Consultative Exhibit Sales describes a workflow where event management Reserves the exhibitor into the booth, and the exhibitor signs the contract and pays the deposit online.
Deployment
Configurations
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.
Email Templates
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.
#89 - Exhibitor Communication Letter - you may use this template to send your exhibitors the link to online contract.
Financials
Make sure all the Financial Setup steps are complete, including entering your booth rates, setting up Payment Schedule and Cancellation Schedule.
Programming
The deployment team will meet with you and determine specifications for your online contract including but not limited some of these topics:
Pricing Logic
If you are using the Financials Module, you can either create booth space orders at the time of Reservation, or you can have the system 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.
Reserved/Confirmed Logic
When a contract is signed, you may choose to have the booth be Confirmed automatically or left in Reserve status or Confirmed only if a payment is made at the time of signing.
Contacts
You can collect additional contact types during the contract process.
Workflow
Reserve a Booth in Global Admin
Go to Floor plan Management, and use layout to create the booth for the exhibitor (if needed). Use Assignments>Reserve to hold the booth. Follow the processes which you have determined at the time of contract configuration to determine whether an order should be added at this time.
Exhibitor accepts the Online Contract
Direct the exhibitor to the online contract page available in your Content Management. Some clients post this link online, share the URL over the phone, or send the link and instructions via email. Template #89, Exhibitor Communication Letter can be used for this purpose if desired.
Basic Steps
Company Info
Contacts
Booth Choice(s)
Order/Payment Information
Contract, Terms and Conditions
Check to Accept and Submit.
The 2 success emails are sent automatically after the form has been submitted.
Send Booth Space Confirmations
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 .
Reports