ExhibitDay is the all-in-one Software-as-a-Service solution to track and manage your exhibits. Your trade shows, exhibit booths, travel plans, shipments, event sponsorships, and budgets– all managed in one place.
You can filter the event Travel Reservations tab by anyone who is tagged in your travel reservations. Use the filter button at the top-right corner of the event Travel Reservations tab to filter your list of reservations by traveler.
You can specify weight and dimensions (L x W x H) for an asset under the asset Info tab. 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).
The Storage Footprint is the amount of space (volume) this asset occupies in storage.
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.
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.
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 = [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.
You can change the units of measurement for asset weight and dimensions under Workspace Settings.
Available under the ExhibitDay Enterprise plan, event tab announcements are brief messages that you can place at the top of various tabs of a given event. These messages can be used to convey information about the event itself or special instructions for a given tab to users in your ExhibitDay workspace when they view the tab.
Examples:
Announcements messages can be added to event tabs from the “Announcements” section of the “Event Settings” tab of a given event.
Note: Any announcement message that you add to a tab of a particular event appears for that event only; it will not appear for other events in your workspace.
Once an announcement has been added to an event tab, it will appear at the top of the tab you placed it on. All of the users in your workspace (who have access to that tab) will see the announcement when they visit that particular tab of that particular event.
Pro-tip:
When you copy/duplicate an event, all announcement messages for the event will also get copied over to the new event. So, for future events that require the same announcement messages, you can simply make a copy of an event with the desired announcement messages.
Offered under the ExhibitDay Enterprise plan, the Special event tab is a custom tab that you can enable for your events. Once enabled, you’ll get one extra tab in all your events (in addition to the standard event tabs that ExhibitDay provides).
Under the Special tab, you can create a set of custom fields (textboxes, dropdowns, date/time fields, attachments, etc.). For example, you can enable the Special tab and name it “Important Deadlines” (in order to keep track of a set of meaningful and significant dates for your events). Or, you can name it “Links & Resources” and use it to track information about your suppliers and third-party providers for each event.
You can get to the Special Event Tab settings by going to Workspace Settings > Workspace Customizations > Customize the Special Event Tab.
You can configure the settings for your Special event tab under the “Special Tab Settings” section. There, you have the option to enable or disable the Special event tab. You can also set the name of the tab and specify where (on the event page tab strip) the Special tab should appear.
Under the “Special Tab Fields” section, you can specify the fields you’d like to have included in your Special event tab. You can choose from any of the standard custom fields available in ExhibitDay (Text, URL, Date/Time, Dropdown control, and File Attachment).
The order in which custom fields appear here is the same order in which they will appear on your Special tab when viewing the tab on your event pages. If you’d like to change the order any field (i.e., move it up/down on the list), grab-and-drag its handle (on the right side of the screen) up or down the list.
If your Special event tab is marked as Enabled, you’ll see the tab show up on your Event pages. The Special tab will be placed on the Event page tab strip based on the Placement setting that you specify in the “Special Tab Settings” section.
If your Special event tab is marked as Enabled, when you edit any of the users in your workspace (under Workspace Settings > Users & Permissions), you’ll have the option to specify if they should have access to the Special event tab. The Special tab permissions for Team Members appears as the last item under the “Event Management” section of the list of permissions. The Special tab permission for Guests appears toward the bottom of the list of permissions (3rd from the bottom).
Note: by default, when you enable the Special tab, all users in your workspace will have access to the tab — users marked as Admins or Team Members will have view and update access, and users marked as Guest will have view access.
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.
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.
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 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.
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).
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.
