Once the exhibitors have their booths, they need to let you know who is working the booth. This is called Exhibitor Registration.
Typically the number of people who work the booth is based on the booth size. You can configure rules in Exhibitor Registration to control how many people an exhibitor can register to work their booth based on their booth size.
To configure exhibitor registration:
- Click the Events link from the Main Menu. The Events page opens.
- Select the event for the exhibitor registration.
- Right-click and select Tools -> Registration Setup. The Registration Setup window opens.
- Select the Exhibitor Registration tab.
- Select what the rules apply to from the Rule Applies To drop-down:
- Specific Booth - Calculates the number of badges based on a single booth.
- All Booths Linked To The Account - Calculates the number of badges for each booth, then sums the number of badges together for a total number of badges. For example, if you create rules for two (2) free badges at 100 sq ft and four (4) free badges at 200 sq ft, the exhibitor receives six (6) total badges if the exhibitor orders a 100 sq ft booth and a 200 sq ft booth.
- The Combined Area Of All Booths Linked To The Order Account - Calculates the number of badges based on the total booth area of all booth for the order account. For example, if you create rules for two (2) free badges with 100 sq ft, four (4) free badges with 200 sq ft, and ten (10) free badges with 300 sq ft, the exhibitor receives ten (10) total badges if the exhibitor orders a 100 sq ft booth and a 200sq ft booth.
- Expand the Exhibitor Registration Rules section.
- Click the Add button. The Add Exhibitor Registration Rule window opens.
- Enter the necessary information:
- Booth Size From - Start of the booth size range to qualify for free registrations.
- Booth Size To - End of the booth size range to qualify for free registrations.
- Free Registrant Type - Registrant type for the free registrations.
- Free Quantity - Total number of free registrations.
- Click OK to save and close the screen, or click Save and Add New to save the rule and add another rule.
- Select the Registration Form Setup tab.
- Expand the Appearance section.
- Select the form template for the public registration site from the Form Template drop-down. Click the Edit Form Template link to create a copy of the template and make changes to the copy. See Registration Form Templates Overview for more information.
- See Configuring Online Registration for information about additional registration fields.
- Click OK.
Exhibitors can then log into Exhibitor Registration to manage their floor staff. If you do not use the Exhibitor Portal, you can send a link to your exhibitors to register their floor staff. See Custom Registration Web Links for more information.
If you use the Exhibitor Portal, exhibitors can log into the Exhibitor Portal and access a task to manage their Exhibitor Registrations. Exhibitor Registration only works with the Exhibitor Portal if there is a single booth assigned to the exhibitor. If there are multiple booths on an order, you can still add a task for Exhibitor Registration in the Exhibitor Portal but it does not auto log in the exhibitor. The exhibitor must manually log into the Exhibitor Portal.
Exhibitors must have their booth number and confirmation/order number to log in. Once they enter the booth number and confirmation number, the booth rules display along with anyone who has registered. Additionally, you can print badges for the exhibitor staff using the Badge Report.
Exhibitor Badges
You can create badges for your exhibitors using badge template(s). After you create the badge template, you must link it to each exhibitor registrant type on the event.
- Click the Events link from the Main Menu. The Events page opens.
- Select the event with the exhibitor registrant type(s) for the badges.
- Right-click and select Tools -> Registration Setup. The Edit Registration Setup window opens.
- Select the Exhibitor Registration tab.
- Expand the Exhibitor Registrant Types section.
- Select the exhibitor registrant type to assign the badge template.
- Right-click and select Edit. The Edit Event Registrant Type window opens.
- Select the badge template for the registrant type from the Exhibitor Badge drop-down.
- Click OK.
- Repeat steps 6 - 9 for each exhibitor registrant type that needs a badge template assigned.
Comments
34 comments
This is exactly what we were waiting for. Thank you
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If the exhibitor is added in the Backoffice, how do they get an confirmation number?
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Hi Sherri, the confirmation number is their service order number.
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By adding an Exhibitor Registration Backoffice, where and how can we link this to the booth/ booth rules?
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How do you add their booth number. Do they have to be added as an Exhibitor first and then create the service order? What if you created the service order first? Is there any way to then add/create the booth number?
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@Jessica To add the booth number, you will need a service order and add the booth number to the service order. The service order can be created before and you can later assign the booth number. You will be able to see an Add Assignment hyperlink within the service order if these two conditions exist: the Add assignment field is visible in your theme and the function you are adding the service order to has the function class Assignment. The booth can be either added or assigned if it exists.
