Exhibitors

Exhibitors within an event represent the exhibitor list provided by show management. Exhibitor records can be created by importing a list in the required format or by manually creating an exhibitor record within Boomer.

For information about the required import format, see Exhibitor List Template Information.

The Exhibitors list can represent any type of customer who may order from you. In addition to a traditional exhibitor, this may include an Exhibitor Appointed Contractor (EAC) or Show Organizer.

Note: The menu options available above the Exhibitors grid may vary depending on your security role.

Exhibitor Grid

Open an event and click Exhibitors to view the Exhibitors grid.

Using the Search Area

Use one or more of the available search fields and click Search. To remove all search criteria, click Clear.

Selecting an Exhibitor:
To open an exhibitor, click anywhere on the exhibitor's row except an underlined blue field. Underlined fields are hyperlinks that open the related record, such as an order or contact.

Components of an Exhibitor

Exhibitor Detail

Clicking an exhibitor in the grid opens the Exhibitor Detail and displays the exhibitor submenu.

Add a New Exhibitor

Use this option to manually add an exhibitor when the company does not already exist within Boomer.

1. Open the event and click Exhibitors.
2. Click Add New Exhibitor above the Exhibitors grid.
3. Enter the exhibitor information.
4. Save the record.

Associate an Exhibitor

Use Associate an Exhibitor when a company already exists in Boomer and needs to be associated with the current event. This is common for repeat exhibitors or EACs.

1. Click Associate an Exhibitor above the Exhibitors grid.
2. Search using either the exhibitor's company name or a contact's email address.
3. Click Apply Criteria.
4. Double-click the desired exhibitor or use the arrow to move it to the right side of the pick list.
5. Click Apply Selection.

The exhibitor is now associated with the event.

Remove Selected Exhibitors

Removing an exhibitor disassociates the company from the current event but does not permanently delete the company or its contacts from Boomer.

To remove one exhibitor, click Remove in the exhibitor's row.

To remove multiple exhibitors:

1. Select the exhibitors using the checkboxes in the grid. You can also use the checkbox in the upper-left corner to select all exhibitors displayed on the page.
2. Click Remove Selected Exhibitors.

Important: You cannot remove an exhibitor from an event if the exhibitor has orders in that event.

Delete Selected Exhibitors

Deleting an exhibitor permanently removes the company and all of its contacts from Boomer.

To delete one exhibitor, click Delete in the exhibitor's row.

To delete multiple exhibitors:

1. Select the exhibitors using the checkboxes in the grid. You can also use the checkbox in the upper-left corner to select all exhibitors displayed on the page.
2. Click Delete Selected Exhibitors.

Deleting vs. Removing Exhibitors

The difference between deleting and removing an exhibitor is important:

• Delete: Permanently removes the company and all contacts from Boomer. The Delete option is only available if the exhibitor has no orders.
• Remove: Disassociates the company from the current event but leaves the company and its contacts in Boomer. An exhibitor cannot be removed from an event if orders exist for that exhibitor in the event.

Updating an Exhibitor List

You will most likely receive exhibitor list updates from your show organizer after the initial list has been uploaded. The recommended process is to export the current list from Boomer, make the updates in Excel, and then import the revised file back into the event.

Best Practice: Always start with a fresh export of the current exhibitor list. This provides the correct file format Boomer needs for the import and gives your client the most up-to-date data to work from.

Step 1: Export the Current Exhibitor List

1. Open the event and click Exhibitors.
2. Click Export Exhibitor List.
3. In the export dialog, click the blue disk icon.
4. Select Excel.
5. Save the file to your computer.

Security: If Export Exhibitor List is not visible above the Exhibitors grid, your security role may not have access to this option.

Send the exported Excel file to your client or show organizer to make their updates.

Step 2: Review the Spreadsheet Before Importing

When the updated list is returned, review the spreadsheet before importing it into Boomer. Clean data will help prevent unnecessary import exceptions.

• First and Last Names: Make sure first and last names are in separate columns.
• Email Addresses: Review email addresses for obvious formatting errors.
• ZIP Codes: Confirm ZIP codes are formatted correctly, especially ZIP codes beginning with a zero.
• Third-Party Companies: Display houses, EACs, and other third-party companies should have their own company row.
• Contacts: Make sure a third-party company's contact is associated with that company rather than the exhibiting company.

