Add an Event
A user must be assigned to a security role that allows for adding an event; otherwise the following Add options are not available. There are two ways to add an event:
- From the Events grid, click "Add New".
- From within the yellow Events search area in the upper main menu, click "Add an Event"
Event Detail
The first step in creating an event is to provide the details for the show. The Event Detail holds the core information about the show including dates, the venue and the general service contractor.
Each event form contains the following fields:
| Field Name | Definition |
|---|---|
|
Event Name |
The official name of the event. This will appear on the Storefront where the exhibitor selects the event for shopping purposes. |
| Venue | The location of the event. Organizations available for selection in this field are those suppliers who are marked as "Active" and which are flagged "This is a Venue". The Venue field is for informational purposes only.
If you are a venue, you should always choose your own organization here. If you are a general service contractor, you should choose the venue of the event. The correct venue is important since it drives how taxes are calculated. If your venue is not yet set up, you need to do that first. See Setting Up Taxes for a Venue. |
| Event Type | Defines the type of event as either Exhibitor or Meeting. There is slightly different behavior in the fields displayed based on the event type. Set the default of this value under Store Configuration Settings. |
| Event Sub Type | A pre-defined list of event types controllable via keywords used for report filtering and grouping (examples include Consumer and Industry). To manage the list of available values, see Store Configuration\Keywords. |
| Acronym | The acronym is an abbreviated name for the event and often appears in reports instead of the full event name, which can tend to be too long for reporting purposes. |
| Attendance | The number of attendees for the event. Informational purposes only. |
| Event Start | The actual start date of the event (not the show dates, which are defined below). |
| Event End | The actual end date of the event (not the show dates, which are defined below). |
| Sales Manager | The key sales person for the event. Names available for selection here include any contact with a security role in the store. This name is for informational purposes only (and may be used in reports). |
| Catering Manager | The key catering person for the event. Names available for selection here include any contact with a security role in the store. This name is for informational purposes only (and may be used in reports). |
| Service Manager | In the case of a venue, this is the key convention service manager for the event. Names available for selection here include any contact with a security role in the store. This name is for informational purposes only (and may be used in reports). |
| Exhibitor Service Manager | The key exhibitor services person for the event. Names available for selection here include any contact with a security role in the store. This name is for informational purposes only (and may be used in reports). |
| General Service Contractor | Indicates the general service contractor for the event. Any active supplier marked as Type "General Service Contractor" are available for selection in this field.
If you are a general service contractor, you should always choose your own organization. |
| Event Website | An optional place to put the URL of the event's main web site (external to your Storefront). This may be made available to exhibitors as a convenience on the Storefront. |
| Main Mobile Number | A phone number for the primary number to be used for the event |
| Exhibitor Kit Link | Optionally provide a path of the location of your exhibitor kit in manual PDF format. If there is a value in this field, it will appear in the default "Ordering Open" email template. |
| Event Message | An optional message to communicate to shoppers on the storefront. The event message appears in the event search results as well as in the "My Events" list of a user's account profile. |
| External Show Code 1 | For interface purposes with external systems. For authorize.net users, this is sent over with the payment transaction and is referred to as the "job number". |
| External Show Code 2 | For interface purposes with external systems. |
| External Show Code 3 | For interface purposes with external systems. |
| Common Event Code | Used to compare this event with other similar events. For more information on this feature, see the Event Dashboard help topic where this is used. |
| Advanced Pricing Start and Advanced Pricing End | This date range determines when the advanced product pricing will be displayed on the storefront for the exhibitor. All other dates outside this range will display standard pricing.
Advanced Pricing is in effect until midnight of the Advanced Pricing End date you define. |
| Exhibitor Move-In and Exhibitor Move-Out | This date range is for informational purposes only and reflects the exhibitor move-in/move-out dates. These dates will appear on the storefront if entered as reference for the exhibitor |
| Contractor Move-In and Contractor Move-Out | This date range represents the earliest and latest dates you can order items for within the event (for example, labor items). This applies only to items that require the user to enter a start date and/or end date. |
| Show Start and Show End | This date range is for informational purposes only and reflects the actual show dates for the event. |
| Storefront Lock Down Date | Determines the date after which orders may not be created or modified by the exhibitor on the storefront. |
| Admin Lock Down Date | Determines the date after which certain functions may not be performed by an Admin user. The applicable functions are specifically defined in the security role assigned to the user. See LINK Store Security Roles for details on which areas are controlled by this date. |
| Location | The specific location within the venue where the exhibitors will be (a floor or a hall for instance). |
| Gross Sq Ft | For venues, the amount of gross square footage used for the event. |
| Net Sq Ft | For venues, the amount of net square footage used for the event. |
| Status | Options include: Published - the Event is visible on the Storefront and online ordering available. UnPublished (the default) - the Event is visible on the Storefront but online ordering is not yet available. |
| Number of booths | For informational purposes only. The approximately number of booths for the event. |
| Attached Image | An optional logo for the event. This appears on the storefront for the event during an event search and while the exhibitor is shopping within the store for the event. The maximum dimensions for the image is 180 pixels wide by 80 pixels high. |
| Boomer Storefront URL | Only available for Store 2.0. This is the URL to direct exhibitors/customers to the event's home page. |
Once the event has been initially saved, a left hand navigation menu appears providing options to enter more details about the event.
