Specifying the Check-in (Return to Storage) for Collateral and Multi-Quantity Asset Reservations

You can now specify a Check-in/Return Date for Collateral and Multi-Quantity Asset reservations in ExhibitDay.

When reserving a Collateral/Multi-Quantity Asset for an event, use the “Return to Storage / Check-in” section of the reservation form to specify if/when the items will return back to storage.

Check-in Return of Trade Show Asset to Storage

When to choose the ‘Unspecified / TBD’ option:

In certain cases, the items that get checked out either do not return back to storage at all, or, only some portion of the quantity checked-out gets returned back to storage. For example, if 500 Logo Pens are checked out for an event, some or none of the Logo Pens may return back to storage after the event. In such scenarios, choose the ‘Unspecified / TBD’ option. If/when any portion of item(s) end up getting sent back to storage, you can make a manual inventory adjustment entry for this asset at the storage location the items are returned to.

Also, in certain scenarios, some portion of the items checked-out may even go to a different location after the event (e.g. 15 chairs are checked out for an event, 5 of them return to the original storage location and 10 get shipped directly to a different event and get returned at a later date); in such cases, it is also recommended that the ‘Unspecified / TBD’ option be selected so that manual inventory adjustments are made upon actual arrival of the items at each location.

When to choose the ‘Everything comes right back after the event’ option:

Choose this option only if you know that all quantities of this asset checked-out for this reservation will return back to the same storage location after the event. The system will automatically make the inventory adjustment entry (increase) for the check-in on the specified return date. For example, if 15 chairs are reserved for an event, and after the event, all 15 chairs will return to the same storage location they were checked-out from, then you can select this option and specify the return date — this way, the system will automatically mark an inventory increase on the return date, and you won’t have to ‘check-in’ (by adding an inventory adjustment entry for the return).

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Specifying Shipping Logistics Categories for Asset Reservations

You can now specify a Shipping Logistics Category when you reserve an Asset in ExhibitDay.

To specify a Shipping Logistics Category (i.e. “Advance Warehouse” or “Direct Shipment”) for your reservation, use the Advanced Options section of the Asset reservation form.

Shipping Logistics

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User Profiles and Contact Information

We just released the ability to view the profile of users and resources in your ExhibitDay workspace.

Viewing the Profile of a User or a Resource

You can view the profile of a user or a resource in your ExhibitDay workspace by clicking on their profile image (anywhere you see their profile image in ExhibitDay). The user profile pop-up dialog displays contact information (i.e. email, phone number, title) for the user/resource. The profile dialog also shows the events that the user is tagged in, as well as the user’s 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.

User Profile

Editing the Contact Information for Users

A user’s Name, Email, Phone Number, Company, and Title can be edited under Workspace Settings > Users & Permissions. This information can also be edited by the user himself/herself when they log into their ExhibitDay Account (under My Profile & Preferences section).

As a workspace Administrator, you can add additional notes about the user (e.g. their frequent flyer number, or seat preference) when you edit the user (under Workspace Settings > Users & Permissions). The Admin Notes field will be displayed in the user’s profile pop-up dialog; this field is only visible to Admin users in your ExhibitDay workspace.

Editing the Contact Information for Resources

Resource is a “non-user” in your ExhibitDay workspace (i.e. no ExhibitDay account / no access to your Events). Essentially, they are people who participate in your trade shows and exhibits, but don’t have the need to log into your ExhibitDay workspace; like: speakers, independent sales personnel, contractors, specialists, and temporary staff.

As a workspace Administrator, you can edit the contact information (Name, Company, Title, Email, and Phone Number), for all the resources in your ExhibitDay workspace under Workspace Settings > Users & Permissions.

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.

Custom Event Statuses (for Trade Shows that are canceled, postponed, etc.)

In addition to the default event statuses (‘Considering Attending’, ‘Committed’, and ‘Not Going’), you can now add up to 5 additional event participation statuses to your ExhibitDay Workspace.

To manage custom event statuses, go to Workspace Settings > Customize Event Fields > Customize Event Statuses.

Custom Event Status

This new customization is available to ExhibitDay Workspaces under the Premium and Enterprise plans.

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

A Few More ExhibitDay Enhancements

We recently made the following Enhancements to ExhibitDay:

Travel Reservation File Attachments

In addition to the reservation invoice, you can now attach any number of files (e.g. itinerary, boarding pass, etc.) to a travel reservation.

Trade Show Trade Reservation Attachment

Rearranging Travel Reservations

Similar to how ExhibitDay tasks can be rearranged on the task board, you can now re-arrange travel reservations (under the Event [Travel] tab). Use the move-arrows (at the top-right corner) to drag-and-drop reservations into any display order you prefer to see them in.

Rearrange Travel Reservations

Note: the functionality for Re-arranging travel reservations is not available on mobile browsers (only available on desktop).

Tracking Connections/Layover Information for flights

We have added new text fields to Flight Reservations in order to track connection information for flights with layovers.

Flight Layover Connection Information

Shipment File Attachments

In addition to the shipment invoice, you can now attach any number of files (e.g. proof of shipment/delivery, etc.) under the Event [Shipments] tab.

Shipment File Attachment
Shipment File Attachment

“Attach-able” Custom Fields (file upload control)

When you customize the [Info] and the [Booth] tabs for your events, in addition to the standard text fields, you now have the option to add a file upload control as a custom field. The custom file upload control field allows you to attach documents like your “Insurance Contract Document” or “Lead Retrieval File” to your Events.

Custom File Upload Control

Once you’ve added a custom File Attachment field to your ExhibitDay Workspace, it will automatically show up in your events as file upload control. You can use the file upload control to attach documents under the Info/Booth tabs.

Attach files to your Trade Shows and Exhibits

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