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

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

Each order summary will have its own logistics section. 

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. The next step is to check the box labeled "Select All." Then, choose "Update 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.

Tips: Be detailed! Provide the date, start, and end time for setup and breakdown. Include all relevant information to avoid unnecessary questions. This includes details such as whether vehicles can be used for unloading, parking locations, and any specific instructions. The more details, the better!

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.

 

Batch Message the Logistics

After completing the logistics entry, the next step is to batch message this information to the exhibitor. 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.

 

What does the insert logistic's code represent?

The "insert logistics" code represents a snippet of code that, when inserted into the message box, automatically populates specific logistics information for each exhibitor. Here's a breakdown of what each part of the code represents:

• {@BookingInfo}: This represents the booth type that each exhibitor registered for. For example, it could be "10x10 Corner".
• {@Space#}: This indicates the assigned space number for each exhibitor.
• {@LoadIn}: This provides the load-in details, specifying the date, and start time.
• {@LoadOut}: This includes the load-out details, specifying the date, end time.
• {@Load-In/Load-Out Instructions}: This section contains instructions specifically related to the load-in and load-out processes and any other relevant information.
• {@On-Site Contact}: This displays the name of the on-site contact person who exhibitors can reach out to for assistance or inquiries during the event.
• {@On-Site#}: This provides the contact number for the on-site contact person, allowing exhibitors to easily get in touch if needed.

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

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."

Then insert logistics and add your signature. 

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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