Manage Booths and Vendors

Manage Booths and Vendors

Lay out your event floor, publish it to vendors, and keep track of who has booked what.

Before you start

You need Organizer access to the event. Vendors use their own self-service portal and only see what you publish, so nothing is visible to them until your booths exist and are marked available.

Have these ready before you begin:

• The activity or venue the floor plan belongs to. Booths live under a specific activity, not the event as a whole.
• Your booth types, categories, amenities, and prices. You can add them as you go, but having them first saves rework.
• Physical floor dimensions, if you want the map to match the real venue.

Step-by-step

1. Open the booth list for your activity. This is your working inventory: every booth with its number, type, size, price, and current status. Search by booth number and switch between grid and list views to scan quickly. If more than one floor plan exists under the activity, the list shows the booths belonging to the plan you last worked on.

2. Add or edit a booth. Open the booth form to set the booth number, type, category, size, price, pricing method, amenities, and its position on the floor. Position values are optional and default to zero, but a negative value is rejected. You can also override the payment policy for a single booth when it differs from its type default. Leaving the form with unsaved edits prompts you before discarding them.

3. Design the floor plan in the map editor. Place booths and walkways on the canvas, drag to reposition, resize, and use undo and redo freely. The header shows whether your work is saved, unsaved, or saving. Each save creates a new version of the plan, so you can step back to an earlier layout if a redesign does not work out. On a phone or narrow window the side panel collapses so the canvas stays visible.

4. Check the layout for problems. Run the validation check from the editor before you publish. It reports overlapping booths, booths sitting outside the plan boundary, and blocked walkways. A clean run reports that the map is valid.

5. Export the plan. Export the canvas as an image for signage, print, or sharing with the venue. Choose PNG for a flat picture and SVG when the venue or printer needs to scale it without losing sharpness.

6. Review the published map. The read-only map view shows the plan as vendors see it, colour-coded by booth status. Tapping a booth shows its number, status, type, size, and pricing.

7. Let vendors browse and book. In the vendor portal, vendors filter available booths by type, price range, size, amenities, and status, then open a booth to see its photo, full specifications, amenities, position, and price before booking. Vendors track their own requests and confirmed bookings in their bookings area, and booked booths change status in your booth list so the floor stays accurate on both sides.

Troubleshooting

Two booths overlap, or validation flags a collision. The editor checks for booths sharing floor space and for booths that sit on a walkway. Move or resize the flagged booth, then run validation again. Booths placed with the same position values in the booth form will collide even though the form itself accepts them, so it is worth validating after any bulk edits.

Export produces nothing. If the canvas has no booths or walkways on it, there is nothing to export and the editor tells you so. Place at least one element, save, then export again. For very large plans, prefer SVG: it stays crisp at any print size.

A vendor wants to ask a question before committing. Vendors can send an enquiry about a specific booth instead of booking it outright. The booth stays available until you respond and confirm, so an open enquiry does not hold the space. Answer or close enquiries promptly, because a vendor waiting on a reply may lose the booth to someone who books directly.

The map view says no plan is configured. This appears when the activity has no saved floor plan yet. Create one in the editor and save it. If booths exist but no plan was ever saved, the map view shows an approximate grid based on booth positions instead of your real layout.

Booths look out of date. Refresh the map view. Booth status changes when vendors book, so an open tab can lag behind.

Related help

No companion articles are linked to this flow yet.