Event Booth Management
Manage booth rentals at events with categories, templates, bookings, and automated status tracking.
Event Booth module extends the basic Event module to manage booth rentals at events, trade shows, and exhibitions.
Define booth categories (Standard, Premium, VIP), create booth templates for each event type, manage bookings, and track status automatically.
Key Features
Key points
• Define booth categories with descriptions, images, and rental prices.
• Create booth templates for each event type to auto-generate booths.
• Manage booths in events with location, size, and status.
• Book booths for customers/partners with automatic confirmation.
• Track booth status: Available, Unavailable, Booked.
• Integrate with Sale module to create booth rental orders.
• Report booth status and revenue by event.
Core EN/VI Terminology
| Fields | Trường dữ liệu | Description |
|---|---|---|
| Booth Category | Danh mục Gian hàng | Booth classification by standard (Standard, Premium, VIP). |
| Booth Template | Mẫu Gian hàng | Booth template defined for event type. |
| Event Booth | Gian hàng Sự kiện | Specific booth in an event. |
| Booth Registration | Đăng ký Gian hàng | Booth rental registration from customer. |
| Booth Status | Trạng thái Gian hàng | Available, Unavailable, Booked. |
| Booth Location | Vị trí Gian hàng | Physical location of booth at event venue. |
| Booth Size | Kích thước Gian hàng | Booth area (m²). |
Create Booth Categories
Booth categories define types of booths available for rent at events like Standard, Premium, VIP with descriptions, images, and reference prices.
Key points
• Categories can be reused across different event types.
• Images help customers visualize the booth better.
• Lower sequence displays first in lists.
Steps
1. Go to Event → Configuration → Booth Categories.
2. Click New and fill Name (e.g., Standard Booth, Premium Booth).
3. Add Description detailing the booth type.
4. Upload Image to display to customers.
5. Enter Sequence to set display order.
6. Save category to use when creating booth templates.
Create Booth Templates for Event Types
Booth templates are defined for each Event Type to automatically create booths when creating new events.
Key points
• When creating new event from this event type, booths will be auto-created.
• Linked Product allows creating Sale Order when booking booth.
• Can create multiple booth templates for one event type.
Steps
1. Go to Event → Configuration → Event Types and open the event type to configure.
2. Switch to Booths tab.
3. Click Add a line to add booth template.
4. Select Booth Category (Standard, Premium, VIP).
5. Enter Name (e.g., Booth A1, Booth B2).
6. Fill Booth Location (physical location).
7. Enter Booth Size (area in m²).
8. Select linked Product to create rental order.
9. Save booth template.
Manage Booths in Events
After creating event from event type with booth templates, booths will be auto-created and can be managed in event Booths tab.
Key points
• Booths can be added manually if new booths are needed.
• Status auto-updates when booth registration occurs.
• Can filter booths by Category, Status, Location.
Steps
1. Open event needing booth management.
2. Switch to Booths tab to view booth list.
3. View status of each booth: Available, Unavailable, Booked.
4. Click on booth to view details or edit.
5. Change Status if needed (e.g., mark Unavailable if booth is damaged).
6. View Contact/Partner who booked the booth (if any).
Book and Confirm Booths
Customers can register booth rentals via website or staff can create registrations manually.
Key points
• Can only book booths with Available status.
• Sale Order auto-calculates price based on linked Product.
• Can book multiple booths for one registration.
Steps
1. Go to Event → Registrations and create new registration.
2. Select Event and fill Attendee information.
3. Switch to Booth Registration tab.
4. Select Booth to book from available booth list.
5. System auto-creates Sale Order if Product is linked.
6. Confirm registration to mark booth as Booked.
7. Send confirmation email to customer.
Track Booth Status and Availability
Key points
• Status auto-updates when registration or cancellation occurs.
• Can change status manually if needed.
• Dashboard displays booth status overview by event.
Booth Status
| Status | Description | Action |
|---|---|---|
| Available | Booth available for booking | Customer can register rental |
| Unavailable | Booth not available | Cannot book (maintenance, damaged) |
| Booked | Booth already booked | Customer has rented |
Integration with Sale Module
Event Booth module integrates with Sale module to auto-create orders when booking booths, helping manage revenue and payments.
Key points
• Each booth links to a Product in Sale module.
• When booking booth, Sale Order is auto-created with corresponding Product.
• Rental price is taken from Product Price List.
• Can apply discounts or promotions to orders.
• Track payments and invoices through Accounting module.
Reports and Analytics
Key points
• Booth status report by event: number of Available, Booked, Unavailable.
• Revenue analysis from booth rentals by Category, Event Type.
• Occupancy Rate report over time.
• Export customer list who booked booths with contact information.
• Booth booking trend charts by month/quarter/year.
Typical Workflow
Steps
1. Create Booth Categories (Standard, Premium, VIP) with descriptions and images.
2. Define Booth Templates for each Event Type.
3. Create new event, system auto-generates booths from templates.
4. Customer registers booth rental via website or staff creates registration.
5. Confirm registration, booth changes to Booked status.
6. Sale Order is auto-created, customer makes payment.
7. Track booth status and revenue via reports.
Best Practices
Key points
• Create clear booth categories with high-quality images to attract customers.
• Use booth templates to save time when creating new events.
• Link Products with flexible pricing for easy rental price adjustments.
• Set up automatic confirmation workflow to reduce registration processing time.
• Use email templates to send confirmations and reminders to customers.
• Track occupancy rate to optimize booth quantity for future events.
• Create periodic reports to analyze booth business performance.
• Mark Unavailable for booths needing maintenance before event.
User Groups and Permissions
Access Control
| Group | Main Permissions |
|---|---|
| Event User | View booth list, create booth registrations, view basic reports. |
| Event Manager | Full access: create/edit booth categories, booth templates, manage status, configure Sale integration, access detailed reports. |