Automatically charging for booth space when exhibitors are assigned to a booth is called Booth Validation. Booth validation is performed whenever you assign an exhibitor to a booth or change a booth assignment. You can do this from Exhibition Floor Plan or from the exhibitor. Booth validation only charges the main exhibitor.
You can enable booth validation prior to assigning an exhibitor to a booth in Exhibition Floor Plan. Enabling booth validation in Exhibition Floor Plan means that when an exhibitor is assigned to a booth, a booth order is automatically created (or updated if it already exists) on the floor plan function and any booth charges are applied.
To enable booth validation:
- Click the Events link from the Main Menu. The Events page opens.
- Select the event which needs booth validation.
- Right-click and selected Edit -> Edit. The Edit Event window opens.
- Select the Configuration tab.
- Expand the Details section.
- Select the desired validation options:
- Validate booths based on area - If checked, booth validation is performed based on the booth area. This is the most commonly used booth validation. Example: Exhibitor gets placed in 100 square foot booth and the software adds an area item to the order with a quantity of 100.
- Validate booths based on dimensions - If checked, booth validation is performed based on the booth length and width. Examples of dimension sizes: 10x10, 10x20, 10x30, 10x40, 20x20, etc.
- Validate booths based on number of open sides - If checked, booth validation is performed based on the open sides assigned to the booth. Examples of the number of open sides: 1 - row/inline, 2 - corner, 3 - peninsula, 4 - island
- Click OK.
The option(s) selected in step 6 determine the behavior for the automatic booth space charge. For example, if you validate based on booth area, the Exhibition Floor Plan calculates the total area of the booth and applies a square foot or square meter charge based on any items in your price list marked as booth resources by area.
The process in Exhibition Floor Plan is similar to the below:
- Choose an exhibitor from the Exhibitor list.
- Select a booth on the floor plan.
- Click the Place Exhibitor button.
- Select the correct area charge (if there is more than one area charge). An additional screen displays.
- Select the correct open sides charge (if there is more than one open sides charge).
- Click OK. When you view the exhibitor record in the software, a new service order is created, or updated, with the predefined booth resources.
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