Booths

Booth Reservation Workflow

How booth assignment works:

• 1. Setup Booth Types - Admin creates booth types with pricing models (Standard, Premium, Corner, etc.)
• 2. Create Floor Plan - Admin uploads floor plan image and draws booth positions
• 3. Define Booths - Admin creates individual booths with type, size, and amenities
• 4. Enable for Event - Link floor plan to event, set booth selection deadline
• 5. Participant Selects - Participant logs into portal and selects available booth from floor plan
• 6. Reservation Created - System creates reservation with status "Pending". Booth temporarily reserved
• 7. Admin Confirms - Admin reviews and confirms the reservation. Status changes to "Confirmed"
• 8. Booth Sold - Booth status changes to "Sold". Price added to participant's invoice

Booth Statuses

Understanding booth availability:

• Available - Booth is free and can be selected. Shown in green on floor plan
• Reserved - Booth has pending reservation awaiting confirmation. Shown in yellow
• Sold - Booth is confirmed and assigned to a participant. Shown in red
• Blocked - Booth is not available (maintenance, special purpose). Shown in gray

Reservation Statuses

Reservation workflow states:

• Pending - Participant has requested this booth. Awaiting admin confirmation
• Confirmed - Admin has approved the reservation. Booth is assigned
• Cancelled - Reservation was cancelled. Booth returns to available

Creating Floor Plans

Step-by-step floor plan setup:

• Create New Plan - Go to Floor Plans → New Plan. Enter name and select event
• Set Dimensions - Enter hall dimensions in meters (width × depth)
• Upload Background - Upload floor plan image (PNG, JPG, SVG, or DXF CAD file)
• Calibrate Scale - Match the image scale to real-world dimensions
• Draw Booths - Use the drawing tool to mark booth boundaries
• Assign Numbers - Give each booth a unique number/name
• Set Properties - Assign booth type, calculate size automatically

Booth Types and Pricing

Configure pricing models for booth types:

• Fixed Price - One flat rate regardless of size (e.g., €500 per booth)
• Per Square Meter - Price multiplied by booth area (e.g., €150/sqm × 20sqm = €3,000)
• Per Front Meter - Price based on aisle frontage width (common for linear booths)
• Per Depth Meter - Price based on booth depth
• Corner Surcharge - Additional fee for corner booths with multiple open sides
• Category Restrictions - Limit booth types to specific participant categories

Booth Amenities

Track included booth features:

• Electricity - Power connection included (specify kW)
• Water - Water connection included
• WiFi - Internet access included
• Open Sides - Number of open/accessible sides (1-4)
• Furniture - Basic furniture package included

Admin Booth Assignment

Assigning booths as admin:

• From Participant Page - Go to participant detail → Assign Booth → Select from floor plan
• From Floor Plan - Click on booth → Assign to Participant → Select participant
• Override Price - Optionally override the calculated price for special deals
• Add Notes - Add reservation notes (special requirements, etc.)

Managing Reservations

• Reservation List - View all reservations with status, participant, and booth details
• Confirm Reservation - Review and confirm pending reservations
• Cancel Reservation - Cancel with reason. Booth becomes available again
• Change Booth - Move participant to different booth
• Invoice Booth - Add booth fee to participant's invoice