Exhibition Code Tables

Exhibitor Type

In the Exhibition module, navigate to the menu Setup -> Exhibition Code Tables Setup -> Exhibitor Type Setup. This table is used to indicate the type of Exhibitor, so that similar exhibitors can be grouped together. If Exhibitor Types will not be useful, set up one type which will be used in orders and no further action will be required.

Add an exhibitor type ID and then enter a description of the exhibitor type to represent a meaningful group of exhibitors. For example, enter a description of sponsor exhibitors which would include clients who sponsor the exhibition. When finished with each type, click on the + sign. Repeat the process as needed to enter all types of exhibitor groupings and click the + sign. Then when finished, click on the “Save” button.

Directory Category

In the Exhibition module, navigate to the menu Setup -> Exhibition Code Tables Setup -> Directory Category. This is a category which user can utilize to organize a show’s directory listings. This information is used when entering a line item on an order and later reflect this information in the Directory Report.

Enter an ID for the category in the section “Create a Catalog Type” and enter a description of the category. Then click the + sign and click on “Save”.

In an order line item note the tab “Directory Information” and note the drop down “Listing Category”.

This is the list of possible directory categories which you created above and which you can use to enter in the order and later view as a report under the menu Analysis -> Directory Report/ Export.

Note the headings listing the directory code and description.

Order Types

Navigate to the same menu of Exhibition Table Codes and click Order Type Setup. Enter the order type ID and a meaningful description, then click the + sign to add it to the list. When finished, click on the save button.

This list is used to identify the different types of orders’ line items entered. This allows grouping orders for reports/analysis. Order Types are assigned to orders, for example: comp, contra, FOC, special, house, trade out, late bookings, shell package, and standard to use for miscellaneous order types.

User Defined Fields

Click on the Exhibition User Defined Fields in the Exhibition Tables Codes Setup menu in order to setup the various UDFs. These are fields which you can customize to provide you with further details in an order line item if these fields are not available in Naviga Ad by default. For example, date fields such as approval dates, or text fields for “approved by” where the order entry user can enter free text of the approver’s name.

You can also provide multi-select fields which would give entry user the opportunity to check multiple boxes of options in the order line item entry.

Some or all of these different UDFs can be assigned to each individual exhibition in the exhibition setup screen as needed. See Opportunity User Defined Fields for more information on setting up the various types of UDF's

Space Adjustment Type

This type is used to identify adjustments that affect both the cost and size of a booth in an exhibition.

Navigate to the same Setup -> Exhibition Code Tables menu and click the Space Adjustment Type Setup and enter the space adjustment ID, descriptions and check the box if this is a positive space adjustment. This will result in an increase of size and cost in the order. If you leave it unchecked, this will be a negative adjustment of size and cost subtracted from the total space. Click the + sign and repeat the process to add more adjustment types. Then click on the save button.

Space Type Setup

This is where you can setup the space type to be used in the rate cards which in turn are used in the orders for an exhibition. Space types are used to identify the type of booth and allow grouping booths for reports and analysis. Navigate to the menu Setup -> Exhibition Codes Table Setup -> Space Type Setup.

In the “Create a Space Type” section, enter a new space type ID and description. Click the + sign and click on the save button.

Order Contact Roles

This menu allows you to define the roles of contacts you assign to orders in the order entry screen. For example, the role of the contact can be the sales contact, or business manager and so forth.

Navigate to the menu Setup -> Exhibition Codes Tables Setup -> Contact Roles. Enter in the “Create a New Contact Role” section a role ID, description and click on the + sign. Repeat adding roles and when finished, click on the save button.

Status Code Description Status

This menu allows you to view the different status codes for an order and edit the status description. At this point you cannot enter a new status.

Navigate to the menu Setup -> Exhibition Codes Table Setup -> Status Code Description Status. Edit any of the descriptions available and click on the save button.

Order Cancellation Reasons

This menu allows you to create a list which is used to identify why orders are cancelled. When a user cancels a reservation of a line item, the system will prompt the user to choose from the drop down list of reasons. For example the reasons could be user error, left show, moved to larger booth, moved to smaller booth, removed from show, booth change (us), booth change (them) and so forth.

Navigate to the menu Setup -> Exhibition Codes Table Setup -> Cancellation Reason Setup.

Enter in the “Create a New Cancellation Reason” section a cancellation ID, and a description and then click on the + sign. Repeat the process to enter more reasons as needed and then click on the save button.

Registration Types

Registration Types are used for tracking budget/actual registrations per show. We don't take registrations in Naviga ad. That is typically handled by a 3rd party vendor like Cvent, but you can enter budgets and total revenue from Registrations to include with the event reporting inside Naviga Ad.

Enter desired registration type ID's and Descriptions and click the + to add to the list. Click Save.

See Exhibition Setup to enter Attendee Budgets and Actual Registrations.