Event Type
Some types of business are more meeting oriented and require slightly different functionality than managing an exhibitor oriented event In those cases, you can change the Event Type to "Meeting". Doing so has this impact:
- Two new fields appear on the Event Detail Form allowing you to define the main account and contact for the meeting. These are optional fields:
- The Customer Info on an order contains meeting related fields:
You can control the default setting for the event type when creating an event under Store Configuration\Look and Feel\Settings.
Description
The event's description includes the content that appears when the shopper lands in the event on the storefront. For more information on the event description, see Event Description.
Shipping
If you are a general service contractor, the Shipping area provides a place to enter advanced and direct shipping addresses as well as key shipping dates and deadlines. The addresses and dates may then be merged into the event description or e-mail templates:
Notes and Attachments
Notes and attachments provide a place to store key forms and information regarding the event. For more information regarding Event Notes and Attachments, see Event Notes and Attachments.
Settings
Depending on the way you do business, you might want to control the behavior of certain functions within an event. You can set the default behavior of these options in Store Configuration\Look and Feel\Settings, but then override them as necessary on an event-by-event basis. Access an event's settings by opening the event in detail and choosing "Settings" down the left hand navigation menu:
Show Advance Price Discounts on Storefront
When this is checked, products appear on the storefront marked as discounted when the current date is before the date defined in the "Advanced Pricing Ends" field (in the Event Detail form, above). For example:
To set the default setting for this field, see Store Configuration\Look and Feel\Settings.
Allow Commission Override in Order
This setting is rarely used but allows you to control commissions at an event level due to third party suppliers. If you do not use splits/commissions, don't worry about this feature. Even if you use splits/commissions, you most likely won't use this feature.
Use Order Level Delivery Date and Timeframe
This setting is primarily used by specialty suppliers such as audio/visual companies who have a single delivery date/time for all products within an order. To set the default setting for this field, see Store Configuration\Look and Feel\Settings.
Use Order Level Pickup Date and Timeframe
This setting is primarily used by specialty suppliers such as audio/visual companies also have a strike or dismantle date and/or time frame. To set the default setting for this field, see Store Configuration\Look and Feel\Settings.
Allow Customer Checkout without Paying
This setting enables a "Pay Later" radio button on the storefront during the checkout process. It allows the customer to skip payment altogether. On the storefront, the customer will see the option at the payment stage:
If the user selects "Pay Later", the Payment Amount and Methods will disappear and the user can submit the order without entering payment information.
While this option is controllable at the event level, its default can be set at the store level. See Store Configuration\Look and Feel\Settings for details on how to set the default at the store level.
Even if you offer your customer the option to pay later, if there are products flagged as requiring a card on file, the user will be prompted to enter credit card details for the card to be held on file and connected to the order.
Bypass Card on File requirement during Checkout
There is a setting at the product level that determines whether a customer will be prompted to enter a credit card on file during the checkout process. The prompt is determined by whether the customer has ordered a product that is set to require a card on file. This event setting overrides that product level setting and allows the customer to checkout without requiring a card on file.
Enable Messages
When checked, this will allow the message field to be active in Store 2.0.
Show Bill of Lading
At the event level, this defaults to whatever is set at the Store Configuration level. If it gets unchecked within the event, no reference to the Bill of Lading will appear on the Storefront for your customer or in Admin.
Offer Delivery back to Warehouse
At the event level, this defaults to whatever is set at the Store Configuration level. If it gets unchecked within the event, Step 4 of the Bill of Lading changes to have a single radio button labeled "Rerouted via Contractor's Choice" instead of offering the option of having the shipment delivered back to the warehouse at Exhibitor's expense.