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.

Adding Tags to Assets

You can now add tags to Assets in your ExhibitDay Workspace.

Tagging Assets

Tags are keywords or phrases that can be added to your Assets in order to classify and categorize them — however way you see fit. For example, you can tag an Asset with the name of the department/division that the Asset belongs to. Or, you can tag Assets as “Custom-made” or “Perishable” or “Fragile”, etc.

The tags for each asset can be specified when you add a new asset or edit an existing one.

Filtering your Assets by Tag

On the Manage Assets page, you can see all the tags for each Asset. Use the Asset Filter (top-right corner) to filter down your Assets by any number of tags.

Asset Tags Filter

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

Enabling Event IDs in your ExhibitDay Workspace

The Event Id (EID) is an auto-generated, 8-digit unique number for each event in your ExhibitDay workspace. By default, event IDs are not displayed in ExhibitDay — they are just kept in our backend systems while the front-end ExhibitDay magic strives to maintain a simple, clutter-free, user experience. However, in certain cases, there might be a need for you to see these Event IDs (i.e. reference them in other bookkeeping systems, etc.). If you want to make Event IDs visible in ExhibitDay, you can do so by enabling them under Workspace Settings > Display Event IDs.

Once you enable Display of Event IDs, you’ll see the Event ID listed next to each event in the main Events page; you’ll also see the Event ID on the individual event pages.

Enable Event ID

Pro-tip: in the Event Search window you can search for events by their 8-digit Event Id (EID).

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

Specifying the Location for Scheduled Items in the Event Playbook

We just released the ability to specify the location for a scheduled item in your Event Playbook in ExhibitDay.

The New Location Field

You can now use the new Location field in the scheduled items in your Event Playbook to specify where the scheduled item takes place. For example, for a meeting with a client, you can specify which meeting room the meeting will take place in; or, for speaking engagements, you can specify where the speaker will be presenting.

Location for Scheduled Playbook Items for Trade Shows and Exhibits

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

Adding Tags to Events

We just released the ability to add tags to your events in ExhibitDay.

Tagging Events

Tags are keywords or phrases that can be added to your events in order to classify each event. For example, you can tag an event with the name of the division in your organization that the event belongs to. Or, you can tag each event with its corresponding industry or geographical region. In other words, tags can be used as a classification/grouping mechanism for your events — however way you see fit…

Tags can be added to each event from the event view page.

Tag Events

Filtering Your Events by Tag

On the main Events page, you can see all the tags for each event. The new tag filter can be used to filter down the list of events by any number of tags.

Filter Events by Tag

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