Category: Trade Show Management

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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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Custom Field: Drop-Down List

You can now add Drop-Down Lists as custom fields in your ExhibitDay Workspace.

To add a custom Drop-Down List to the Event [Info] tab or the Event [Booth] tab, go to Workspace Settings > Customize Event Fields. There, you can add a new Drop-Down List and specify its name, as well as the list of available options.

Custom Field: Drop-Down List

Once a custom Drop-Down List has been added to your ExhibitDay Workspace, it will automatically show up under each event’s Info/Booth tab.

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Event Attendee Roles

You can now specify a Role for each Attendee of an Event in ExhibitDay.

Assigning Roles to Event Attendees

To assign a Role to an event attendee (under the event [Staff] tab), click on the edit drop-down next to the attendee; then, select the “Specify Role” option.

Event Attendee Role

Default Attendee Roles for Users and Resources

A Default Event Attendee Role can be specified for each user/resource in your ExhibitDay Workspace (under Workspace Settings > Users & Permissions). If a user/resource has a Default Event Attendee Role specified, they will automatically be tagged as that role the next time they are added as an Attendee of an Event (under the Event [Staff] tab).

Default Event Attendee Role

Adding Custom Event Attendee Roles

If there are additional roles that you would like to include in your ExhibitDay Workspace, you can add your own custom roles (under Workspace Settings > Customize Event Fields > Customize Event Attendee Roles).

Custom Event Attendee Roles for Trade Shows and Exhibitions

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Search for Users and Resources

In addition to searching for events, the search function (in the top navigation bar) can now be used to find Users and Resources in your ExhibitDay workspace.

Find Users and Resources for Trade Shows and Exhibits

Clicking on a User or a Resource in search results will open their profile; there, you can view the contact information (i.e. email, phone number, title) for the User/Resource. The profile dialog also displays the events that the User/Resource is tagged in, as well as their recent activity and logs. Additionally, for each event the user/resource is tagged in, you can view the nature of their involvement in the event.

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.