SOP: Configure and Manage Booth Queue for Self-Booth Selection
Objective
This SOP explains how to set up the Booth Queue feature so exhibitors can self-select or self-reserve booths from an interactive floor plan in a controlled order. It also covers how to manage queue behavior, assign exhibitors in batches, and verify the booth selection process works as intended.
Key Steps
1. Prepare the event settings for booth queue use 0:45
Open Event Setup.
Go to Registration Flow.
Confirm that Application Process is turned off.
Confirm that Paid Registration is turned off.
Click Save if any changes are made.
Purpose: These settings ensure exhibitors are not routed through a registration flow that conflicts with booth queue selection.
2. Mark booths as prepaid on the floor plan 0:54
Go to the Floor Plan settings.
Turn on the Prepaid option.
Click Save.
Open the Interactive Floor Plan Editor by clicking Edit.
Select the booths that exhibitors should be allowed to choose from.
Deselect any booths that are already reserved or should remain unavailable.
Purpose: This makes the selected booths eligible for queue-based assignment.
3. Set selected booths to self-booth purchase with a $0 price 1:36
In the right-side menu, click Self Booth Purchase.
Select Edit.
Assign the selected booths a $0 price point.
Click Save on the floor plan.
Purpose: The system treats the booths as assignable for queue purposes, while exhibitors experience it as a reservation rather than a purchase.
4. Open the Booth Queue setup screen 2:06
Return to Settings.
Scroll to the bottom and click Setup Booth Queue.
If the screen appears blank, toggle the feature on.
Confirm the Booth Queue interface loads.
Purpose: This is where exhibitors are added and queue order is managed.
5. Add exhibitors and arrange the queue order 2:49
Click Add New to add exhibitors to the queue.
Continue adding all exhibitors who should participate.
Drag and drop exhibitors to place them in the correct selection order.
Repeat until the queue reflects the desired sequence.
Purpose: The queue order determines who gets access to select booths first.
6. Review queue toggles and action settings 3:36
Review the queue toggle/checkmark option.
For most use cases, leave exhibitors enabled with the checkmark open.
Review the Actions options, but generally do not rely on open or close for standard workflows.
Use these controls only if your process requires special handling.
Purpose: These controls are rarely needed, but should be understood before proceeding.
7. Configure what happens after an exhibitor selects a booth 4:09
Scroll to the behavior settings.
Choose the action for when the current exhibitor selects a booth.
Most common option: Automatically move to the next exhibitor in the queue, assign their turn, and send an email.
Select the appropriate email template if email notifications are enabled.
Alternative options:
Move to the next exhibitor without sending an email.
Do nothing, if you want to release exhibitors in batches or waves.
Purpose: This controls how the queue advances after each booth selection.
8. Release exhibitors in batches when needed 4:44
If you want multiple exhibitors to select at the same time, select the desired exhibitors in the queue.
Click Actions.
Choose the option that assigns them their turn in the queue.
Confirm the selected exhibitors are highlighted, indicating they can now choose booths.
Purpose: This is useful for wave-based booth selection or controlled batch releases.
9. Save the queue behavior settings 5:16
Confirm the queue order is correct.
Confirm the behavior setting is set as intended.
Click Save to apply the changes.
Purpose: Saving locks in the queue logic before exhibitors begin selecting booths.
10. Test the queue using exhibitor impersonation 5:36
Go to Users.
Search for an exhibitor who is not currently assigned a booth.
Click Impersonate.
Open the Floor Plan and attempt to select a booth.
Verify that booths are unavailable if it is not the exhibitor’s turn.
Exit impersonation and repeat the test with the exhibitor whose turn it is.
Confirm that the exhibitor can reserve the booth when their turn is active.
Purpose: Testing ensures the queue is functioning correctly before live use.
11. Verify booth assignment updates after selection 7:09
After the exhibitor selects a booth, refresh or review the page.
Confirm the booth is assigned to the correct exhibitor.
Return to the Booth Queue screen.
Verify the queue advances to the next exhibitor automatically.
Purpose: This confirms the booth reservation and queue progression are working as expected.
12. Monitor queue progression and use skip controls only when necessary 7:48
Continue monitoring the queue as exhibitors select booths.
Note that there is currently no built-in shot clock or time limit for booth selection.
If an exhibitor needs to be skipped, use the toggle to bypass them and move to the next exhibitor.
Use skip functionality sparingly and only when operationally necessary.
Purpose: Ongoing oversight helps prevent the queue from getting stuck on one exhibitor.
Cautionary Notes
Do not leave Application Process or Paid Registration enabled if the Booth Queue is meant to control booth selection.
Make sure only the intended booths are marked as available; reserved booths should be deselected.
The $0 price point is important so the system treats the booth as assignable without creating a real purchase experience.
The open/close and related action controls are rarely needed for standard workflows.
There is currently no shot clock, so the queue may require manual oversight.
Use the skip toggle only when necessary, since it bypasses the normal queue order.
Tips for Efficiency
Prepare the floor plan and queue order before exhibitors are notified.
Use drag-and-drop to quickly reorder exhibitors instead of rebuilding the list.
If releasing exhibitors in waves, preselect the batch and assign their turn all at once.
Test the workflow with impersonation before going live to catch configuration issues early.
Keep a simple internal checklist for: settings, floor plan availability, queue order, behavior, and test verification.
Link to Loom
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