Confirmation Letters are used to send a letter to Companies that have been assigned a booth on the floor plan.
Set up template
Go to Events > Event Settings > Template Management and select template 30 ConfirmLetter.
Then update the Confirmation Letter using the WYSIWYG tools. (View Article here)
Note-if you are allowing companies to pay on the public site, be sure to include a link to the payment screen.
Send One Confirmation Letter at a time
Go to the company record, choose the Booth tab
Select Assign Letter Now you can either email or print the Confirmation Letter.
You have the option to add a bcc when you email out the Confirmation Letter. This can be helpful in keeping a copy of the documentation so that you can reference the date it was sent and resend directly from your email program.
You may also click "Mark as Sent" to mark the exhibitor as having received their confirmation letter without sending it.
Send Multiple Confirmation Letters
Go to Reports > Printing & Email > Exhibitor Confirmation Letters,
Select Event - verify the event is correct
Select Mail - choose between All, Sent or Not Sent based on status of having received Confirmation Letter in the current booth
Date Assign - date of booth assignment
Sort by - allows sorting displayed list of recepients by Company Name, Email, Date Assigned
Email Type - allows changing between Live mode to send the emails to exhibitors and Test mode to send a test to oneself.
Test Email - available if Email Type is set to test, to specify test email address.
TO Hierarchy - allows modifying the choice of contact type the email is sent to. (The default values are configured in the email template.)
CC Hierarchy- allows modifying the additional of contact type the email is also sent to. (The default values are configured in the email template.)
Select the criteria, then click Go. You can choose to send yourself a test first, see the “test mode” section below to implement this.
Verify that the companies that you want to send to are selected, and click Email or Print at the bottom.
You can put the system in Test mode by selecting Test in the Email Type field. In this mode, you can send yourself an email to see what it will look like when the exhibitor receives it. Be sure to only select one record from the list if using this mode so that you don’t receive all of the emails.
Update the Confirmation Letter
Floorplan Management – Layout