Rebooking at a trade show is the process where exhibitors reserve their booth space for the next occurrence of the event, often before the current event ends. This allows exhibitors to secure a preferred location and gives event organizers an early commitment from participants. According to Exhibition News, a strong onsite rebooking strategy is crucial for the success and growth of a show, as it allows organizers to secure commitments from current exhibitors, potentially cutting the sales cycle in half.
The ExpoFP rebooking feature is a special mode of the floor plan. You can use it to mark companies at the current event who are ready to confirm that they will exhibit in the next one.
In rebooking mode, when clicking on a booth or exhibitor name from the list, it displays four options: Unasked, Accepted, Rejected or Undecided. All exhibitors are "Unasked" by default. Changing the status will change the booth color for all of the exhibitor's booths. Notes can be saved if exhibitors want to modify anything about the location or number of their booths for the new event.
How to set up rebooking
Go to the Dashboard , and click the rebooking link to start marking exhibitors during the rebooking process.
A tag is automatically created and a record is added to the history. These can be viewed or adjusted in Exhibitors , and any admin notes will be displayed as well.
How to transfer exhibitors
Once you complete your rebooking process, you can clone the event and copy the exhibitors. Go to the Dashboard , and click Clone event at the bottom right.
In the Clone this event window, add a new event URL and set a new event date range. Under Options, check Copy exhibitors and then choose which exhibitors you want assigned to the same booths.
The new floor plan will start as a subscription-free map with limited features. You will need to upgrade it before you can start mass emailing exhibitors, sending invoices, and allowing access to the Exhibitor Portal for the new event.
Frequently Asked Questions
What happens if an exhibitor has multiple booths?
Since this is a state of the exhibitor, not the booth, all exhibitor's booths will turn green if they accept. If the exhibitor wants a different number or location of booths, you can leave corresponding notes.
What happens if the booth has multiple exhibitors?
The color will be black, each exhibitor can be changed individually.