Booth Adjustments Guide, Invoices and Floor Plan

SOP: Adjusting Exhibitor Booth Assignments and Updating Orders

Objective

This SOP explains how to remove, move, upgrade, or combine exhibitor booths while keeping invoices and floor plan inventory accurate. Use the order/invoice workflow for changes whenever you need a paper trail, payment balance updates, or bookkeeping accuracy.

Key Steps

1. Remove an exhibitor from a booth through the order 0:22

• Navigate to Shop > Orders and open the relevant exhibitor order.

• Review the invoice first if needed to confirm the current booth assignment and any other purchased items.

• Click Edit to open the order in adjustment mode.

• In the cart/review step, remove the booth from the order.

• Save the changes so the invoice updates accordingly.

• If the exhibitor had other items on the invoice, determine whether a refund or balance adjustment is needed to reconcile the total.

2. Cancel the invoice when the booth is the only item 3:17

• Use this option when the exhibitor is being fully canceled and there is no need to keep the invoice open.

• Open the order and go to Actions.

• Select Cancel if the invoice should be closed without restoring inventory.

• Use Cancel and Restock if the booth inventory should be returned to available stock.

• Confirm the cancellation only after verifying that no additional payment handling is required.

3. Move an exhibitor to another booth at the same price 4:10

• Open the exhibitor’s order from Shop > Orders.

• Confirm the current booth assignment and identify the new booth with the same price.

• Add the new booth to the order.

• In the review cart, remove the original booth.

• Because the booth prices match, the invoice should balance without additional charges.

• Save the changes and verify the exhibitor appears in the new booth on the floor plan.

• If needed, return to the original booth and resell it so it becomes available again.

4. Upgrade an exhibitor to a more expensive booth 5:04

• Open the exhibitor’s order and identify the current booth and the desired higher-priced booth.

• Add the upgraded booth to the order.

• Remove the original booth from the cart.

• Review the updated invoice total to confirm the exhibitor now owes the price difference.

• If the original booth was already paid in full, the invoice should show the remaining balance due.

• Save the changes and then return to the floor plan to resell the original booth if it should be made available again.

5. Combine two booths into one larger booth 6:27

• Use this process when an exhibitor purchased two smaller booths and should now occupy one larger booth.

• First, update the floor plan so the booth layout is visually correct.

• Remove the extra booth from the floor plan and expand the remaining booth to the larger size.

• After the floor plan is updated, open the exhibitor’s order.

• Remove the booth that is no longer needed from the invoice.

• If necessary, adjust the sale price to reflect the new booth configuration or any discount/price difference.

• Save the invoice changes and confirm the order matches the updated floor plan.

Cautionary Notes

• Do not rely on floor plan changes alone if you need invoices, payment history, or a paper trail.

• When adjusting an order, remember that the system may update the invoice balance, but actual refunds are processed through the payment gateway (for example, Stripe or Authorize.net), not directly by the platform.

• After removing or changing a booth, always verify whether the original booth should be resold on the floor plan.

• If the booth was the only item on the invoice, consider whether cancel or cancel and restock is the correct action.

• For combined-booth scenarios, update the floor plan first so the visual booth map stays accurate before editing the invoice.

Tips for Efficiency

• Use the order/invoice workflow as the default method for booth changes when accuracy and documentation matter.

• Preview the invoice before editing to quickly confirm booth assignments, sponsorships, and payment history.

• For same-price booth swaps, the invoice should usually balance automatically after removing the old booth and adding the new one.

• For upgrades, check the balance due before saving so you can confirm the exhibitor owes the correct difference.

• After every adjustment, do a quick floor plan verification to ensure the exhibitor is in the correct booth and the old booth is available if it should be.

Link to Loom

https://loom.com/share/68818398b61541f6a523ab429359306f