Customizing reservation process and exhibitor journey
Now that we've seen the default reservation process, we can dive into customization and working with reservation settings.
Customizing live view
Use the Floor plan Settings section to:
- Hide all companies (or certain ones)
- Display or hide booth prices and sizes
- Change the plan language, rename buttons “Reserve”/”Buy”, change terms for exhibitors, extras etc.
Use Designer to distinguish available/on hold/sold booths with different colors.
Reserve vs Buy
Choose whether to display “Reserve” button, “Buy” button, both of them or neither. To do that, go to your Dashboard, scroll to “Booth reservation” section and toggle the buttons on or off:
Please note that to use the “Buy” button and collect payments from exhibitors, you need to set your payment gateway and display booth prices. See more details here.
Show instructions on available booths
To display instructions, go to your Dashboard, scroll to “Booth reservation” section and click on “Edit” next to “Instructions on how to reserve a booth”.
They will be displayed on all available booths as shown below:
Continue reservation on your side
You can use your own exhibitor registration form instead of ours, see more details here.
Reserve/Buy page
All of the options below can be found in your Settings - Reservation.
Don’t forget to save your changes.
Show instructions on Reserve/Buy page
You can display additional instructions to reserve booths at the top or bottom of the page.
That is what the instructions will look like:
To do that, go to Settings - Reservation and fill out the corresponding fields as shown below:
Limit the booth amount per exhibitor
By default, exhibitors have a choice to add more booths on the Reserve/Buy page and later on the Exhibitor Portal. However, you can restrict it.
Go to Settings - Reservations, check the box “No more than… booths per exhibitor” and insert the limit number.
Note, that you can still manually assign more booths to exhibitors with no restrictions.
Collect company information
The company name is always required for booth reservation, however you can also choose to collect VAT number, company address and contact information (name, email, phone).
Scroll down to the “ask to fill out” section to select the checkboxes.
Include your terms and conditions
You can ask your exhibitors to agree to the terms of the contract, terms and conditions, privacy (or any other) policy.
Scroll down to “Add 'I agree' checkbox before Buy/Reserve button with the text below.” You can change the text in the field and hyperlink relevant pages.
Modify listing levels, sponsorships, extras
You can create, remove and limit your sponsorships and extras. See more details in this article.
Use discounts and collect down payments
Manage your currency, sales tax and down payments in Settings - Money section. Create discounts and promo codes in the Discounts section.
After the reservation is complete
In your Settings - Reservation, you can also customize the workflow for when the booth reservation process is completed.
Forward to Exhibitor Portal
Exhibitor Portal allows your exhibitors to see and manage their reservations and profiles. See more about Portal and its functionality in detail in this article.
You can show a custom message at the top of the Exhibitor Portal, see the default message below on the screenshot. To change it, scroll down to “after reserve/buy complete” section:
Forward to your page instead
If you’d like to redirect your exhibitors elsewhere, scroll down to the “after reserve/buy complete” section and switch from the default choice (Exhibitor Portal) to “a page on your website.” Then, insert the URL in the corresponding field.
On Hold vs Reserved
By default, after the reservation is completed, the booth status changes to Reserved, and the exhibitor profile is shown on the floor plan. However, you can place the booths "On Hold" if you want to approve the reservations first.
More details are covered in this article.
Send email
And last but not least — choose whether to send a reservation confirmation email, an invoice email or neither. You can customize the text of the emails and attach documents. More details about sending emails are covered here.
To set your preferences, scroll down to “Send email” section at the bottom:
Click on the email to get forwarded to its template right away.