@Elizabeth: Rules are created within the Registration Setup window. There is a section for Exhibitor Registration, rules are created there. You will be able to copy an Exhibitor Registration hyperlink from there.
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how do you set it up if a company bought multiple 10x10 booths and gets 4 badges per 10x10 booth?
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@Jamie, within exhibitor registration rules there are three main options on how to apply the rules: based on the specific booth, all booths linked to the account and the combined area of all booths linked to the order account. In your case you should use the second one: all booths linked to the account. In this case Ungerboeck will check all booths where the service order account linked to the exhibitor service order and will apply the rule appropriately. Hope this helps, you can contact Professional Services if you have any further questions on this topic.
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I understand this module could work for restaurant bookings whereby the booth assignment is a table. Would anyone be keen to share their process on how this works?
UBS do you support the use of this module in this way?
Missy Ivan - Brisbance Racing Club - Brisbane - Australia
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I know there is an small number of customers using assignment for table assignments, obviously that was not the intention of this feature. I really not sure how they are handling this, but you can ask in the community forum to see if you can get more help.
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I know that I can preview the Registrant web registration site but can this also be done for the Exhibitor site? I'd like to be able to walk through the site to see what the Exhibitor will see once I have configured the Exhibitor Form Template.
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Bryals,
At this time preview functionality is only on the regular public registration site. If you wish, submit an enhancement request to make it available for the Exhibitor Reg side.
Thanks,
Carrie
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How can Exhibitors be registered in back-office? Unlike Web Registration which walks through the web registration site, I'm not finding an easy way to register Exhibitors in back-office. Is the 'Add Exhibitor Registration Order' window my only option?
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Bryals, it would be helpful to see your set up in this matter. Danilo will discuss it with you today on your conference call.
Thank you,
Carrie
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Our session with Danilo isn't scheduled until Friday. I have attached a screenshot of the Exhibitor Reg Order window. this seems like the logical place to add an Exhibitor Reg Order but for some reason, I'm not able to select a Reg Type from the dropdown (It is a required field). I have also attached a screenshot of the Exhibitor Reg Setup tab for your information. Thanks in advance.
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Hello Bryals, thanks for your question.
In order to facilitate adding exhibitor registration orders I highly recommend setup the layout of this window in the way showed in the screenshot. You will be able to see the workflow, first you will type the service order number and then you will select the booth number. This will allow the system to show the registrant type(s) linked to the rule based on the booth size. Hope this clarify your question.
Danilo
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Is it possible to append the booth number and order number to the Exhibitor Reg link to prevent the exhibitor from having to enter that information to access the Exhibitor Service Center?
I know that this can be done for the regular attendee registration URL but I'd like to do the same for my Exhibitors. Please advise.
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Hello Bryan,
It is possible, the parameters you need to use are ConfNbr that gives you the service order search linked to the service order and BoothNbr that gives you the booth number. In the majority of the cases the service order search is the same service order number.
Thanks,
Danilo
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So, for our purposes, we would need to copy the Exhibitor Registration URL, and add &ConfNbr=##### to the end, where the ##### = the Order Number. For example, if the Order Number is 12345, the addition to the URL would be written as: &ConfNbr=12345?
This will allow our Exhibitors to bypass the login window and be pointed directly to the correct Exhibitor Account?
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Yes, but only if you also add the account code in the URL, this will allow you to overpass the login page. If you use an email template you can create the link and send those emails from the service order window, if I'm not wrong.
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Just to confirm, we would need to add the following to the Exhibitor Registration URL:
&AccountCode=*AcctCode&ConfNbr=*Order Number&BoothNbr=*Booth Number
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I'm not sure if it is AcctCode or AccountCode for the parameter description. Everything else looks good to me.
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How do you delete a Exhibitor Registrant Type?
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How do you define or remove the custom order items?
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You remove custom order items from the form template. You can remove the merchandise ordering section altogether, or you can edit the section and remove specific items by using the 'Select' link next to the Merchandise label.
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You can add and delete Exhibitor Registrant Types from the Exhibitor Registration Rule. The types can be linked to a specific rule.
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I can register the very first person that entered a service order then I can't register anyone else in the Add Exhibitor Registration because the Reg. Type is blank. Please HELP. This was due yesterday.
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Do you have rules for that specific booth size?
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rules are 1-999999. Each booth is entered as 9x5 in the service order
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