When multiple partnering events are happening at the same location at the same time, different methods can be used to track each event's information.
Everything in 1 event
- Use GL Codes and Specific Item Names to report the financials and budgets separately
- Use maps, sub-expo and/or custom fields to differentiate the events online but maintain a full exhibitor list.
- Use markings or maps to show the areas of the floor plan.
Two separate events
- Financials and reporting are separated so nothing additional is needed here.
- Replicate the floor plan in both events but do not assign exhibitors in Event A to the Event A section within Event B.
- Instead, delete those booths and use a clickable marking to indicate the attendees should click to see the floor plan details for Event A. When clicked the floor plan for Event A would load and the section that is Event A would have assigned exhibitor and a clickable marking would be in Event B’s portion of the floor plan with a link that would take the attendee back to Event B’s floor plan.
- Use button like graphics on the exhibitor list to encourage viewing of the exhibitors in the alternate event.
Two separate events with micro sites
- Financials and reporting are separate
- Host a full website with branding that is inclusive for both events.
- Keep the styling on the A2Z side simple - either a masthead graphic for the specific events or upload an inclusive masthead graphic.
- On the main website, set up the navigation with links to the separate exhibitor lists, floor plans, etc and call them out in each sub-navigation.
- If desired, also add clickable markings, banners or buttons on the pages and floor plan to allow moving between the two events.
PROS AND CONS
To make the right choice, take the following considerations into account
- Business Needs
- Reporting, both financial and directory information such as exhibitor counts, directory, product categories, etc.
- The business needs may outweigh usability concerns, as those can be overcome with proper navigation, messaging and links.
- Attendee/Exhibitor Usability
- Additional fields such as custom fields, tags (sub-expo, etc) and naming can be used to separate the reporting and meet the business needs.
- Attendee/Exhibitor Usability may outweigh any possible extra reporting work or steps that might be required.