibitors Document

Exhibitors may have documents, such as exhibitor advertising material, that can be uploaded to a website and made available to the public. You can add exhibitor documents from the Exhibitor Profile, documents child form.

To add an exhibitor document:

1. Go to the Exhibitor Profile.
2. On the Exhibitor Profile, click the Documents tab.
3. On the documents child form, click add. The Add Exhibitor Document page displays.
4. Select a document type.
5. Enter a document code.
6. Enter a document summary.
7. Enter a document description.
8. Enter a URL (location) for the document, if there is one.
9. To locate the document file, click the Browse button.
10. Enter a display name for the document.
11. Click Save.

Transferring a Booth

Exhibitors who have purchased booths for a show, can transfer the cost of the initial booth purchase to another booth purchase.

To transfer a booth, complete the following steps:

1. Open the Exhibitor Profile for the exhibitor whose booth(s) you wish to transfer.
2. Click the Transfer button.

   This will launch the Exhibitor Transfer Wizard pop-up window.

3. Click the cancel checkbox next to the booth you wish to transfer in the Products Purchased section of the Exhibitor Transfer Wizard.
4. Click the Next button.
5. Select the type of product you will be transferring the booth fee to from the list of choices at the top of the Exhibitor Transfer Wizard.
6. Complete the steps necessary to purchase the new product for the exhibit. These steps will vary by product type and will not be described here.
7. On the payment page, you will notice that the cost of your initial booth purchse has been applied to the balance due. You will only need to pay for any remaining balance.
8. Click the Transfer Now button.

   The booth transfer will complete and the Exhibitor Profile will update accordingly.

   In addition, the invoice for the booth purchase is updated with the new information and a credit is automatically created and processed.

Related Functionality

• Assigning Organizations Booth Numbers

Technical Information

The exhibit is stored in the table ex_exhibitor table with the prefix exh.