4C - Booth Confirmations Process Follow

Using the GoExpo Booth Confirmations tool will allow you to set an automatic Booth Confirmation email to be sent to exhibitors who are newly assigned to a booth on the floor plan, and to exhibitors who've had a change to their booth. It also enables you to easily select which exhibitors on the floor plan should or should not receive the email.

1. In order for this tool to work, you must have a Pending Email Campaign in your site for a group like Exhibitors With a New Booth Confirmation. Otherwise, no confirmation emails will be sent.
   
   
   
   
   
   
2.  The booth confirmation emails send twice daily: 1pm and 2am PT.
   
   
3. After an exhibitor is originally assigned to a booth, a Booth Confirmation will soon be generated for that exhibitor in that booth. This means there will be a confirmation waiting in the queue which you can view by navigating to Exhibitors > Confirmations from the main menu.
   
   
4. Once the confirmation is generated, you can Approve the confirmation on this page. Once a confirmation is Approved, the email will be sent to the exhibitor automatically during the next deployment time. (See #2 above.)
   
   
5. New Booth Confirmations can be set to automatically approve. This means when you assign an exhibitor to a booth, you do not need to approve them. They will be approved as soon as the confirmations are generated, and will send automatically during the next deployment time.
   To turn on this functionality:
1. Navigate to Setup > Preferences > Floor Plan from the main menu. On this page, locate the option titled Auto Approve New Booth Confirmations and mark the checkbox.
2. Note: Checking this box will NOT automatically approve any existing confirmations that already have a "Not Approved" status.
   Any confirmations generated before this is turned on will need to be approved.

 

Updated Booth Confirmations

The GoExpo Booth Confirmations tool will also allow you to send a Booth Confirmation email to exhibitors with updated booth information. This includes:

• Change in Booth Number
• Change in the placement of their booth on the floor plan
• Change in the size of their booth

The updated booth confirmations work much the same as the New Booth Confirmations, with a few notable differences.

1. You must have a Pending Email Campaign in your site that for a group like Exhibitors With an Updated Booth Confirmation. Otherwise, no confirmation emails will be sent.
2. Updated Booth Confirmations can also be set to automatically approve, however, it is highly recommend that this be turned off as the updated booth confirmation can easily be triggered if a booth has changed slightly from one place to another.

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How do I unapprove an exhibitor?

1. Go to the confirmation emails tool (Admin > Exhibitors > Confirmations)
2. Change the Status filter to Approved
3. Change the type filter to either New Booth Confirmation or Updated Booth Confirmation (depending on which you want to send)
4. Floor – you can choose Catch All or a specific floor. See explanation below (what is the Catch All floor?)
5. It is helpful if you change the Confirmations per Page to All
6. Find the exhibitor(s) and click the check box next to their name
7. Once you have all the exhibitors you want to unapproved selected at the bottom of the page With Selected choose Unapprove
8. Note that once you Unapprove an exhibitor it will stay unapproved until you manually approve them

How do I Approve an exhibitor that is unapproved?

1. Go to the confirmation emails tool (Admin > Exhibitors > Confirmations)
2. Change the Status filter to Unapproved
3. Change the Type filter to either New Booth Confirmation or Updated Booth Confirmation (depending on which you want to send)
4. Floor – you can choose Catch All or a specific floor. See explanation below (what is the Catch All floor?)
5. It is helpful if you change the Confirmations per Page to All
6. Find the exhibitor(s) and click the check box next to their name
7. Once you have all the exhibitors you want to approved selected at the bottom of the page With Selected choose Approve
8. Note that once you Approve an exhibitor the email will send at the next send automatically during the next deployment time

How do I Resend an exhibitor a confirmation email?

1. Go to the confirmation emails tool (Admin > Exhibitors > Confirmations)
2. Change the Status filter to Sent
3. It is helpful if you change the Confirmations per Page to All
4. Find the exhibitor(s) and click the check box next to their name
5. Once you have selected all of the exhibitors for which you would like a Confirmation resent, scroll to the bottom of the page and select Resend with the With Selected tool

What is the Catch All floor?

The Catch All booth confirmations come into play when your install has more than one floor plan area.

The booth confirmation emails can be sent to all exhibitors on all floors or to just the exhibitors that are on a particular floor. For example, let's say that XYZ Corp is in booths A1 and A2 which are on floor A and booth B1 which is on floor B. The exhibitor will receive 3 different confirmation records. One will be targeted to floor A and the associated confirmation email would only mention booths A1 and A2. Another will be targeted to floor B and the confirmation email would only mention booth B1. The final will target all the floors and the confirmation email would mention booths A1, A2 and B1.

Please note the Catch All confirmations will only send if you have a confirmation email set to the To Group All Exhibitors With a New Booth Confirmation

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More Helpful Hints

Clicking on an exhibitor name will bring you to the exhibitors’ profile

Once an email is sent you can click on the Sent link. This will take you to the actual email that was sent where you can also see if it was opened, when it was opened, etc. (All stats associated with the email will be available.)