Manually Assigning and Moving Booths

SOP: Manually Assign, Move, Combine, and Re-Sell Booths in the Floor Plan

Objective

This SOP explains how to manually place exhibitors into booths, create the correct order record, move exhibitors between booths, combine booths, and re-sell booths after changes. It ensures the floor plan and order history stay accurate and searchable.

Key Steps

1. Create a manual booth assignment with an order record 0:02

• Use this method when an exhibitor is already sold a booth, has paid, or still owes payment, and you need to place them manually.

• Recommended approach: create the order first, then assign the booth during checkout.

• If the company does not already exist in the event, create the company record first so it appears in the exhibitor list.

• Go to Shop > Orders and create the appropriate order type: 

  • Sales receipt if payment was already received outside the system.

  • Invoice if payment is still due.

• Complete the order as if you were the exhibitor, select the booth, and save the order.

• Optionally send the order/invoice email immediately or later.

2. Understand the direct floor plan assignment method and its limitation 0:26

• You can manually place an exhibitor directly into a booth from the floor plan by selecting the booth and choosing the exhibitor from the dropdown.

• This method is fast, but it does not create a transaction record.

• Use this only if you do not need invoice, payment, or purchase history reporting.

• For most workflows, avoid this method because it leaves no paper trail for reporting or accounting.

3. Set a booth for sale before assigning it through an order 1:56

• Before creating the order, make sure the booth is marked for sale on the floor plan.

• Select the booth and set: 

  • Price

  • Booth type/description

• Click Save after making changes.

• Click Exit when leaving the floor plan editor.

• This ensures the booth can be purchased during the order process.

4. Move an exhibitor to a different booth using the existing order 4:04

• Use this method when the exhibitor has already paid and only needs a booth change.

• Go to Shop > Orders and open the existing order for that exhibitor.

• Edit the order rather than creating a new one.

• Change the booth assignment in the order: 

  • Add the exhibitor to the new booth on the floor plan.

  • Remove them from the old booth in the cart/order.

• Save the changes.

• Optionally send an updated email confirmation for the adjustment.

5. Re-sell a booth after removing an exhibitor from it 5:40

• Important: when an exhibitor is removed from a booth, that booth is automatically no longer marked for sale.

• This prevents accidental resale of a booth that was not intended to be available.

• After moving an exhibitor out of a booth, return to the floor plan and click the vacated booth.

• Re-enable it for sale by: 

  • Clicking Sell Booth

  • Setting the price

  • Setting the description

  • Clicking Update

  • Clicking Save

  • Clicking Exit

• Confirm the booth is available again before allowing another exhibitor to purchase it.

6. Combine two booths into one larger booth 6:37

• Use this when an exhibitor purchases adjacent booths and wants them combined into a larger space.

• Open the floor plan and adjust the booth layout.

• Remove one booth from the layout and extend the remaining booth into the larger size (for example, 10x20).

• Save the floor plan changes.

• The order will typically still show both original booth numbers, but the floor plan will reflect the combined booth space.

• If needed, go back to the order and update it so the invoice reflects a single combined booth instead of two separate booths.

7. Review booth records in table view for search and editing 7:54

• In addition to the visual floor plan, go to Shop > Booths to view booths in a table format.

• Use this view to: 

  • Sort booths

  • Search booths

  • Review which booths are for sale

  • Open a booth for editing

• Edit booth properties directly from the table view when needed.

• Use this view as a reference tool when managing large booth inventories.

Cautionary Notes

• Do not use direct floor plan placement if you need an invoice, receipt, or purchase history.

• When creating a manual assignment, make sure the company already exists in the event before selecting it.

• After removing an exhibitor from a booth, always re-mark that booth as for sale if it should remain available.

• Always click Save after changes and Exit when leaving the floor plan editor.

• If you move or combine booths, verify both the floor plan and the order record are still accurate.

• Be careful not to leave a booth unavailable for purchase unintentionally after a reassignment.

Tips for Efficiency

• Prefer creating or editing the order first, then assigning the booth during checkout to keep records clean.

• Use the existing order when moving an exhibitor instead of creating a new one.

• Send the invoice/order email immediately if payment is still due to speed up collection.

• Use the table view in Shop > Booths when you need to quickly search or audit booth status.

• Keep booth pricing and descriptions standardized before assigning booths to reduce rework.

Link to Loom

https://loom.com/share/e52479a9eb364fb6b6845bdf8e6dfc2e