Rebooking at a trade show is the process where exhibitors reserve their booth space for the next edition 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, available on any subscription package. You can use it to mark companies at the event that are ready to confirm they will exhibit in the next edition.
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 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.
The system will copy the current floor plan design and data to the new event, starting as a "Free" package.
Next, add a new Event URL and set a new event date range.
Under Options check Copy exhibitors. Then you can assign all exhibitors to the same booths, rebooking exhibitors only, and include undecided exhibitors.
Next, you can mass email exhibitors, send invoices, and 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.