Topic:

I'd like to have a list of available booths so my exhibitors can select from. How do I set that up?

Solution:

There are a few ways to build a list of booths for your exhibitors to choose from. You can offer these choices as a series fo checkboxes or as a multiple choice list (such as a dropdown menu or radio buttons). However in order for the booth to be removed from the list of available choices for other exhibitors after it has been selected by an individual, then you will need to place a limit of 1 on the booth selections.

Here are instructions for setting this up as a list of inidividual check box items on the Agenda page:

1. Edit your Event.
2. Click on the Registration Form Pages tab, and then select the Agenda page.
3. Click the link titled Add Agenda Item. The Agenda Item Properties panel displays.
4. Make the following entries:
   • Name on Form - This is the text your exhibitors see on the form adjacent to the checkbox itself, so this caption should be something such as "Booth 101".
   • Name on Receipt - This text appears on registrants' records above their selections; again, you'll probably want to include the booth booth number in this field, such as "Booth 101".
   • Name on Reports - This is for your reports only; your registrants won't see this.
   • Field Type - Checkbox
   • Visible / Required - Select the registrant type(s) that will see this particular item. In this case, you'll probably have a registrant type called 'Exhibitors' (or similar) that should see this item/fee.
5. In the Spaces Available field, enter '1'.
   • If you'd like to specify a Sold Out message to display when this booth has been reserved then see the Additional Information below.
6. Save your changes. The item that you just created displays in the left panel..
7. If you'd like, you can make copies of the item you just created and then modify the copies:
   • Click the Copy icon near the right side of this item, in the Actions column (it looks like two pages). 
   • Enter the number of copies to make. The copies display below the original item.
   • Edit the new copy to open the Define Agenda Item / Fee window.
   • Edit the Name on Form, Name on Receipt, and Name on Reports to indicate the booth number (e.g., "Booth 102").
   • Leave the other entries the same.
8. Repeat step 8 for each booth and save your changes when done.

In order to build the booth options as a multiple choice list, then change the field type to the appropriate multiple-choice type.  You can then add a limit of 1 to each individual mutliple choice item that you add to the Agenda Item.  When one of the items has been selected from the list, then it will be automatically removed from the list of available choices.

Additional Information:

If you'd like to display a Sold Out message for each booth that has been reserved:

1. Edit each item.
2. Click the Options link next to the Standard Price field.
3. From the When limit it reached field, select Show a message.
4. Enter the message text to display for the sold out items.

Related Links:

• How do I use the automated Waitlist functionality?
• How do I create a multiple choice item?
• How do I make a multiple choice item disappear when it is full?
• How do I create an Agenda Item?
• What is conditional logic and how do I use it my event?
• User's Guide - Event Builder - Define Agenda Item
  

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