A2Z Events offers a self-service platform, which allows you real-time control of your floor plan, content, and client communications. The Public Side and Global Administration sites are delivered with generic templates in place. Below you will find a checklist of the most common points of configuration. We suggest that you review the list below for the areas most applicable to you. This is where you begin to make your show site your own!
Event Configuration
Financial Information
Floorplan Layout
Content Management
Email Communication
Message Management
Sponsorship Setup
event portal
Global Admin Configurations
Event Configuration Settings (Events > Settings > Event Configuration)
The following are common configurations to review and update:
- Event Manager Email - the address that exhibitors will receive emails from
- Masthead URL - the URL visitors will reach when they click on the masthead at the top of the public site.
- Booth Type - if you would like to track types of booths (in-line vs corner vs island etc).
- Financial settings, including gateway configuration - see below.
- UDC Management (within the Feature Configuration section) - if you would like to make notes when exhibitors change their booths and track cancellation reason codes.
- Universal Search UI - enable to activate a feature that searches exhibitors and products from a single search box.
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Analytics - If you would like to track the usage of the website, you may set up a Google Analytics account and add the tracking ID to Event Configuration. Custom Analytics ID field.
Financial information (Financials>Settings)
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Payment Gateway - in your first year, make sure to configure and activate your Payment portal.
- It is common to include event abbreviation (like ABC21) in Payment Gateway Comment1 field in Event Configuration, so that credit card payments are tagged with the correct event.
- Financial Rate Card (Events > Financial > Settings > Financial Setup)
This is where you assign prices to any orders to be placed. The most common items are booth space, premiums (such as corner charges), sponsorships and discounts. Please note that Booth Space rates are per square foot, so the rate entered for a $1000 10x10 booth would be $10, not $1000.
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Payment Schedule (Events > Financial > Settings > Payment Schedule) This table must be complete for generation of Statements and Invoices.
- Cancellation Schedule (Events > Financial > Settings > Cancellation Schedule) If financials are in use, this table must be completed.
- Testing: make sure to add a test transaction to ascertain that the payment portal continues to operate as expected.
Floorplan layout (Events > Floorplan)
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Add any NES or Markings
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Floor features, such as meeting rooms, pavilions, and concessions are relevant to exhibitors when selecting booth space
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Floor features, such as meeting rooms, pavilions, and concessions are relevant to exhibitors when selecting booth space
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Merge booths where necessary
- You may choose to merge booths to create islands before making your show floor public.
Content Management (Events > Content)
- Upload your Masthead Image
- Upload your EventMap Logo
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Menu Navigation
- If no menu items have been added to Content Management, configure them.
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From Content Management you have the option to organize and show the menus in the manner that best suits your users. You can choose the order in which menus are displayed (Main/ Sub Menu Position) and which menus to show on the list (Display Menu). Add informational content pages if desired.
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Welcome Page
- Many clients use this area to welcome attendees and exhibitors and instruct them on how to take advantage of site features.
Emails (Events > Event Settings > Template Management)
To ensure email deliverability please work with your IT team to set up the following SPF record for your domain, which will allow system emails to be sent on your behalf.
spf-a.a2zinc.net
Show Management Addresses
Update Event Configuration with addresses from which the emails will be sent. Be sure to review the best practices to ensure emails from the system are received by your exhibitors: https://a2zevents.zendesk.com/hc/en-us/articles/14736167392525-If-System-Emails-Go-to-Spam
Email Templates
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#30 – Exhibitor Confirmation Letter
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This letter is can be triggered to send on an individual basis from within a company record or en masse from reports
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This letter is can be triggered to send on an individual basis from within a company record or en masse from reports
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#36 - Statement Report
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This template is used with Automatic Financials and can be triggered to send on an individual basis from within a company record or en masse from reports.
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This template is used with Automatic Financials and can be triggered to send on an individual basis from within a company record or en masse from reports.
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#38 - Missing Exhibitor Information
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This template can be sent to exhibitors who have not logged in to update their profile information.
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This template can be sent to exhibitors who have not logged in to update their profile information.
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#47 - Online Booth Reservation (If using Online Booth Reservation or Consultative Exhibit Sales)
- Sent upon successful completion of a booth purchase. Can send to exhibitor or show manager or both.
- Sent upon successful completion of a booth purchase. Can send to exhibitor or show manager or both.
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#77 - Contract Email
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This template is also generated automatically and is sent to you and the exhibitor as proof that the contract has been signed electronically. We recommend adding the text of your contract to the body of this email.
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This template is also generated automatically and is sent to you and the exhibitor as proof that the contract has been signed electronically. We recommend adding the text of your contract to the body of this email.
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#78 – ApplicationSubmissionConfirmation (if using Booth Space Application) This template is generated automatically and sent to you and the exhibitor as confirmation of the application.
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#81 - New Company Added Successfully
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If you allow new exhibitors to add themselves to the database, this email will be sent to them and to you upon the successful completion of the process.
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If you allow new exhibitors to add themselves to the database, this email will be sent to them and to you upon the successful completion of the process.
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#82 – Sponsorship Confirmation
- This template is generated automatically and is sent to you and the sponsor/exhibitor as proof that the contract has been signed electronically. We recommend adding the text of your contract to the body of this email.
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#89 – Exhibitor Communication Letter
- To communicate with All, Reserved, or Confirmed Exhibitors for a specific show. The template can be used for multiple purposes.
Event Site Configuration
Message Management (Events > Event Settings > Content Management - Message Management)
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Review the messages on the public pages and personalize, as needed.
- Online Exhibit Contract - Msg #4326, replace the generic placeholder contract text with the text of your Terms & Conditions.
- Online Sponsorship Contract - Msg #4485, replace the generic placeholder contract text with the text of your Terms & Conditions.
Sponsorship Setup (Events > Sponsorship > Settings)
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Financial Items must be set up before you can set up Sponsorship Items (Events >Financial > Settings > Financial Setup).
- Sponsorship Types these are the categories your sponsorship items will fall under
- Sponsorship Items these are the items users will be able to purchase on the sponsorship contract
Event Portal (event portal)
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event portal
- This robust Hub offers many new features allowing you the freedom to configure event pages that suit both your audience and your business needs. As you begin the setup process, these three configuration setup guides will help ensure you build the best experience to support your event..
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Product Categories
- Add a list of products and services your exhibitors offer for potential buyers and attendees to search by. These must be setup in A2Z Global Admin and will sync to the Hub.
Getting Help
Review the article outlining the educational resources as well as the help options.
Don't forget to white-list the email domains to ensure you receive responses, and please check your spam folder if you don't get a response you expect.
- personifycorp.com - direct email communication
- ws.mavenlink.com - configuration inquiries during event deployment
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a2zevents.zendesk.com - post-deployment support inquiries