EventPro Planner Manual

Exhibitors Overview

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Exhibitors Overview

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Exhibitors Overview

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An exhibitor is a company that will rent a booth for an event. An exhibitor will have a main contact individual with whom you will exchange business information, but the company will also have “exhibitor attendees” – individuals who will attend the event on behalf of the company to operate the company’s booth.

Note that the Booths and Exhibitors Module is an optional module in EventPro Planner.  If you have not purchased this module, you will not see the related tabs and screens.  If you are interested in previewing or purchasing the Booths and Exhibitors module, please contact the nearest Sales Department.

Before you add exhibitors to an event, you would have completed exhibitor setup under Event Setup, where you added Booths and created Registrations. Review Chapter 5: Set Up an Event, Exhibitor Setup.

Click to expand/collapse textAccess Exhibitors

Find the applicable event in the Event Maintenance screen and click on the Exhibitors tab.

Directly under the Exhibitors tab, there are four other tabs: View Exhibitors, View Exhibitor Attendees, Finance and Booths Assignments.

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Click to expand/collapse textView Exhibitors

Click the View Exhibitors tab to view exhibitor information. There are two sub-tabs under the View Exhibitors tab: Single Exhibitor View and Exhibitor List View.

The Exhibitor’s contact information, classification and status appear in the top fields. Use the horizontal arrows next to the Name field to scroll through the list of Exhibitors. The tabs below the selection grid display information about the selected exhibitor.

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The top selection grid contains a list of Exhibitors.  Scroll to the right to see all of the displayed information, which includes the Company Name, Status, Contact Information, Main Company Contact and Main Exhibitor Attendee. The tabs below the selection grid display information about the selected exhibitor.

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Note the colored boxes at the bottom of the selection grid of the list-view sub-tabs. Each color is associated with a certain Exhibitor Status, according to how you set up your Exhibitor Status Codes (see Chapter 2: Setting Up EventPro Planner, Step 2: Status Codes).  The numbers in the colored boxes represent the number of exhibitors of each status in this sub-tab.  The Total number of exhibitors appears to the left of the colored boxes.  Clicking a colored box will filter the current list to show only those exhibitors of that status.  Click on Total to restore the entire list of exhibitors.

Functions for working with multiple exhibitors can only be accessed under the List-View sub-tabs.  While in one of the list-view sub-tabs, click the Detail Options button to the right of the top selection grid.  You will have several multi-exhibitor options: Multi-Add, Multi-Edit, Multi-Delete, Mail Merge and Export.
Click to expand/collapse textView Exhibitor Attendees

Exhibitor attendees are attendees of the event who are assigned to an exhibitor company.  Typically, exhibitor attendees are the individuals who operate a booth as representatives of the exhibitor company.  You will learn how to manage exhibitor attendees below under Exhibitor Attendees.

Under this View Exhibitor Attendees tab, you can view all of the exhibitor attendees in the event, regardless of which company they represent.

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Click to expand/collapse textFinance Tab

The main exhibitor Finance tab displays the invoices and payments for all exhibitors.  For more information, see Review Invoices and Payments for All Exhibitors in the Event below.

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To learn how to create multiple exhibitor invoices, see Batch Invoicing for Multiple Exhibitors below.
Click to expand/collapse textBooth Assignments Tab

Under this Booth Assignments tab, you can manage all of the event booths, regardless of attendee.  See Assign Booths to Exhibitors below.

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Click to expand/collapse textExhibitor Tabs

The bottom section of the screen displays additional information about the Exhibitor under a series of tabs: Registrations, Requirements, Booths, Products, Exhibitor Attendees, Communications, Actions, Finance, and Attachments.

This tab displays the registration packages to which this exhibitor has been assigned.  The exhibitor registration packages are initially set up under Event Setup.  See Register Exhibitors below.

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This tab will list any items requested by the exhibitor.  Use the buttons to the right to create, edit view and delete required items.  See Exhibitor Requirements below.

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Booths were created earlier under in Event Setup.  You will now assign the booths to individual exhibitors under this tab.  See Assign Booths to Exhibitors below.

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This tab displays the products associated with the exhibitor.  See Exhibitor Products below.

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Exhibitor attendees are the individuals who will attend the event on behalf of the company to operate the company’s booth. To manage an exhibitor’s attendees, find the Exhibitor and click on the Exhibitor Attendees tab below. Use the buttons to the right of the lower selection grid to create, edit, delete and view attendees for the selected exhibitor company. See Exhibitor Attendees below in this chapter.

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Find the exhibitor and click on the Communications tab below. This tab displays communications attached to the Exhibitor and communications attached to related Exhibitor Attendees. Use the buttons to the right of the lower selection grid to create, edit, delete, view, filter and print Communications. To learn more about creating and sending communications, see Chapter 13: Communications, Create a Communication.

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To manage the actions of an exhibitor, find the exhibitor and click on the Actions tab below. Use the buttons to the right of the lower selection grid to create, edit, delete, view and print Actions. To learn more about creating actions and setting reminders, see Chapter 12: Actions, Actions Overview.

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Under this tab, you can manage the Invoices, Payments, Income and Expenses related to an individual Exhibitor.  Use the buttons to the right of the lower selection grid to create, edit, view, void and print invoices, payments or income/expense items. To learn more about finances related to exhibitors, see Exhibitor Finance and Exhibitor Income/Expense below.

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Under this tab, you can add attachments that are related to the exhibitor.  See Chapter 15: Attachments, Add Attachment.

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