As you enter costs for your events in ExhibitDay, you may encounter situations where the incurred expense is in a different currency than your Workspace’s base currency (as defined in your Workspace Settings). In such cases, you’ll need to convert the cost to your Workspace’s base currency before entering the amount into ExhibitDay.
ExhibitDay’s Currency Conversion Assistant can help you with that!
Next to every cost field in ExhibitDay, there is a “currency conversion” icon. Clicking that icon will launch the Currency Conversion Assistant.
Once the Currency Conversion Assistant launches, simply select the transaction date, choose the foreign currency, and enter the transaction amount. The converted amount will automatically be calculated based on the conversion rates for that date. Finally, click the ‘Use this amount’ button, and the system will populate the cost field with the converted amount.
The currency exchange rates used by the Currency Conversion Assistant are updated hourly based on aggregated data from reputable financial institutions, including central banks and international commercial banks. For optimal accuracy, it’s advisable to cross-check exchange rates with other sources, as market conditions can cause slight variations between providers.
Shipment Components are the individual packages or pieces that collectively make up your shipment, such as boxes, crates, pallets, and containers. Each component has its own weight and dimensions.
You can specify the components for your shipments by clicking on the “Specify Components” link when creating a shipment in ExhibitDay (under the Event Shipments tab).
Specifying Components for Simple, Single-package Shipments
If your shipment is just a single package (e.g., a box of miscellaneous swag), then your shipment has only one component — the box that’s being shipped. Click the “Specify Components” link and add just one entry — a “Box”. Then, specify its weight and dimensions.
Specifying Components for Freights and Larger/Multi-package Shipments
For freights and larger shipments that have multiple components (e.g., 2 crates and a pallet), enter each component separately.
Changing Units of Measurement for Shipment Component Weight and Dimensions
You can change the units of measurement for shipment weight and dimensions under your Workspace Settings.
Event objectives are predefined goals your organization aims to achieve by participating in events. Some examples include: Lead Generation, Sales, Brand Awareness, Customer Retention, Networking, etc.
Tutorial Video (2 mins)
Getting Started With Objectives & ROO
Specifying Objectives for your Events
Objectives for an event are entered under the “Objectives & ROO” section of the event’s “ROI, Objectives & ROO” tab in ExhibitDay.
Objective Importance and Achievement Rating
You can specify a level of Importance and Achievement Rating for each objective.
Objective Importance
The specified level of importance for an objective is a reflection of its significance to your organization for the event. It also plays a factor in the calculation of the event’s ROO Score:
Objectives marked as High importance carry a weight factor of 3x in the calculation of the ROO Score.
Objectives marked as Medium importance carry a weight factor of 2x in the calculation of the ROO Score.
Objectives marked as Low importance carry a weight factor of 1x in the calculation of the ROO Score.
Objective Achievement Rating
The objective Achievement Rating (0-10) reflects your assessment of how well you believe the event objective was met. A rating of 10 indicates that the objective was fully achieved, while a rating of 0 indicates that the objective was not achieved at all. The rating for each objective counts toward the overall event ROO Score.
Note: Unrated objectives (i.e., the ones that have an achievement rating of TBD) don’t count toward the event’s ROO Score.
The ROO Score
The Return on Objective Score is a metric used to evaluate the success of an event based on how well it meets its predefined objectives. It is a number between 0 and 10, calculated as the weighted average of objective achievement ratings.
Example
Consider an event with the following 4 objectives:
Brand Awareness: High importance, achievement rating of 8 (out of 10)
Competition Research: Medium importance, achievement rating of 6 (out of 10)
Lead Generation: Low importance, achievement rating of 5 (out of 10)
The event’s ROO Score is calculated based on the achievement rating combined with the weight factor of each objective’s level of importance:
Brand Awareness (High): 8 x 3 = 24 (out of 30)
Competition Research (Medium): 6 x 2 = 12 (out of 20)
Lead Generation (Low): 5 x 1 = 5 (out of 10)
Product Launch (Low): doesn’t count toward the ROO Score because it’s achievement rating is marked as TBD (not specified).
ROO Score = 10 x
Weighted sum of achievement ratings
Weighted sum of maximum possible achievement ratings
ROO Score = 10 x
(24 + 12 + 5)
(30 + 20 + 10)
= 6.8
Comparing ROO Score across your events
You can compare the ROO Score across all your events in a given year from the “ROO Breakdown” section of the “Exhibits & Sponsorships” tab of the Annual Budgets page.
Adding your own custom objectives
By default, ExhibitDay provides a list of most commonly used event objectives (e.g., Lead Generation, Sales, Brand Awareness, Customer Retention, Networking, etc.).
If the objective you’re looking to track is not listed, you have two options:
Option 1: When adding a new objective, simply select “Other” from the objective dropdown list and type in the name of your objective.
Option 2: Add a Custom Event Objective to your workspace so that it’s always available as an option in the dropdown.
You can add up to 10 Custom Event Objectives to your ExhibitDay workspace. To add Custom Event Objective, go to Workspace Settings > Workspace Customizations > Configure Event Objectives.
Under the ExhibitDay Enterprise plan, you can customize the properties of Capital Assets (like your booth or displays) and Collateral/Multi-quantity Items (like giveaways and swag) by adding Custom Asset Fields. These custom fields can be used to capture relevant data that best support your organization’s inventory management processes.
To add custom fields to the Asset information tab, go to Workspace Settings > Workspace Customizations > Customize Asset Info tab. There, you can add any number of custom fields (e.g. text field, date field, dropdown, file attachment, etc.) to your assets in ExhibitDay. You can also change the order in which the fields appear when you view the Asset Info tab (by grab-and-dragging the handle to right of each field) . Note: any change you make on this page will automatically apply to all of the assets in your ExhibitDay workspace.
To reduce data entry when creating assets in ExhibitDay, instead of creating an asset from scratch, you can create a duplicate copy of an existing asset that is most similar to the asset you’re looking to create. To make a copy of an existing asset, go to the asset page and choose the “Copy/Duplicate Asset” option from the extended menu of the asset page tab strip.
Under the Copy/Duplicate tab, you’ll be able to choose the Name of the new asset, and you can select various options for creating the copy. Once you’re done making your selections, click the “Create Copy” button; the system will create a copy of the asset for you based on the options you selected and you’ll be taken to the newly created asset page.
Btw, did you know that you can bulk upload your assets into ExhibitDay from a spreadsheet? For more info, please refer to this article.
