Online Booth Reservation & Sales describes a workflow where the exhibitor selects the booth online, with the optional step of event management approval of their selection.
Please update the following:
Terms and Conditions
The terms and conditions section is controlled by Message Management. You can set it up to display your complete Terms and Conditions, a link to a PDF of your terms and conditions, or both.
There are 2 emails that will be sent automatically, after a contract has been signed
#47 - Online Booth Reservation - This can be used to send the exhibitor their next steps, including how to pay online, and update their profile. This email can be turned off in Event Configuration if you do not want to use this option.
#77 - Contract Information - this will be retained for your record as well as sent to the exhibitor. T&Cs are often added to this email.
The deployment team will meet with you and determine specifications for your online contract including but not limited some of these topics:
If you are using the Financials Module, the system will need to create booth space orders based on the booth size and other attributes. Additionally you can choose to authorize a credit card, or collect a payment via credit card at the time of application.
When a contract is signed, you may choose one of the following options
- Booths should be Reserved, so that event management can approve each booth request
- Booths should be Confirmed/Assigned, so that no review is needed
- Booths are Confirmed/Assigned if a deposit payment is made at the time of signing, but Reserved if the exhibitor opted to pay online.
Should exhibitors be permitted to merge booths together during the contract process, or must they choose from pre-configured options?
You can collect additional contact types during the contract process.
Exhibitor Selects Booth
The link or links for online contract will be available for you in your Content Management feature. You can add this page to your event site navigation, email the link to prospective exhibitors, an/d/or post the link on your main website.
Edit Company Info
Select Booth Choice
Read Terms and Conditions
Check to Accept and Submit.
There 2 emails that will sent automatically after the form has been submitted.
If you are having the exhibitor reserve space, you will need to confirm the reservation in Global Admin.
To Confirm, go to the Floor plan, choose Assignments, and then choose Confirm. Select the booth you want to confirm, add or associate an existing order and/or premium (if applicable) and then click submit.
Send Confirmation Letter
Once booth space is assigned to a company, they can be sent a confirmation letter. The content of the letter is configured in Template #30. These letters can be printed or emailed from either the company record Booths tab or from the Exhibitor Confirmation Letter email report - Read this article for more information [https://a2zevents.zendesk.com/hc/en-us/articles/205885709]