Selling and tracking booth space for an expo or large event can get complicated. To make it easy for exhibitors to select their booths and the organization to track the event, Cade Tippett of the Dental Laboratory of Texas created an Exhibitor Cart page using ImageMapper, MembershipWorks, and an image of their expo map.
Creating a user friendly checkout page for exhibitors
Selecting from a clickable chart
Using the ImageMapper plugin, Cade was able to make an image chart clickable so exhibitors can not only visualize the booth space on the map, they can simply click on the booth on the chart to make their selection.
Each booth is setup to be an item in the MembershipWorks shopping cart. When the exhibitor clicks on the booth on the map, it is linked to the corresponding shopping cart item, so the exhibitor can view the details of the booth space and make a purchase.
Details and questions for each booth
Each shopping cart item contains images and details about the booth size, included tables/chairs and traffic flow information.
When an exhibitor selects a booth they are also be directed to answer the custom questions associated with the shopping cart item, including wording for booth sign and description of products or services provided. Exhibitors can also purchase extra meals if they’re having more reps attend.
To ensure that the booths don’t oversell, each item has an availability of only one. Once the booth is sold, it is marked as Sold Out and cannot be purchased.
Benefits to the organization
Automating exhibitor registration and payments
Using the shopping cart fully automates the registration process and payments. All necessary information is collected from the exhibitor online, and payments processed through the organization’s payment processor. The exhibitor is able to pick a booth from a chart, answer some questions, make their payment and checkout all on one page.
After an exhibitor purchases a booth, an email with the payment receipt and details about the event or booth can be automatically sent to them. In addition, notification emails can be sent to appropriate people within the organization assisting with the event.
In addition to the notification emails, the shopping cart dashboard in MembershipWorks will provide information on all the exhibitors who purchased a booth. You can click on a registration on the dashboard to see the registration details, including answers to the custom questions. You can also export the list of exhibitors to a spreadsheet, or send a group email to all exhibitors to remind them of the upcoming event or to update them on any last minute details or changes.
Setting up the exhibitor cart page – step by step
Developer Cade Tippett made this great video that explains how he setup his exhibitor cart page.
A special thank you to Developer Cade Tippett of The Dental Laboratory Association of Texas for sharing both his video and development ideas!