This guide provides instructions on how to input event day logistics and effectively communicate them to exhibitors.

First, log in to your EventHub account and navigate to the "My EventHub" dashboard. Locate the event for which you are working on and click the "Manage Submissions". 

 

How to insert the event day logistics

To view logistics, you must expand the order card(s). You can either expand all or an individual card.

Each order summary has its own logistics section, which you're welcome to click into each field and update one at a time. If left blank, it will display as "TBD" in the participant's account.

How to Bulk Update Logistics

To batch insert the load-in and load-out details along with on-site contact information, begin by selecting the "Approved" submissions filter. This ensures that you exclude any cancelled or rejected orders. You can then layer on top filters like Participant Category (for example you could select all food-related vendors) and Tags.

 

 

Next, check the box labeled "Select All." Then, click the Bulk Action Button.

 

Select "Add Logistics" from the "Action" drop-down menu.

A template will populate, allowing you to input the information by typing directly into the fields or by copying and pasting the relevant details from somewhere else you have it saved.

NOTE: If you leave a field blank, even if you previously had this field filled out, it will be cleared out.

💡 Tips to save yourself a headache:

Load-in and Load-out Sections

• Provide the date in the format of Day of the week, date [For example, Friday, August 15th]
• Include the start AND end time. For example, in Load-out "Breakdown cannot start before the event ends at 5pm and vendors must be out by 9pm."

Load-in/Load-out Instructions: Include all relevant information to avoid unnecessary questions.

• Include important details like:
  • What does the entrance look like? If your event has multiple entrances or check-in points, label them clearly so vendors know exactly where to go.
  • Share a pin drop link for GPS apps - sometimes the venue name will take you to the wrong spot.
  • Where can vendors park to unload? Where do vendors park during the event? Overflow?
  • Is there someone they should be looking for to check in? Will they be wearing a certain color shirt?
  • Include any special rules (e.g., “No idling in unloading area,” “No pop-up tents without weights,” “All vehicles must be off the grounds by 10:00 a.m.”).
  • Email contact info for day-of questions/emergencies (especially if not providing a phone number). 

Once all details are entered, click the blue "Update Logistics" button. This will automatically populate the information into each order summary logistics.

Booth assignments must be done individually since they are unique to each exhibitor. If you have the interactive map upgrade, you can easily assign vendors in your map editor. 

After you've bulk updated everyone's logistics, if you have any vendor types that have unique instructions, for example, food trucks, then repeat the steps above, but after filtering for "Approved" use the "Participant Category" or "Order Tags" to filter for just food trucks and then continue on with the same steps as above. Be sure to include all sections in this update, as any blank sections will clear the section for that grouping. This will need to be repeated for all unique groups. 

Batch Message the Logistics

After completing the logistics entry, the next step is to batch message this information to the exhibitors. Start by selecting the "Approved" submissions filter to exclude any cancelled or rejected orders. Then, navigate to the "Actions" drop-down menu and select the "Send Message" option.

This will open a composer window, where you can draft and send your message to your vendors.

1. Ensure you include a detailed subject line with your event's name. For instance, "Pizza Fest: Booth # and Set-up Details - READ CAREFULLY."

2. Start your message with an opening: "Hello everyone! We're thrilled to have you join us at this year's festival. With the event day approaching, we're sending out crucial information below to ensure everyone's success. Please read the details carefully."

3. Click on the blue "Insert Logistics Info" button. This will add code that will add the unique details for each vendor, see the screenshot and additional information below. 

Feel free to customize the message further and include attachments in any way you prefer. You can type above or below the code without impacting its functionality.

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