Booth Space Application is the online contract workflow where an exhibitor completes a form and event management determines where to place them.
The Booth Space Application can be configured to cover a wide range of scenarios.
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 an application has been submitted. Additionally, there is a template for printing the application from the top of the application form.
- #78 - Application Information - emailed to the exhibitor with information they entered into the application.
- #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.
- #65 - Printable Application - appears on the application screen for exhibitors' review.
The deployment team will meet with you and determine specifications for your application including but not limited some of these topics:
If you are using the Financials Module, you can have the system create booth space orders based on the booth size and configuration requested. Additionally you can choose to authorize a credit card, or collect a payment via credit card at the time of application.
In order to be available for approval, an application must be in Reviewed status. It is possible to configure one of the following choices:
- Always Submitted - this will require manual review of each application before placing the exhibitor
- Always Reviewed - this makes applications ready to approve without additional steps
- Reviewed with online payment, Submitted if invoicing later - the default option, which only marks the applications Reviewed if a deposit has been received, but allows a manual review process to be contingent on the payment coming later.
You can collect additional contact types on the application form.
Number of Booth Choices
You can allow the exhibitor to select up to 8 different booth space locations, or as few as 1
You can allow your exhibitors to submit companies that they would like to be close to (Partners) or far away from (Competitors).
Prospective Exhibitor fills out Application online
Your a2z deployment team will create the page in your event site for your Booth Space Application [BSA] based on your application process (see Configurable Options below). This link will be available for you in your Content Management module. You can add this page to your event site navigation, email the link to prospective exhibitors, and/or post the link on your main website.
- Company Info
- Booth Choice(s)
- Order/Payment Information
- Contract, Terms and Conditions
- Check to Accept and Submit.
Review the Applications in Global Admin
In order to assign booths, applications must be in Reviewed status.
To manually review applications - go to the company record, and select the Applications tab on the left navigation. Click the Application ID for the application that you want to review, and then select Reviewed from the application status drop down. Then save the application.
To print out all of the application information to review, you can use the Application Proof Report (Template #64) or the Application Report.
Assign Booths based on Application
On the floor plan management screen, use the Assignments>Assign feature to assign booth spaces. You will need to select the Booth and Company, and then choose the right application from the application drop down. If you are using financials you will need to either select an existing booth space order, or create a new one.
If you are using the Partner and Competitor options, then when you assign or reserve a booth the partner/competitor companies will be highlighted - red for competitor and blue for partner.
You can also use the Reserve option to hold booth spaces with out an application, then when you Confirm the booth space, you can associate the application.
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 .