Knowledge Base

Booth Management


Frequently Asked Questions

#1 How to Create the Floor Plan?

  1. Click Dashboard
  2. Click Exhibitor module
  3. Click Settings button
  4. Click Booth Management in horizontal menu
  5. Select Booth Floorplan
  6. A grid layout will appear, where each grid location is equivalent to a 10x10 space, click the Edit button in a space to define it.
    • You may define (i.e. Label) a space using whatever terminology makes sense for your meeting. For example: 'Booth', 'Food & Beverage', 'Lounge', 'Charging Station', 'Poster Board Section' etc.
    • For a booth, provide the booth number, size (i.e. # of rows and columns the space spans), price, deposit requirements
    • For Food & Beverage, set the type to Information, column and row size and then provide a label e.g. 'Food & Beverage'
  7. Repeat step 6 to create your entire floor plan

#2 How to Create a Booth Discount?

A booth discount is applied based on a booth purchase to any item on the registration. For example, you may provide free registrations or exhibit passes or social tickets, etc.

Note: You may only create up to 3 booth discount types. For each booth discount type, you may define how many times that discount may be used.

  1. Click Dashboard
  2. Click Exhibitor module
  3. Click Settings button
  4. Click Booth Management in horizontal menu
  5. Select Booth Discounts
  6. Click Edit button beside the first available, 'Not Assigned' discount
  7. Enter a Discount name
  8. Click in the dropdown field for Discount Invoice Item and select a registration item to be discounted
  9. Enter a Discount Amount as a numerical value or percentage number
  10. Enter in # Discount the maximum number of times the discount may be used
  11. Click Update Discount button
  12. Repeat steps 6 to 11 for each additional discount to be created.


#3 How to Create a Booth List using the import?

  1. Click Dashboard
  2. Click Exhibitor module
  3. Click Settings button
  4. Click Booth Management in horizontal menu
  5. Select Import Booths
  6. Download the template file and populate the columns for Booth Number and Booth Size
    • Keep your booth size information formatted consistently across how it is entered.
      • E.g. 10 x 20 vs 10'x20' vs 10 Ft x 20 Ft, etc.
    • Do not delete, move or change the columns and column headings
    • Keep the file format as a .csv file
  7. When your import file is complete, click Browse and locate the populated template file on your computer to be imported

#4 How to Hold and Assign a Booth Location for a Company?

  1. Click Dashboard
  2. Click Exhibitor module
  3. Click Settings button
  4. Click Booth Management in horizontal menu
  5. Select List Booths
  6. Click Edit for an 'Unassigned' booth number
  7. Enter a Booth Note with name of the company to hold the booth for
  8. Click Update Booth Settings
  9. Click Manage Exhibitors (if the exhibiting company already exists in the system) / click Add Exhibitor and enter the relevant information for the Company
  10. While in the company Registration Overview screen, click Registration in horizontal menu
  11. Select Booth Assignment
  12. Select the booth number you placed on hold (from step 7)
  13. Click Assign Booth button

#5 How to edit the pricing on an assigned booth?

  1. Click Dashboard
  2. Click Exhibitor Module
  3. Click Manage button
  4. Click on the row the Exhibitor appears on for who you want to adjust their booth pricing
  5. Click Registration in the horizontal menu
  6. Select Edit Items
  7. Click Edit button beside the booth assignment
  8. Update the dollar amount
  9. Enter a reason for the change
  10. Click Edit Invoice Item button to save changes


#6 How to edit the booth map and join 2 booths to make it 1 booth?

  1. Click Dashboard
  2. Click Exhibitor module
  3. Click Settings
  4. Click Booth Management in horizontal menu
  5. Select Booth Floorplan
  6. Click Edit for the booth you want to eliminate
  7. Click Clear Space button
  8. Click Edit for the booth location you just eliminated
  9. Click Save Changes
    • Note: if you are joining to more than 1 space, adjust the row and column numbers
  10. Enter the same booth number this spot is joining
    • i.e. if the booth you want to join it to is 12, then enter 12 in Booth #
  11. Click Save Changes

#7 How to edit the booth price on an unassigned booth?

To view a list of unassigned booths:

  1. Click Dashboard
  2. Click Exhibitor module
  3. Click Settings button
  4. Click Booth Management in horizontal menu
  5. Select List Booths and take note of which booths numbers are unassigned.

To edit the Booth Price of an unassigned booth:

  1. Click Dashboard
  2. Click Exhibitor module
  3. Click Settings button
  4. Click Booth Management in horizontal menu
  5. Select Booth Floorplan
  6. Click Edit button on an unassigned booth space and update the booth price
  7. Click Save Changes button


#8 How do I create a PDF of my floorplan?

  1. You can print in Google Chrome and save it as a PDF.

#9 How to unassign a booth / reassign different booth

  1. Click Dashboard
  2. Click Exhibitor Module
  3. Click Manage
  4. Locate the Company Name and Click on the Row
  5. Click Registration in the horizontal menu
  6. Select Booth Assignment
  7. Click Remove Assignment button
    • if you want to assign a different booth, click in the dropdown for the Select Available Booth to Assign Includes admin blocked booths field and select a new booth to assign
    • Click Assign Booth button


#10 How to remove a booth?

  1. Click Dashboard
  2. Click Exhibitor module
  3. Click Settings
  4. Click Booth Management in horizontal menu
  5. Select Booth Floorplan
  6. Click Edit for the booth you want to eliminate
  7. Click Clear Space button
Overview

The Booth Management functionality is an add-on feature of the Exhibitor Registration module that provides the ability to:

  • Custom build an interactive floor plan
  • During the exhibitor registration process, allow your exhibitors to pre-select a booth space on your floor plan
  • Create discounts for booth selections

X-CD Technologies (pronounced "Exceed"!) has been supporting the association and conference industry since 1995. All of our software modules are proprietary and developed in-house which gives us the flexibility to make customized changes to meet all of our clients unique needs.

We have offices in both San Francisco and Toronto and a network of conference management organizations and suppliers worldwide that can help and serve your needs wherever your next conference venue is located.

Our clients include both small and large associations and conferences and events range from as small as 100 to 5,000 attendees. Our client base includes universities, corporations, associations, private companies, conference management groups and government.

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