How Does it Work?
Exhibitors will purchase a booth (exhibitor add on) through the ExpoFP floor plan in the registration page. After purchasing, booths will automatically be created and the buyer will be added as an exhibitor admin.
If you're in this journey of selling booths, we highly suggest you check out the article on Exhibitor Tiers and Exhibitor Ticket Allotments later if your booth packages include attendee tickets.
Before You Begin
Before you begin, make sure you've done the following:
✅ Create an event / floor plan in ExpoFP
✅ Create Booth Types in ExpoFP
Create Add Ons For Booths
To sell booths, you'll need to create add ons as your booth packages. When you create add ons, select Exhibitor Booth as add on type.
Important Note: The names of your exhibitor add ons must be an exact match to the Booth Types in ExpoFP.
Go to Registration > Set Up Tickets
Go to Add Ons
Create an add on
Select Exhibitor Booth as add on type
Create Booth Types in ExpoFP to Match the Exhibitor Add Ons
For the integration to work, your booth types in ExpoFP must have the same names as your Exhibitor Add Ons.
Go to Floor Plan > Booth Types in ExpoFP
Click + Add Booth Type
Enter the the booth type name. It should be the same name as your Exhibitor Add On in Accelevents.
Since you already have your exhibitor add ons and ExpoFP event created, you can now integrate, so that while setting up the rest of the steps, you can check in-real time if your changes are updating in both platforms.
Get your ExpoFP API Token
In ExpoFP, go to My Account
Select Profile
Click Show under API Token
Copy the API Token
Integrate ExpoFP with Accelevents
Go to Settings > Integrations in your event's admin console
Enable the ExpoFP integration by turning on the toggle
Click Configure
Paste the API token to the API Key field
Click Fetch Events
Select the ExpoFP event to associate with the Accelevents event
Select the default add on to be assigned when a booth is selected and no booth type is specified in the ExpoFP settings.
Click Sync Booths
Click Save
After integrating, you can check your registration page to see if the ExpoFP booth selector would appear on the page.
Booth Pricing
To ensure that your exhibitors are charged accordingly, you price in Accelevents and ExpoFP. In Accelevents, there's only 1 way to add your price, but in ExpoFP you have 2 options.
Important Note: If your pricing in Accelevents and ExpoFP do not match, it will follow the pricing in ExpoFP. So if in Expo FP, the price is 0, but it's supposed to have an amount in Accelevents, the registrant won't be charged. Or if you priced it higher in ExpoFP, the registrant will be charged higher that what is indicated in your Accelevents pricing. Make sure you're settings up your pricing correctly.
ExpoFP Option 1: Price based on booth size
If your booth price is dependent on the booth size, you can add your price per sqm in the Booth Type.
For example, in Accelevents the Platinum Booth Package price is at $10,000. If you're going to add a price based on the booth size (e.g. 400 sqm), the price in the booth type should be at $25. ($25 x 400 sqm = $10,000)
Note: If you're using this pricing, we suggest you check the price that appears when you select the booth in Accelevents, to ensure that your computation is accurate.
ExpoFP Option 2: Price not based on booth size
If your booth price is not dependent on area size, you can add the price in individual booths in the floor plan designer. No computation needed here. You simply add the same price that you've entered in Accelevents.
Note: If you added a price in both areas, it will follow the price added in the designer, not in booth type.
Associate the Booth Type to the Booths in the Designer
You will need to associated the Booth Type so that when they select that particular booth to purchase, it would purchase the exhibitor add on in Accelevents that has the same name as the Booth Type in ExpoFP.
If you don't associate a booth type and someone tries to purchase the booth, the exhibitor add on that will be purchased is the default exhibitor add on you assigned in the integration settings.
In the Designer, click on the booth in the template and in the settings, go to Type and select the Booth Type you want to associate.
Create a Booth Name Order Form Field
To ensure that the exhibitor's preferred booth name populates in the booth, you can create an Add On Field and connect that field to the booth.
In this example, we want exhibitors to enter their company name during registration through the add on field, so that when the booth is created, the booth will have the company name as the booth name.
Note: If you don't connect an add on field to the exhibitor name property, the booth name will be the buyer's name.
1. Create an Add On Field for the Booth Name
Go to Registration > Order Form
Select the Add-on tab
Click +Add Field
Add the fields that you want to include in the order form when exhibitors purchase a booth
Click Save
Enable the toggles for Include and Require
2. Connect the Order Form Field to the Booth Property
Go to Exhibitors & Sponsors > Exhibitors
Click Settings
Go to Properties
Open the property for editing
In the Connect Form Field dropdown, select the add on form field you want to connect to this property
Click Update
In this example, we want registrants to enter their company name during registration through the add on field, and when the booth is created, the booth will have the company name as the booth name.
You can also connect the other booth properties to add on fields so that the answer would automatically populate in the booth. We recommend connecting the short description and social media links.
Add the ${booth_name} Merge Tag
If you want the value added in the Name field in the booth setting in ExpoFP to appear in the confirmation page, order confirmation email and ticket pdf, you can add the ${booth_name} merge tag to the template. This can be the booth number or booth category name.
Notes:
Make sure also that in the add on settings, the Ticket PDF is included so that the value in that field will populate.
This merge tag will only appear as an option if you have the integration enabled.
This merge tag will now show the booth name, instead it will show the value in the Name field in ExpoFP, the value can be a numbers or letters.
Order Confirmation For Add On Only Orders
Currently, if the order has add ons only, no confirmation email will be sent. To ensure that they get an email, you'll need to create a new order confirmation template and assign all tickets to that new template. So that the default template, which has no assigned tickets will send to those who purchased add ons only.
Test ExpoFP
Try to buy a booth from the registration page by clicking the Select Booth button. It would show you the venue design. When you click on a booth, it will show you some booth details including the price. After confirming which booth to purchase, it will ask for the buyer information, company name (booth name), and payment information.
After submitting, the exhibitor booth will automatically be created with the given booth name, both in Accelevents and ExpoFP.
In Accelevents, the booth number (value from the Name field in ExpoFP) should appear in the Location field in the booth settings. If you add the ${booth_name} merge tag in your templates, the booth number should also appear in areas where the merge tag is added.
In ExpoFP, you can find this under Exhibitors.
If the booth is already purchased, the booth will appear as unavailable in the registration page. It would also show which exhibitor purchased the booth.
Notes:
You cannot add ticket logic for exhibitor add ons.
You can hide exhibitor add ons behind an access code.
Discount codes can be applied upon check out.
There is no option to move from one booth to another, the best option is to cancel the order and have register again.
Updating Booth Information
When you update the some booth information, it will also update on the other platform. So changed in Accelevents will reflect in ExpoFO, and changes in ExpoFP will reflect in Accelevents.
These are the fields that can update 2 way:
Accelevents Exhibitor Fields | ExpoFP Exhibitor Fields |
Name | Company Name |
Logo | Logo |
Exhibitor Description | Company Description |
Promo Video URL | Video |
Link to Site | Company Website |