Feedback on: EventPro Planner Manual - Add Exhibitors to EventsAdd_Exhibitors_to_Events_Chapter_11Chapter 11: Booths and Exhibitors > Add Exhibitors to Events /Dear EventPro Planner Documentation Department,
Add Exhibitors to Events
Here, you will enter the information of the exhibitor company only. Later, under Exhibitor Attendees you will add the names of the individuals who will run the exhibitor’s booth.
1.
Find the applicable event in the Event Maintenance screen.
2.
Click the Exhibitors tab and the View Exhibitors tab.
3.
In either the Single Exhibitor View or the Exhibitor List View sub-tab, click the New button in the upper section.
4.
The Exhibitor [New] window will appear.
5.
The Exhibitor [New] window has several tabs: General, Classification, Billing Information, Financial Information, Taxes, Notes and User Fields.
Choose a Status from the drop-down list. You would have set these up earlier under Chapter 2: Setting Up EventPro Planner, Step 2: Status Codes.
b.
If applicable, choose a Sales Rep from the drop-down list of users.
c.
You will not be able to edit the Changed field, but it will record when the status of this exhibitor last changed.
d.
Select the Booked Date for this exhibitor from the drop-down calendar. Note that if you later register the exhibitor, this Booked Date will be the default Date Booked of the registration; see Register Exhibitors below.
2.
Company/Contact:
a.
Click the ellipsis next to the Company Name field to bring up the Find COMPANY/CONTACT window.
b.
If the Exhibitor’s company has already been entered in your Companies/Contacts database, you can search for it in the Find window. To review how to search for a record, see Chapter 1: Overview, Common Functions: Find a Record.
c.
If the Exhibitor has not yet been entered in your Companies/Contacts database, click the New button in the bottom left corner of the Find COMPANY/CONTACT window. To review how to set up a new company, see Chapter 3: Companies/Contacts, Enter a New Company.
d.
The default Contact for the company you selected will appear in the Contact Name field.
e.
If you want to switch to a different contact in the company, click the ellipsis next to the Contact Name field to bring up the Find CONTACT window. If the contact has already been entered in your Companies/Contacts database, search for him or her in the Find window.
f.
If the contact has not yet been entered in your Companies/Contacts database, click the New button in the bottom left corner of the Find window. To review how to set up a new contact, see Chapter 3: Companies/Contacts, Enter a New Contact.
If any product categories have been assigned to this Exhibitor, you can use the checkboxes to indicate which product categories are relevant for this event.
b.
You would have set up your Product Categoriesearlier in your General Lookup Tables (see Chapter 2: Setting Up EventPro Planner, Step 5: General Lookup Tables), and you would have assigned product categories to companies when setting up companies in your database (see Chapter 3: Companies/Contacts, Enter a New Company: Classification).
2.
Do Not Contact By:
a.
If you do not want to be able to contact this exhibitor by certain communication methods, select the checkboxes next to the communication methods you do not want to use for this exhibitor. You set up these communication methods earlier in Chapter 2: Setting Up EventPro Planner, Step 5: General Lookup Tables, Communication Methods. Remember to check the Do Not Contact By settings for the exhibitor company's contacts, as well, if you do not want anyone in the company to receive communications by certain methods.
b.
This is primarily relevant for email communications. For example, if you attempt to send an email to a recipient you have marked to not contact by email, you will receive a Confirm dialog warning you that the email recipient chose not to receive communications of this type. Click Yes to continue and send the email anyway, or click No to stop the sending process.
Select the default Payment Type for this exhibitor from the drop-down list. You would have set up these payment types earlier in Chapter 2: Setting Up EventPro Planner, Step 5: General Lookup Tables, Payment Types.
b.
Enter other information, if applicable, such as Name on Credit Card, Reference #, etc. Note that your local laws or company policy may forbid the recording of credit card numbers, so check before entering this information.
2.
Charges:
a.
A financial summary for this exhibitor will be available in the Charges section of this window.
b.
EventPro Planner will automatically update this exhibitor’s financial summary as new charges are added and invoiced.
The EventPro Planner program taxes were set up earlier in Chapter 2: Setting Up EventPro Planner, Step 6: Taxes and event taxes were set up in Chapter 5: Set Up an Event,Event Taxes and Default Taxes.
If you have defined any user fields, they will appear under this tab, and you can fill them out as applicable.
To learn how to create user fields, refer to Chapter 17: User Fields.
6.
Click Save.
7.
If you are in the Single Exhibitor View sub-tab, the new exhibitor’s information will appear at the top, and if you are in the Exhibitor List View sub-tab, the new exhibitor will be highlighted in the selection grid by a red arrow in the left column.
