UDC - Upgrade, Downgrade, Cancellation Report – A2Z

UDC Management allows you to easily track booth upgrades, downgrades, and cancellations in your Global Admin system. Additionally, you can also create and associate a unique code to track the reason for each change and then compile the data into a single report after the event has ended.

UDC Management is used in the following locations:

Floorplan Management>Assignments>Move Exhibitor
Floorplan Management>Assignments>Vacate
Floorplan Management>Layout>Resize

To add UDC Reason codes, navigate to Floorplan > Event Settings > UDC Reason Codes.

To view the report, navigate to Floorplan Management > Reports > Exposition > UDC Report.

Jump to Section

- Setup UDC Reason Codes

- Using UDC Management with Floor Plan Management Tools

- Run and View the UDC Report

Setup Reason Codes

UDC Reason Codes are not event-specific. Codes are used globally across all events in the GA system.

The Reason Code Message name field appears in the report and as an option to select in the drop-down menu on the Floor Plan Management page.

Setup a new reason code by completing the following steps:

Step 1. Navigate to Floorplan Management > Settings > UDC Reason Codes

Step 2. Using the Add Reason Code form, enter the title of the Reason and click Add.

Optional: Click the trash icon to delete an existing reason code.

Clicking the message name in the Reason Code Management list allows you to rename existing reason codes, however, it is important to note that modifying a message name after it is used also modifies the UDC report for prior events.

Deleting or renaming existing reason codes affects the accuracy of reporting. Entries in the UDC Report can not be edited and renaming existing reason codes can lead to mismatched or mislabeled data resulting in inaccurate tracking and analysis.

Using UDC Management with Floor Plan Management Tools

Floorplan > Assignments > Move Exhibitor

Associate a UDC Reason Code when moving an exhibitor's booth location via the Move Exhibitor tool.

To get started, navigate to the floor plan, then complete the following steps:

Step 1. Click Assignments located in the right-hand functional menu. Select Show More then Select Move Exhibitor.

Step 2. Select the exhibitor's currently assigned booth (designated by a yellow outline) then select the new target booth (designated by a green outline).

Step 3. Select a reason code from the Reason field dropdown, and if desired, type a comment in the Reason Comment field.

Step 4. Click Submit to associate the reason code and move the exhibitor to the new target booth.

If you are using the Financials module, verify the Order Item and Premium. Additionally, as part of UDC, you can assign a Booth Downgrade Fee if the exhibitor is moving to a smaller booth by selecting an order from the Downgrade Order dropdown box. This amount is based on your Cancellation Schedule. You can override the fee by typing in a different amount in the Downgrade Fee text box.

Floorplan Management > Assignments > Vacate

Associate a UDC Reason Code when vacating a booth and removing an exhibitor via the Vacate tool.

To get started, navigate to the floor plan, then complete the following steps:

Step 1. Click Assignments located in the right-hand functional menu. Select Vacate.

Step 2. Select the target booth to be vacated (designated by an orange outline).

Step 3. Select a reason code from the Reason field dropdown, and if desired, type a comment in the Reason Comment field.

Step 4. Click Submit to associate the reason code and vacate the booth.

If you are using the Financials module you will need to select the correct Booth Cancellation Order from the Order Type dropdown box, and the Booth Cancellation Fee will appear in the Price Override box (this amount is based on your Cancellation Schedule). You can override the fee by typing in a different amount in the Price Override text box.

Floorplan Management > Layout > Resize

Associate a UDC Reason Code when resizing an exhibitor's booth via the Resize tool.

To get started, navigate to the floor plan, then complete the following steps:

Step 1. Click Layout located in the right-hand functional menu. Select Show More then Resize.

Step 2. Select the target booth to be resized then resize the existing booth using your preferred method.

Step 3. Select a reason code from the Reason field dropdown, and if desired, type a comment in the Reason Comment field.

Step 4. Click Submit.

If you are using the Financials module, the system automatically updates the Booth Square Foot amount but does not automatically add a Booth Downgrade Fee here. You must manually add the order, if applicable, on the Order tab of the Company record.

Run the UDC Report

The UDC Report displays a comprehensive list of details pertaining to booth upgrades, downgrades, and cancellations. This report can be easily exported for review as needed.

Locate the report by navigating to Reports > Exposition Management > UDC Report.

Run the report by configuring the following filters as needed:

Event: Verify the event name selected.
Action Type: Define the parameter to include - All, Upgrade, Downgrade, or Cancellation.
Selecting All includes lateral same-size booth Move Exhibitor operations, in addition to Upgrades, Downgrades, and Cancellations.
Log Date: Optional field - select a date range by specifying the start and end date.
Output Format: Select a view or export type from the dropdown menu.
Export output types include ASCII (comma-delimited text format), Excel, PDF, or XML.