Step 3: Import the Updated Exhibitor List

1. Return to the event's Exhibitors grid.
2. Click Import Exhibitor List.
3. Select the updated Excel file.
4. Review any records that require attention.
5. Resolve all import exceptions.
6. Click Import File.

Boomer will compare the spreadsheet to the data already associated with the event and recognize changes to existing exhibitor records.

Booth Number Changes: If booth numbers were originally created through an earlier exhibitor list import, Boomer can recognize and update booth number changes during the new import.

Resolve Import Exceptions

Before the final import can be completed, Boomer may identify records that require review. This typically happens when similar information already exists in the system.

For example, if an email address in the spreadsheet already exists in Boomer, you may be prompted to compare the spreadsheet information with the existing record.

Review the available data, tell Boomer whether the records should be associated, choose the appropriate information to use, and apply the correction.

Continue until there are no records requiring attention. Once all records have been accepted, the Import File button will become available.

For more information about the import process and resolving exhibitor import exceptions, see Importing an Exhibitor List.

After the import completes successfully, click Exhibitors again to return to the updated Exhibitors grid.

Notify Newly Added Exhibitors

After new exhibitors are imported, they will need to receive their Storefront login information and temporary password.

There are several ways to notify newly added contacts.

Option 1: Add New Contacts to an Existing Campaign

If you already sent an initial exhibitor campaign, you can add the newly imported contacts to that campaign and resend it.

1. Open Email Campaigns or Campaigns.
2. Open the original campaign.
3. Click Choose Contacts.
4. Check Who Have Not Registered.
5. Click Apply Criteria.
6. Review the Contact Role filter. By default, you may only be searching for Main Contacts.
7. If you want to include contacts who are not Main Contacts, change the Contact Role to All.
8. Click Apply Criteria again.
9. Move the desired contacts from the left side to the right side of the pick list. Use the All button if you want to move everyone displayed.
10. Click Apply Selection.

Send yourself a test email first to make sure the campaign looks correct.

When you are ready, click Resend Campaign.

When using Resend Campaign, Boomer sends the campaign only to users who did not previously receive the email or whose previous email failed.

Option 2: Create a New Campaign

You can also create a separate campaign specifically for your newly added exhibitors.

1. Open Email Campaigns or Campaigns.
2. Click Add New.
3. Enter a campaign name.
4. Select the appropriate email template.
5. Check Create User Logins.
6. Click Save.
7. Open the new campaign.
8. Click Choose Contacts.
9. Check Who Have Not Registered.
10. Click Apply Criteria.
11. If you want to include contacts other than Main Contacts, change Contact Role to All and click Apply Criteria again.
12. Move the desired contacts to the right side of the pick list.
13. Click Apply Selection.
14. Send yourself a test campaign.
15. Click Send Campaign when ready.

Force a Campaign to Resend to Selected Contacts

If you need to resend a campaign to contacts even if they previously received it, you can force a resend.

1. Open the campaign.
2. If you have a long contact list, scroll to the bottom and change Records Per Page to 500.
3. Select the contacts you want to resend to. Use the checkbox in the upper-left corner if you want to select everyone displayed.
4. Click Re-send to Selected Contacts.

Important: If you are selecting all contacts, increase Records Per Page before selecting the checkbox. Otherwise, only the contacts displayed on the current page may be selected.

Option 3: Send an Individual Email

If you need to notify only one contact, you can send an email directly from the Contacts area.

1. Open Contacts.
2. Locate the contact.
3. Click Send Email in the contact's row.
4. Select the appropriate email template.
5. If prompted, choose whether to create a login.
6. Click Email.

Best Practices

• Use Associate an Exhibitor instead of creating a duplicate when the company already exists in Boomer.
• Understand the difference between removing and permanently deleting an exhibitor.
• If an exhibitor with orders cancels, use the Inactive status when the record cannot be removed.
• Always start exhibitor list updates with a fresh export from Boomer.
• Review and clean spreadsheet data before importing.
• Keep EACs, display houses, and other third-party companies on their own company rows.
• Resolve all import exceptions before completing the import.
• Use Who Have Not Registered when identifying newly added contacts who need Storefront access.
• Change Contact Role to All when you need to include contacts beyond the Main Contact.
• Send yourself a test campaign before sending login information to exhibitors.