Assign Booths to Exhibitors

You would have already set up your booths earlier in the setup process. You created booth types in Chapter 2: Setting Up EventPro Planner, Step 5: General Lookup Tables, Booth Types. You then added booths to the event in Chapter 5: Set Up an Event, Exhibitor Setup: Booths.

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Now, you can assign booths to specific event exhibitors.

1.	You can assign booths to exhibitors in two ways:

Click on the Exhibitors tab and the View Exhibitors tab. Find an exhibitor under Single Exhibitor View or click to highlight an exhibitor in the top selection grid of Exhibitor List View.

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. Click the New button to the right of the selection grid.

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Click on the Exhibitors tab and select the Booth Assignments tab immediately below.

Click to highlight the applicable booth in the top selection grid. Click the New button to the right of the bottom 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 from which tab you opened it.

Note that if you are trying to assign a booth to more than one exhibitor at the same time, you need to have the Ignore Conflicts setting checked for the booth in Event Setup. See Chapter 5: Set Up an Event, Exhibitor Setup: Booths, Add a Single Booth or Add Multiple Booths. Look for the Ignore Conflicts checkbox in the Event Booth [Edit] form.

4.	At the top of the Event Exhibitor Booth [New] window, you will fill in the information under the Exhibitor and Booth areas. At the bottom of the window, there are five tabs: Charges, Booth Details, Notes, Taxes and User Fields.

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1.	The Exhibitor may already be defaulted in.

2.	If not, click the ellipsis next to the Exhibitor field to open the Find EXHIBITOR/CONTACT window. To review how to search in a Find window, see Chapter 1: Overview, Common Functions: Find a Record.

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1.	The Booth # may already be defaulted in. If not, select a booth number from the Booth # drop-down list. These are the booths you created earlier for this event in Event Setup.

2.	Type in a Fascia Name for the booth, if you want something other than the default.

3.	The Booked Date field will default to the current date, but you can change this date by clicking on the drop-down calendar.

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. A booth could potentially be assigned to more than one exhibitor over the course of a multi-day event, or even to more than one exhibitor at the same time.

5.	The Dimensions will default to the dimensions you defined when creating the booth in Event Setup and cannot be altered.

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To record these booth costs in the budget, select a budget item from the Budget drop-down list. Budget items are set up in Chapter 5: Set Up an Event, Budget Setup. If you have a monthly budget set up, you can choose the applicable month from the Period drop-down list. If you have multiple budgets, select the applicable budget from the Allocate To drop-down list.

2.	From the Bill To drop-down list, choose to whom this booth will be billed: Attendee, Exhibitor or Not Billable.

3.	The Booth Charge will default to the price entered when the booth was created for the event in Event Setup. You can, however, enter a new booth price for this exhibitor.

The Booth Details will default to those entered when the booth was created in Event Setup, but you can change them for an assigned booth.

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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. If you want to preserve the changes to the booth when switching the assignment to another exhibitor, you will need to select the correct options in the Changing Booth dialog; see Edit, View and Delete Assigned Booths. Also, the booth changes will not appear under the Exhibitor Setup | Booths tab of the Event Setup window (where the booths appear as they were originally created for the event).

1.	To add a Booth Detail, select the Booth Details tab and click the New button to the right.

2.	The Event Exhibitor Booth Detail [New] window opens.

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3.	Select the item category from the Category drop-down list. The categories and items you can select from were set up earlier in Chapter 5: Set Up an Event, Organization Setup: Resources.

Select an Item by clicking the ellipsis next to the field. The Lookup window opens. Select an item, or create a new item by clicking the New button. To review how to create a new resource item, see Chapter 5: Set Up an Event, Organization Setup: Resources, Add Resource Categories and Items. When you have selected or created the item you want in the Lookup window, click OK to return to the Event Exhibitor Booth Detail [New] window.

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5.	Back in the Event Exhibitor Booth Detail [New] window, enter the Quantity of item you require.

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6.	Under the Resources tab, enter the Charges information for the item.

If you want to include this booth detail item in the budget, select a budget item select a budget item from the Budget drop-down list. Budget items are set up in Chapter 5: Set Up an Event, Budget Setup. If you have a monthly budget set up, you can choose the applicable month from the Period drop-down list. If you have multiple budgets, select the applicable budget from the Allocate To drop-down list.

b.	Choose who you want to bill for the booth detail from the Bill-To drop down list.

c.	The Charge will default in, but you can change it, if required.

7.	Under the Notes tab, type in any additional notes needed for this booth detail.

8.	Under the Taxes tab, select the Applicable Taxes.

9.	Under the User Fields tab, enter the applicable information in the user fields you may have created for exhibitor booth requirements. For more information about user-defined fields, see Chapter 17: User Fields.

10.	When you have entered the information you need for the Booth Detail item, click Save to return to the Event Exhibitor Booth [New] window.

The notes will default to those entered when the booth was created for the event. You can change or add notes as required.

The Applicable Taxes will default to those selected when the booth was added to Event Setup, if those taxes are also applicable to the Exhibitor.

You can change the taxes here, if you like. Remember that the changes to the booth will only apply for this exhibitor booth assignment. If you want to preserve the changes to the booth when switching the assignment to another exhibitor, you will need to select the correct options in the Changing Booth dialog; see Edit, View and Delete Assigned Booths. Also, the booth changes will not appear back under the Exhibitor Setup | Booths tab of the Event Setup window (where the booths appear as they were originally created for the event).

If you have defined any user fields for Exhibitor Booths, they will appear under this tab, and you can fill them out as applicable.

To learn how to create user fields, refer to Chapter 17: User Fields.

4.	When you have entered all the information you need in the Event Exhibitor Booth [New] window, click Save.

You may or may not be able to assign the booth to more than one exhibitor at the same time. It depends on the "Ignore Conflicts" setting you chose for the booth in Event Setup. To review how you set up a booth in Event Setup, see Chapter 5: Set Up an Event, Exhibitor Setup: Booths, Add a Single Booth or Add Multiple Booths. Look for the Ignore Conflicts checkbox in the Event Booth [Edit] form.

a.	If you have the Ignore Conflicts checkbox selected, you can assign more than one exhibitor to the booth at the same time.

If the Ignore Conflicts checkbox is not checked in the Event Booth [Edit] form you will now receive a Warning dialog 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. If you want to assign the booth to two exhibitors at once, edit the booth in Event Setup and check the Ignore Conflicts checkbox.

Help URL: http://www.yourdomain.com/help/index.html?assign_booths_to_exhibitors_chapter_11.htm

Assign Booths to Exhibitors						Assign_Booths_to_Exhibitors_Chapter_11
Assign Booths to Exhibitors