Exhibitors within events represent the exhibitor list as provided by show management. Exhibitor records may be created by initially importing a list in a certain format (defined in this help topic: Exhibitor List Template Information) or manually creating an exhibitor record from within Boomer. Note that the menu options above the exhibitor grid varies depending on a user's security role.
The list of exhibitors for an event really represents any type of customer that will order from you. In addition to a traditional standard exhibitor, this might mean an EAC or Show Organizer.
Exhibitor Grid
The exhibitor grid appears when the user clicks the "Exhibitors" menu option for an event:
Using the Search Area
There are six searchable fields for an exhibitor. Use one or more of these fields to enter criteria and then press the Search button. To clear all criteria values, click "Clear".
| Name | Type any part of an exhibitor's company name. This is a "contains" search so the text entered here does not need to be at the beginning of the exhibitor's company name. |
| Price Tier | All exhibitors defined with a certain price tier (for example, "Standard", "Show Management"). |
| Main Contact | Type any part of an exhibitor's main contact. This is a "contains" search so the text entered here does not need to be at the beginning of the contact's name. |
| Type | Exhibitors may be defined as an actual exhibiting company ("Exhibitor") or an EAC. Use this filter to query by type of exhibitor. |
| Booth | Enter a whole or partial booth number to filter on exhibitors who have booth numbers which contain the criteria. |
| BOL | This filter appears only when you have Boomer's bills of lading feature enabled in your store. Options include filtering on exhibitor that have a bill of lading, or those that do not have a bill of lading. |
Selecting an Exhibitor
To select an exhibitor, click anywhere on the exhibitor row EXCEPT the underlined/blue fields. Those represent hyperlinks and take you to those records instead (for example, the order or the contact).
Components of an Exhibitor
Exhibitor Detail
Clicking on an exhibitor within the grid launches the exhibitor detail for the exhibitor. A sub menu for the exhibitor appears:
| Field Name | Type | Description | Required | Default | Comments |
|---|---|---|---|---|---|
| Name | Text | Company name of the customer | Yes | ||
| Address | Text | There are three separate address lines | |||
| City | Text | City | |||
| State | List Box | State/Province | Drop down values come from Global Settings/States list, but import may add another value | ||
| Postal | Text | Postal Code | |||
| Country | List Box | Country | USA | Drop down values come from Global Settings/Countries list, but import may add another value | |
| Phone | Text | Phone | |||
| Fax | Text | Fax | |||
| Price Tier | List Box | Available values come from the price tiers defined in Global Settings\Field List Values | Yes | Standard | The price tier determines what prices will be presented when an order is created for the exhibitor (either on the storefront or in Admin). Options are normally "standard" exhibitor or show organizer. |
| Type | List box | Exhibitor EAC Show Organizer |
Yes | Exhibitor | Represents the type of customer. Use this field to designate a third party or show organizer. Many reports use this field as an optional filter. |
| Sign Name | Text | If the exhibitor's posted sign name will differ from their company name, change this field here to the text the sign should be. | Name of the exhibitor | ||
| External Organization ID | Text | An optional field used to cross reference the company with an external system, such as Salesforce. | |||
| Status | Radio Button | Active/Inactive | Yes | Active | If an exhibitor cancels and is no longer part of the event, you will not be able to remove them if they have cancelled orders. Instead, mark the status as "Inactive". Inactive exhibitors will not appear in reports or on printed exhibitor lists. |
| Has Master Account | Check Box | Used only for hotel venues where exhibitors can post charges to a master account. | Unchecked | ||
| Tax Exempt | Check Box | Indicates if the exhibitor is tax exempt | Unchecked | ||
| Payment Methods | Drop Down Multi-Check Box | Controls which payment methods are available to this individual customer. Once these are set, the payment method(s) will default into any future event to which this exhibitor is associated but may be modified on an event-by-event basis. | |||
| Allow Customer Checkout Without Paying | Allows the customer to chose a "Pay Later" option on the storefront payment page. | All payment methods that are normally available to all customers. |
Add a New Exhibitor
Use this option to manually add an exhibitor record for a company that doesn't yet exist within Boomer. To manually add an exhibitor, click "Add New Exhibitor" above the exhibitor grid.
Associate an Exhibitor
Use this command when a company already exists in Boomer, and they need to be associated to the event. This might be the case for a repeat exhibiting customer or an EAC. To associate an existing exhibitor to the event:
- Click "Associate an Exhibitor" above the exhibitor grid. A picklist appears allowing you to search using either an exhibitor company name or a contact's e-mail address:
- Use either filter and click "Apply Criteria" to find any exhibitors matching the criteria.
- Double click or hit >> to move the desired exhibitor to the Picklist's right hand side.
- Hit Apply Selection.
- The exhibitor is now associated to the event.
Remove Selected Exhibitors
If you need to remove an exhibitor, you can simply click "Remove" in that exhibitor row. However, if you have multiple exhibitors you need to remove, it is more efficient to use the "Remove Selected Exhibitors" command. To do this:
- Select the exhibitors you want removed by checking the box in each of the rows. Optionally use the check box in the upper left hand corner of the grid to select all.
- Click "Remove Selected Exhibitors".
Delete Selected Exhibitors
You may want to completely delete an exhibitor from your system. You can do this on an individual basis by clicking "Delete" in that exhibitor's row. If, however, you need to delete many exhibitors, it is more efficient to use the "Delete Selected Exhibitors" command. To do this:
- Select the exhibitors you want deleted by checking the box in each of the rows. Optionally use the check box in the upper left hand corner of the grid to select all.
- Click "Delete Selected Exhibitors".
Deleting vs. Removing Exhibitors
A common question is to ask the difference between deleting and removing exhibitors. Deleting the exhibitor(s) will completely remove the company and all contacts from your system permanently. You will only see the Delete option if the exhibitor does not have orders. Once there are orders, you cannot delete it.
Removing an exhibitor disassociates the company from the event but does not permanently delete it. You cannot remove an exhibitor from an event if there are orders in that event for the exhibitor.
Export Exhibitor List
There may be an occasion where you want to export an exhibitor list from Boomer. One great example is if you have many changes you'd like to make such as adding booth numbers. While you could open each exhibitor and/or order to make adjustments, it is more efficient to export an exhibitor list, make the changes in Excel, and then re-import the changes back into Boomer. To export:
- Open the event and click on the Exhibitors tab.
- Click "Export Exhibitor List" (note: security controls this option so if it is not visible above your Exhibitors grid, you do not have sufficient security rights to export a list).
- A new dialog pops up with the exported list. Click the blue disk at the top to export the list and choose Excel:
- Make any adjustments in Excel as necessary. To learn how to import an exhibitor list, see Importing an Exhibitor List.