ExhibitDay News and Resources for Event Professionals
Category: Asset Management
Track and manage reservations for your trade show Capital Assets (like your booth, displays, and furniture), as well as your trade show Collateral (like swag and marketing material).
We just released the ability to Follow your Storage Locations in ExhibitDay (in order to get notified about Asset Reservations).
Following a Storage Location
To follow a Storage Location, click the Storage Locations link in the drop-down menu next to the [Manage Assets] tab. Then, click the Follow link next to the Storage Location(s) you would like to follow.
Every time an Asset Reservation is made (or updated) from Storage Location(s) that you following, you’ll receive an email about the reservation.
Asset Reservation Notification Settings
By default, when you follow a Storage Location, you will get notifications about all asset reservations and updates from that location — upcoming and past reservations. If you don’t wish to get notifications about past reservations (e.g. when a reservation from a past event gets deleted), and only prefer to get notified about upcoming/future reservations, you can change your Asset Management notification settings under My Profile & Preferences > Email Notifications > Asset Management Notification Emails.
You can manage your Storage Locations for your Assets in ExhibitDay by expanding the [Manage Assets] dropdown menu. On the Storage Locations page, you can add a new Storage Location, or, browse to existing Storage Locations in your ExhibitDay workspace.
Storage Location Details
When you click on any of your existing Storage Locations, you’ll be taken to the Storage Location Details page. On the Details page, you’ll see:
A list of your Capital Assets stored at this location.
A list of your Collateral Transactions involving this location (i.e. all collateral inventory adjustments and event reservations for this location).
Logs – history of all transactions and reservations for this storage location.
You can edit the Storage Location’s name and address using the “Edit Location” link (towards the top of the page).
Deleting a Storage Location
You can delete a Storage Location by clicking the [Delete this Location] link on the extended menu of the tab strip (on the Storage Location Details page).
Note: When deleting a Storage Location that has any Capital Asset(s) or Collateral Transaction(s) associated with it, prior to deleting the location, you must choose another location to transfer the associated Capital Asset(s) and Collateral Transaction(s) to.
Trade Show Capital Assets are Fixed Assets (like your Booth, or, your Displays) that get borrowed from storage, and are expected to return back to storage after each trade show.
ExhibitDay‘s default reservation policy prevents you from reserving a Capital Asset if it is already reserved for another event during the same reservation period.
Changing the Reservation Policy for a Capital Asset
In order to change the reservation policy for a given Capital Asset in your ExhibitDay workspace, click on [Manage Assets], then select the Capital Asset you would like to modify. On the Asset view page, click “Reservation Policy” under the extended menu of the tab strip.
Capital Asset Reservation Policies
There are three different Reservation Policies that can be set for a given Capital Asset: Strict, Moderate, and Liberal.
Strict (default policy)
The Asset is available for reservation only on dates when no other reservation is made. Example: If the Asset is checked out or reserved from Feb 17, 2021, to Feb 21, 2021, no other reservation can be made during those dates (not even on the return date — Feb 21, 2020). The next date asset can be checked out or reserved will be the day after this Asset has been returned to storage — Feb 22, 2021.
Moderate
The Asset is available for reservation on dates when no other reservation is made, plus, the check-out and return date of all reservations (i.e. the asset shows as ‘Available for Reservation’ on the first and last day of a given reservation). Example: If the Asset is checked out or reserved from Feb 17, 2021, to Feb 21, 2021, no other reservation can be made Feb 18, 2021 – Feb 20, 2021. This allows you to reserve the Asset for another event on the check-out date as well as the return date (e.g. the Asset arrives to storage on the morning of Feb 21, 2021, and gets checked out for another event the afternoon of Feb 21, 2021).
Liberal
No blocked dates — the Asset will always show as “Available for Reservation” (even if other/conflicting reservations exist). Example: If the Asset is checked out or reserved from Feb 17, 2021, to Feb 21, 2021, the system will allow other reservations to be made during the same time period.
We’re excited to announce the [Beta] release of ExhibitDay’s Asset Management Module.
You can now track and manage your Capital Assets (like your booth and displays) as well as Collateral (like swag and marketing material) in ExhibitDay.
Reserving Assets for Your Trade Shows
You can reserve assets for your trade shows under each Event’s [Assets] tab.
Asset Management Access Control
Like all other ExhibitDay modules, access to Managing Assets and Making Reservations for Events can be controlled in the team workspace > user management area.
