Category: Trade Show Management

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Sharing Assets Between Your Workspaces (for multi-workspace configurations)

If you have a multi-workspace configuration (offered under the ExhibitDay Enterprise plan), you can share Assets between your ExhibitDay workspaces.

What is a Shared Asset?

A shared asset is any asset that has been shared with another workspace. When an asset is shared with another workspace, it can get reserved for events in that workspace (via the Event “Asset Reservations” tab of the workspace it is shared with).

How do I share an Asset with another workspace?

If you are on the ExhibitDay Enterprise plan and have multiple workspaces, when you view an asset (in the “Manage Assets” area), you’ll see a “Sharing” tab. Under the “Sharing” tab you can specify which of your other workspace(s) the asset should be shared with.

Sharing an Asset

Where do Shared Assets Appear?

Shared assets will be made available under the Event “Asset Reservations” tab of the workspaces they are shared with. Shared assets will not appear in the “Manage Assets” area of the workspace they are shared with. For example, if you share an asset from workspace A with another workspace, B, then any event in workspace B can reserve the shared asset; however, the asset will not appear under the “Manage Assets” area of workspace B. Any change to the asset itself (like changes to the asset name, model number, image, etc.) must be made in the asset’s origin workspace (workspace A).

A share icon Shared Asset is displayed in front of the names of shared assets.

Reserving a Shared Asset

Can Users of the Workspace the Asset is Shared With See the Cost of the Asset?

The Cost of an asset can be set when adding/editing the asset (in the Manage Assets area). When you share an asset with another workspace, you have the option to specify whether or not the users of that workspace can see the cost of the shared asset.
Note: The cost of an asset is shown as a reference when tagging an asset in a giveaway for an event (in order to help calculate the cost of the giveaway); for more information about tagging assets in giveaways of an event, please refer to this article.

What Happens When a Shared Asset is Unshared?

Unsharing (i.e., disabling sharing of) an asset that has already been shared with another workspace prevents new reservations of the asset from the workspace it was shared with — any existing reservations that may have already been made while the asset was shared will not get canceled.

Rich Text Editor for Event Fields

Rich text editing is now available for the following fields in ExhibitDay:

Event Notes, Booth Notes, Multi-line Custom Fields, Booth Service Notes, Travel Reservation Notes, Shipment Notes, Sponsorship Notes, Misc/Other Expense Notes, Budget/ROI Notes, Playbook Item Details, Task Details, Asset Descriptions, and Asset Pull Notes.

The new rich text editor provides the ability to add hyperlinks, boldface font, underline, italics, supper/sub-script, and bullet lists.

WYSIWYG Rich Text Editor Event Notes

Adding a Description for Exhibit Hall and Booth Setup/Dismantle Dates and Times

You can now specify a ‘Description’ for each Date/Time entry listed under the Exhibit Hall and Booth Setup/Dismantle sections of the Event Info tab. To specify a description for a Date/Time entry, click the ‘Add description’ link listed directly underneath the Date/Time row. The description field can be used to track notes (e.g. ‘Vendor Reception’, ‘Coffee Break / Dedicated Viewing’, etc.).

Trade Show Exhibit Date Description

Optional Accessories for Capital Assets

You can now add Optional Accessories to your Capital Assets in ExhibitDay.

Optional Accessories

Optional Accessories are supplemental add-on items that can be optionally requested when reserving a Capital Asset. The person making the reservation can specify the quantity for each Optional Accessory (depending on the specific nature of the reservation).

Example:
If the Asset is a Laptop Computer, the Optional Accessories could be a Carry-on Case, a Mouse, a Keyboard, or a Power Adapter; when a user reserves the Laptop, they may specify (1) Keyboard, and (2) Power Adapters to be included.

Adding Optional Accessories to Capital Assets

Optional Accessories for a Capital Asset can be configured from the Asset Edit page (in the Manage Assets area).

Configuring Optional Accessories for a Capital Asset

The Maximum Quantity (that can be requested)

The Maximum Quantity (that can be requested) is the maximum number of units of an Optional Accessory that can be specified (by the person making the reservation) when reserving the underlying Asset.

Example:
If the Asset is a Laptop Computer and the Optional Accessory is a Power Adapter, and you want users to be able to request a maximum of only 2 Power Adapters when reserving the Laptop, then set the value of its Maximum Quantity to 2.

The Default Quantity

The Default Quantity is the quantity (of the Optional Accessory) that is selected by default when making a new reservation for the underlying Asset.

Example:
If the Asset is a Laptop Computer and the Optional Accessory is a Power Adapter with a Default Quantity of (1), whenever a new reservation for the Laptop Computer is made, by default the system will select (1) as the quantity for the Power Adapter. The user making the reservation may choose to change that quantity (depending on the specific nature of that reservation).

Note: If you don’t want to set a Default Quantity (i.e. you want the person reserving the underlying Asset to decide how many units of this Accessory they want to include in the reservation), then enter 0 for the Default Quantity.

The Availability Status

The Availability Status of an Optional Accessory determines whether or not the Accessory is available when making new reservations for the underlying Asset.

If the Availability Status is set to ‘Active/Available’, then the Optional Accessory is included in the list of selectable Accessories.

If the Availability Status is changed to ‘Temporarily Unavailable’, then the Optional Accessory will not be included in the list of selectable Accessories (for any new reservations of the underlying Asset).

Requesting Optional Accessories when Making a Reservation

If a Capital Asset has Optional Accessories configured, the Asset Reservation screen will allow the user to select the quantity for each Optional Accessory they would like to add-on to the reservation.

Selecting Accessories when Reserving and Asset

Optional Accessories in the Inventory Pull Sheet

If a reservation for a Capital Asset has Optional Accessories specified, the Requested Accessories will be listed on the Pull Sheet.

Asset Pull Sheet with Optional Accessories

Important Notes

  1. An Optional Accessory cannot be reserved by itself; it is something that can be optionally added-on only when reserving the underlying Asset.
  2. Optional Accessories are not tracked like Assets; the system does not keep track of the status, the storage location, or inventory levels (available quantities) of Optional Accessories. It is assumed that there is typically sufficient inventory available in storage to fulfill the requested number of Optional Accessories for a given reservation. If tracking the status and inventory levels of an item are required, that item should be entered as its own stand-alone Asset.
  3. ‘Required parts’ of an Asset should not be entered as Optional Accessories. For example, if the Asset is a Booth, and its parts always consist of Frames/Panels/Rolling Case/Lights (which collectively make up the Asset), do not enter these parts as Optional Accessories; the required parts can be specified in the ‘Pull Notes’ textbox (when Editing the Asset Information).

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