Copying Asset Reservations From Other Events

To save some data entry time, you can copy asset reservations from another event that has similar assets reserved. Use the extended menu of the “Reserve an Asset for this Event” button on the event “Asset Reservation” tab in order to start the copy process.

Copy Assets From Another Event

Once the copy dialog appears, select the event you would like to copy asset reservations from. Then, select each asset reservation you would like to copy over and enter the reservation details. When you’re done making your selections, click the “Submit” button at the bottom of the dialog to complete the copy process.

Import Assets From Another Event Dialog

Note: the ability to copy asset reservations from another event is only available if you are on the Premium or the Enterprise plan.

Assets Page View Preferences

You can specify your view preferences for the main Assets page (where you see a list of all your assets in ExhibitDay). To change your view preferences, click the View Preferences button (toward the upper-right corner of the page). There, you can specify which properties of Assets you would like to have displayed on the main Assets page.

Please note that Assets Page View Preferences are user-specific. Changing your View Preferences does not affect the View Preferences of other users in your ExhibitDay workspace.

Assets List View Preferences

Asset Weight, Dimension, and Storage Footprint

When you edit an asset, you can specify its weight and dimensions (L x W x H). Additionally, you can specify the Packaged Weight and Dimensions for the asset. Packaged Weight and Dimensions (L x W x H) are the weight and dimensions of the asset when the asset is packaged/unassembled (while in storage or during shipment).

Weigh and Dimensions of an Asset

Storage Footprint

The Storage Footprint is the amount of space (volume) this asset occupies in storage.

Storage Footprint for Capital Assets

When viewing a Capital Asset (single-quantity items like your booth and display), the Storage Footprint is displayed underneath the Asset’s Status (right after the asset information).

The Storage Footprint for Capital Assets is calculated based on the asset’s dimensions.

Capital Asset Storage Footprint

Storage Footprint = Length x Width x Height

Note: If Packaged Dimensions are specified for an asset, then Packaged Dimensions will be used for the calculation of the asset’s Storage Footprint. Otherwise, the Item Dimensions will be used for the calculation of the asset’s Storage Footprint.

Storage Footprint for Collateral/Multi-quantity Items

When viewing a Collateral/Multi-quantity asset (like swag and marketing material), the Storage Footprint and the Projected/Future Storage Footprint are displayed underneath the Asset’s Quantity in Storage section of the page (right after the asset information).

The Storage Footprint for Collateral/Multi-quantity assets is calculated based on dimensions and quantity in storage.

Storage Footprint for Collateral Assets

Storage Footprint = [Quantity in Storage] x Length x Width x Height

If Packaged Dimensions are specified for an asset, then Packaged Dimensions will be used for the calculation of the asset’s Storage Footprint. Otherwise, the Item Dimensions will be used for the calculation of the asset’s Storage Footprint.

Note: Typically, Packaged Dimensions are only specified for Capital Assets (single-unit items like your booth, display and furniture). For Collateral/Multi-quantity items (like swag and marketing material), Packaged Dimensions can be left blank. But, if you would like to enter the Packaged Dimensions for a Collateral/Multi-quantity asset, please enter the Packaged Dimension of a single unit of the item (not the Packaged Dimensions of a group/pack of the item); this is because the calculation of Storage Footprint for Collateral/Multi-quantity items will take into consideration the quantity of the item available in storage – meaning that if you enter the Packaged Dimensions of a group/pack of the item, the Storage Footprint will become erroneously inflated.

Changing Units of Measurement for Asset Weight and Dimensions

You can change the units of measurement for asset weight and dimensions under Workspace Settings.

Asset Weight and Dimensions Unit of Measurement

Importing Assets From a Spreadsheet

You can import your Assets from a spreadsheet into ExhibitDay. The Asset Import tool can be accessed via the dropdown menu of the “Manage Assets” tab.

Bulk Upload Assets

Prerequisite: At Least One Storage Location

As a part of the asset bulk upload process, right after you upload your spreadsheet, you’ll be asked to specify the Storage Location for each Capital Asset that you’re importing.

Before you begin, please ensure that the Storage Locations to which you plan to assign the assets you’re importing have already been entered into the system.

Storage Locations can be managed from the dropdown menu of the “Manage Assets” tab.

Manage Storage Locations

Note: Storage Locations are different from “Storage Areas.” Storage Locations are places where assets are stored (for example, Warehouse A, Warehouse B). Each Storage Location has a name, address, point of contact, etc. Storage Areas are places within Storage Locations where assets are typically stored (e.g. “Aisle 1, Bin 3”). If you want to specify Storage Areas for assets you’re importing, you can enter the Storage Area for each asset under the “Storage Area” column (Column F of the upload template).

The Import Process

The import process is simple — you download the spreadsheet template (.xlsx), then fill in your assets (1 asset per row), and upload the completed file.

Please note that in the template, “Asset Name” (column A) and “Asset Type” (column B) are the only required columns.

Note: You can import up to 100 assets per upload. If you have more than 100 assets that you would like to import, you can break them down into multiple spreadsheets and upload each spreadsheet separately. Also, the import tool is limited to the properties of assets listed in the spreadsheet template (Asset Name, Type, Internal ID, Make/Model, Cost, Storage Area, Tags, and Pull Notes). Other properties of assets (like asset images, and quantities for collateral, etc.) cannot be imported using the import tool — they would have to be entered into the system manually after the import is complete.

Final Step: Review Screen

After you upload the spreadsheet, the system will parse your data and present you with a screen where you can review the data you’re about to import for accuracy. Review each asset that is being imported and make changes as needed.

If you are importing any Capital Assets, please ensure that you select the appropriate Storage Location for each Capital Asset on the review screen.

Once you’re done reviewing the data, click the “Submit” button at the bottom of the page to complete the import process.

Note: In ExhibitDay, each Capital Asset must be assigned to a Storage Location. That is why you are given the option to choose the Storage Location for each Capital Asset you’re importing on the review screen. On the other hand, Collateral / Multi-quantity Items do not need to have a storage location defined; the storage locations for Collateral / Multi-quantity Items can be selected whenever you make inventory adjustments for them (after the import is done).

Deleting Assets

If you accidentally import a duplicate asset, you can delete it by going to the Asset page itself. Please note that prior to deleting an asset, the asset must be marked as ‘Archived’. You can archive an asset from the extended menu of the tab strip on the Asset page. Once an asset is marked as ‘Archived’, the option to delete it appears in the extended menu of the tab strip.

Archiving an Asset

Keeping Track of Your Giveaways at Events

You can track your giveaways (like swag and raffle items) at tradeshows by adding them under the event “Giveaways” tab.

Calculating the Cost of Giveaways Based on Asset Costs

When creating a Capital Asset or a Collateral/Multi-quantity item (in the “Manage Assets” area), you have the option of specifying the base cost for the Asset. Once an asset is reserved for an event (under the event Asset Reservations tab), that reservation can then be tagged in your Giveaways.

For example, if you have an Asset called “Company Logo Pen” with a cost of $1.00 per pen, and you reserve 500 of them for an event (via the Asset Reservations tab), you can then create a Giveaway (under the Giveaways tab) and tag that reservation in the giveaway. Once an asset reservation is tagged in a giveaway, the cost of the asset is displayed and you can use that cost to enter the cost for the giveaway.

Cost of a giveaway

Setting a Budget for Giveaways

You can enter your planned budget for giveaways at an event under the “Giveaways” section of the event “Budget” tab.

Budget for Giveaways at trade shows