Note: Depending on your organization and license, some features described here may or may not be available to you within EventsAir.

For a detailed guide to setting up and managing Exhibitions, please read this article.

Exhibition module - Preferences

Exhibition Preferences is where you choose which optional fields and tabs will be available in this module (and in some cases, on apps/portals).

You can also create an exhibitor payment schedule, cancellation fees etc.

Preferences - Details tab

Add details as needed, or check the box to enable these areas within EventsAir.

OPTIONAL - Net Target Revenue - set a target for Exhibition sales to help you budget.
Measurement System - Select Metric or US (Imperial). [For your Exhibition Floor Plan.]
Optional Fields
- Stand Signage - if you're going to allow this as an option.
- Signage Instructions - if you'll give these to exhibitors.
- Position Preference - lets exhibitors state their preferred stand site.
- Company Logo - allows the upload of a company logo (you also set dimensions in pixels).
- Allow booking without stand number - this makes Stand Type visible in the Exhibition module within an attendee record. This lets you manually enter a booking even without a stand number (which can be added later), as long as you specify a stand type.
Optional Tabs
- Name Badges - additional names for name badges can be submitted.
- Profile - a short company profile can be added.
- Brochures - allows 'brochures' to appear on the Exhibition portal, and contact record (Exhibition item). Exhibitors can upload PDFs, images, or video links. They can upload multiple brochures.
- Additional Charges - extra charges (insurance, decor, lead retrieval equipment, etc) can be offered.
  - Checklist - this lets you create a checklist for your internal use in the Exhibition module setup. You can create multiple exhibition module checklists, allowing you to keep track of specific actions and items on the contact record, and report and filter based on dates
    
    This is different to the "Checklist" on the Exhibition Portal, which is a basic 'have you done this' list (with checkboxes) for exhibitors, including whatever default items you've enabled from the following, when you set up the portal: Company Profile, Stand Signage, Name Badges, Brochures, Logo, Order Additional Items, Additional Information and/or Additional Paid Registration.
  - Documents - Again, these are for your internal use, separate to the default items that can be enabled on the Exhibition portal (Brochure, Logo, Bio, and Stand Signage, even though they may also be documents). With this feature, you can collect other exhibitor documents - for example, with custom fields - and manually link them to an exhibition item on a contact record. Once you do this, they'll be stored in the Exhibitions section of AirDrive, and can also be linked to your internal checklist in the Exhibition module. As part of this, you can set due dates, record receipt of documents on the contact record's exhibition item, and filter and report on what's been received.
- Payment Schedule - this will let you define your exhibitor Payment Schedule, which will include:
  - Percentage (for Exhibitions, the percentages of the payment schedule will add up to 100 - for example, a 10% initial payment, 40% two months later, and the remaining 50% after a further two months.)
  - Invoice date for each payment term
  - Terms - number of days to pay
  - Due dates - calculated automatically from the Invoice Date, and Term
    
    Read more about setting up payment schedules in this article.
    Exhibition payment schedules are set up slightly differently to other modules.
Preferences - Advanced tab
Valid Payment Status - the default payment statuses are Purchase, Inclusive, Complimentary, and Canceled. You can also enable additional payment statuses, such as:
- No Charge
- Own Expense
- Invited
- Not Attending
- Not Required
- Deposit
- Charge to Another Contact
- Split Charge
- Waitlist Purchase
- Waitlist No Payment Required
Invoice Group - if you've defined these in Financial Settings, you can select one here.
Credit Hours/Points - if you've set up continuing education credits for this exhibition, you can assign points or hours here.
Income Account - point exhibitor booth revenue to a specific Income Account code.
Tax - if you've set up a suitable tax in Event Setup (Financial), you can add it here.
Cancellation Fee and Tax - If you are setting a default cancellation fee (with applicable tax) you can define that fee here.

Floor Plan

Design an Interactive Floor Plan to publish online so exhibitors can review the exhibition hall floor and choose and purchase their booth.

You can read more about setting up the Floor Plan, adding it to Exhibition Portal App, and using the Exhibition Stand Allocation Express Action in other articles on this help site.

You should create your Floor Plan after you've created Stand Types.

Setting up the Floor Plan as part of your Exhibition management process
Adding the floor plan to the Exhibition Portal App
Using the Exhibition Stand Allocation Express Action

Stand Type

Stand Type is where you define stand (booth) categories (size, purpose, price) etc.

Settings found in Stand Type setup include:

Stand Type - name
Default Width
Default Depth
Default Area
Default Height
Default Space Only Amount - if you're just selling the space
Default Standard Amount - if you're also offering extras as standard
Available, Reserved and Confirmed Colors (for the floor plan)
Include Package - You can create a package in Advanced Setup (in the Setup Panel of your event) and add it to a stand type.
Number of Complimentary Registrations - read more in this article.
Rank - determines the order for the Attendee App and in Event Website / Info Websites.
Rank Heading - text for each rank heading

Stand Type - Meeting Matching options

There are various options here, depending on your Meeting Matching setup.
Read more about Meeting Matching in this article.

Stand Type - OnAIR tab

If you want to include virtual Exhibition hours and other features.

Stand Number

You can further define specific details for every space/booth/stand at your event. Depending on whether you're just selling space or including added extras, you'll define the following here:

Stand number - e.g. row and number or a code.
Width - for this stand (meters or feet set in preferences).
Depth - for this stand (meters or feet set in preferences).
Area - area is auto-calculated from Width and Depth, but can be manually entered for unusual areas (meters or feet set in preferences).
Height - for this stand (meters or feet set in preferences).
Open Sides - list the number of open sides here. Depending on the booth location, a booth can have 1, 2, 3 or 4 open sides.
Space Only Amount - if applicable
Standard Amount -if applicable

Additional charges

You can define other items or services such as insurance, decoration, hospitality, lead management, power etc. and their price.

Type - you also select either:

Checkbox (simply selecting the charge).
Quantity (indicating how many of that item they wish to purchase).

Checklist & Documents

These are for your internal use - see information earlier in this article.
You can add checklist items, whether they're required by default, and the default due date for delivery. You can create more than one checklist, and as many documents as you like. You can request them via custom fields on interactive sites but will still need to manually add them to contact record exhibition items.

Virtual Exhibition Hours

You can set the dates and times that your virtual exhibition is open and available to attendees via the OnAIR portal and Attendee App.

NOTE: If you change a time slot, select Update Time Slot to save it, and always Save your schedules.

Exhibition module (setup)