Charging Expenses to Cost Centers

You can now charge expenses for your trade shows and exhibits to Cost Centers in ExhibitDay.

Cost Centers

Cost Centers are Departments or Business Units within your organization to which costs can be charged (for accounting purposes).

When entering the cost of specific items for your Events (e.g. Booth Reservation, Travel, Shipments, Sponsorship, etc.), you can optionally specify the Cost Center(s) that the cost should be charged to.

Configuring Cost Centers in your Workspace

You can manage your list of Cost Centers under Workspace Settings > Workspace Customizations > Customize Cost Centers.

Manage Cost Centers for Trade Shows and Exhibitions

Charging a Cost to a Cost Center

To specify a Cost Center to charge to (when entering the cost of an item), click the ‘Specify Cost Center’ link next to the text-box for the cost, then select the Cost Center you would like to charge the amount to.

Select the Cost Center to allocate a cost to

Charging a Cost to Multiple Cost Centers

If the amount being entered should be charged to multiple Cost Centers, use the ‘Split Amount’ link to specify the Amount/Cost Center breakdown. For example, if the total amount for an item is $750, and that amount should be charged evenly across three Cost Centers ( ‘CC1’, ‘CC2’ and ‘CC3’), enter $250 and select ‘CC1’, then, click ‘Split Amount’ and enter $250 and select ‘CC2’; do the same thing for ‘CC3’…

Split Expenses Across Multiple Cost Centers

Expenses by Cost Center Report

To view a report of your annual expenses broken down by Cost Center, click on the Annual Budgets (all events) link in the top-right navigation menu. Then, click on the Expenses by Cost Center tab.

You can filter the report by Cost Center and export all expenses (for the budget year) to a spreadsheet (in .csv format).

Trade Show Expenses by Cost Center Report

Note: The ability to specify Cost Centers for expenses is only offered to ExhibitDay Workspaces that are on the ‘Enterprise’ plan. If you wish to enable this feature, please contact us about setting up a custom Enterprise engagement with your organization.

Sign up for a free ExhibitDay account to plan your trade shows, manage your trade event budgets, and collaborate on tasks with your event team.

Tracking Event-Specific Miscellaneous Expenses and Credits

Miscellaneous expenses (e.g. iPad giveaway, or Membership fees) and credits (e.g. partial booth service refund) for an event can be tracked under the [Misc. Expenses & Credits] tab of an event; this tab can be accessed via the extended menu on the event page tab strip.

Tracking Misc. Expenses and Credits for Trade Shows

Expenses entered under this tab will count towards the total actual costs of the Misc. Expenses line-item in the event-specific budget. Credit entries will show as negative amounts and will count against the total actual expenses for the event.

Sign up for a free ExhibitDay account to plan your trade shows, and manage budgets, engagements analytics & ROI for your events.

Annual Budgets and ROI Calculations for Your Trade Shows in Spreadsheet Format

You can now Export the Annual Budgets, Analytics and ROI Metrics for your trade shows to Excel (.xlsx spreadsheet format).

How To Export Budgets and ROI Metrics to Spreadsheet

Click on the Annual Budgets (all events) link in your ExhibitDay Workspace. Then, click the [Export to Excel] button under the [Allocation Breakdown] and [Analytics & ROI Breakdown] tabs to export to .xlsx format.

Example Spreadsheet Exports

Sign up for an ExhibitDay account and start tracking the budgets for your trade shows and exhibits.

Track Your Trade Show Annual Budget Based on Fiscal Year

Just launched — new ExhibitDay feature to track annual costs and budgets for your trade shows and sponsorships based on your Organization’s Fiscal Year in.

Setting up your Fiscal Year

You can now define your organization’s Fiscal Year under your Workspace Settings in ExhibitDay. Once you switch your budgeting basis from Calendar Year to Fiscal Year, the date range for all your annual budgets in ExhibitDay will automatically adjust to the Fiscal Year start date you choose.

Trade Show Budgets based on Fiscal Year

When you use a Fiscal Year as your Budgeting basis, the date range for your Fiscal Year is displayed on the Annual Budgets page as well as the Event-Specific budget allocation tab in each event.

Sign up for an ExhibitDay account and start tracking the budgets for your trade shows and exhibits.

How to Measure ROI for Trade Shows and Exhibits

The new ROI Calculator in ExhibitDay helps you measure the Return on Investment for exhibiting at trade shows and sponsoring events.

How it Works

After entering the actual costs for your event (in the “cost” field for booth reservation, booth services, shipments, sponsorships, travel, etc.), under the [ROI & Analytics] tab of each event in your ExhibitDay workspace, you can enter the Actual and Potential revenue amounts attributable to the event:

As you enter the attributable revenue figures, ExhibitDay automatically calculates the Return on investment for your event in the summary section:

Comparing ROI Across Your Events

You can compare the Return on Investment across all your events for a given year under the [Annual Budgets] link:

Compare Engagement Metrics and ROI Across events

Sign up for a free ExhibitDay account and start measuring the return for your investments in trade show exhibits and event sponsorships.