In Expo management, expos are special products configured with a product category of Expos, and a product type of Expos. The Expos product type allows the Expos tab to display on the Products record. Expos products are used to sell booth space at an expo to exhibitors.

The information below covers only those fields and tabs that are relevant to the expo. For more information on how to set up products in Aptify, see Using Product Setup and Maintenance.

Top Panel

Name (required)

This field contains the name of the Expo product.

Category (required)

The category selected in the Category field defines the default GL accounts required to track financial information about the product being configured. Typically, an organization that runs Expos create one or product category for these expo products.

Type (required)

The product type selected in the Type field defines special characteristics of the product being configured. Expo products must have a product type of Expos.

Parent Product

If the Expo product is part of a larger, "parent" product, the parent product is noted in the Parent Product field. This field links to the Products service.

Expos Tab

The Expos tab defines the characteristics which distinguish this product as an Expos product. This tab is only available once the Type field has been set to Expos.

Attachments Sub-Tab

This tab can store any expo-specific attachments.

Expos Sub-Tab

This tab displays the set of Expos records that are related to this record. For example, if this Expo is the Prior Expo for a second Expo, then the second Expo appears on this tab.

Floorplans Sub-Tab

The Floorplans sub-tab of the Expos tab lists all floorplans that are associated with the expo. Floorplans are linked with expos through the use of Expo Floorplan records. See About the Expo Floorplans Form.

General Sub-Tab

Expo Name

This field contains the name of the expo, which may not be the same as the name of the expo product.

Vendor

The Vendor field displays the name of the company that is sponsoring or hosting the expo. This field links to the Companies service.

Vendor Contact

The name of the primary contact for the vendor sponsoring or hosting the expo is listed in the Vendor Contact field. This field links to the Persons service.

Prior Expo

In instances where the expo might be a repeating event, the expo product can be linked to a prior expo. This is indicated in the Prior Expo field, which links to the Expos service.

Start Date

The Start Date field contains the date the expo is scheduled to begin.

End Date

The End Date field contains the date the expo is scheduled to end.

Setup Date

The date when exhibitors can begin to set up their booths is noted in the Setup Date field.

Setup Req. Date

The Setup Req. Date field contains the date by which all exhibitors must be finished setting up their booths.

Invoicing Sub-Tab

The Invoicing sub-tab of the Expos tab on an Expos product displays information about how the expo is to be invoiced. All fields on this sub-tab are for informational purposes only. Information here does not trigger any functionality in Expo Management.

Currency Denomination

If desired, select the currency in which transactions related to this expo are typically conducted.

First Deposit Percent, Second Deposit Percent, Third Deposit Percent

Expos may allow exhibitors pay for the expo product in up to three installments. These deposit amounts are specified as percentages in the Deposit Percent fields. The date each deposit is due is also indicated in the fields to the right of the Deposit Percent fields.

Meetings Sub-Tab

If meetings are linked to the expo, they are listed on the Meetings sub-tab of the Expos tab for that expo product. While expo products are used for selling booth space to exhibitors, meeting products are used to register attendees at the expos. During registration, many organizations wish to link attendees who are exhibitors with the booth they have purchased. This is accomplished by linking the meeting to the expo.

Units Sub-Tab

Data saved on the Units sub-tab is meant for informational purposes only and may be used for reporting. Information here does not trigger any functionality in Expo Management.

Unit Width

The Unit Width field indicates the width of each unit used for the expo. By default, the value is 0.

Last Reg. Number

This field stores the last registration number to use for units in the expo. By default, the value is 0.

Unit Length

The length of each unit is listed in this field. By default, the value is 0.

Max Units

The Max Units field indicates the maximum number of units in the expo. By default, the value is 0.

Max Booths

The Max Booths field indicates the maximum number of booths in this expo. By default, the value is 0.

Max. Floorplans

The Max. Floorplans field indicates the maximum number of floorplans for this expo. By default, the value is 0.

Min. Units For Points

This number defines the minimum number of units that customers must purchase to earn points. By default, the value is 0.

Points Deadline

The Points Deadline is the date past which no points will be awarded. This is applicable only if customers can earn points for participating in the expo or purchasing units.

Participation Points

The value in the Participation Points field indicates the number of points customers earn by participating in the expo. By default, the value is 0.

Points Per Unit

Points Per Unit indicates the number of points that the customer earns by purchasing one unit. By default, the value is 0.

Avail. Color

The Avail. Color field displays the color of available booths in the Expo floorplan. This field is reserved for future use.

Taken Color

The Taken Color field displays the color of the reserved booths in the Expo floorplan. This field is reserved for future use.