What are Co-Exhibitors?
Two (2) or more companies sharing one booth are called co-exhibitors. This may be a large pavilion housing multiple companies, a standard booth being shared by two companies, or one company that does business under two names [ex. company A does business as product name 1 and product name 2].
Assign Main Company to the Booth
Start by assigning the booth to one of the companies, referred to as the main company. This company should be the parent company or the pavilion owner and their name will appear on the booth, and it will be first in the mouse over pop up.
For pavilions, you may want to create a 'dummy' company record for the pavilion's name – e.g. International Pavilion – and use this as the main company.
Once you have assigned the booth to the main company, you can add the additional companies as co-exhibitors.
Manage the Co-Exhibitor(s)
STEP 1: Go to main company's booths tab
There are two ways to get to the booths tab for the main company:
- Go to Companies >Search and Add Companies> click on company record> Go to the Booth tab
- From Floorplan Management > Click on the Booth> Go to the Booth tab
STEP 2: Click the 'Manage' link – under co-exhibitors
STEP 3: Search for the company that will be sharing this booth
STEP 4: Select the company from the drop down
STEP 5: Click 'Add'
Repeat steps 3-5 for each additional co-exhibitor for the booth.
The co-exhibitors will now show up as part of the mouse over pop up.
When the booth is clicked on the public site floor plan, the user will be able to choose which co-exhibitor they want to view the profile information for.
The main company and co-exhibitor(s) will show up individually in the exhibitor list, and exhibitor search results.
The main exhibitor occupies the booth. The booth space order belongs to the main exhibitor, and the system behavior is to make the main exhibitor wholly responsible for the financial impact.
If event management wants to collect funds from a co-exhibitor, they will need to make manual adjustments to reflect this. There are several workflows that can accommodate this need.
Option 1 - Payments method:
If online payment options are not involved, the co-exhibitor can send a payment by check or wire, etc. This payment can be recorded against the co-exhibitor, and then a pair of Transfer Payments can be made to move the funds to the main exhibitor to apply them to the booth space order.
This method cannot be used if online payments are necessary, as there must be balance due to be able to pay online.
Option 2 - Orders method:
Add a negative order to the main exhibitor to offset the part of the fees that they are not paying. This can be a booth square footage Item or a separate special co-exhibitor discount item. Then add a new order to the co-exhibitor. This order's Item should be the same Item Type as the negative. Co-exhibitor can now log in and pay their balance.