How to order and send exhibitor passes and set-up and dismantling passes

In this section, you can order additional exhibitor passes as well as set-up and dismantling passes.

Step-by-step guide

1 – Item

The selected item is displayed here. In this section, you can order additional exhibitor passes or set-up and dismantling passes.

2 – Accounting

Accounting of the exhibitor passes is based on actual usage. Set-up and dismantling passes are free of charge and therefore will not be billed.

3 – Price

The price per pass is displayed here.

4 – Amount

Use the plus and minus buttons to select the required number of passes.

5 – Ticket model

For this item, the “1:1 Code” ticket model is available. Each pass contains an individual registration code that can be redeemed for exactly one pass.

6 – Registration code

With the “1:1 Code” ticket model, you do not need to specify your own registration code. Therefore, no information is displayed in this field.

7 – Total amount

The total amount for the selected passes is displayed here.

8 – Add to cart

Click “Add to cart” to add the selected passes to your cart.

In this section, you assign exhibitor passes or set-up and dismantling passes to your stand staff. Depending on the selected registration process, you can send the passes by email, make them available for registration or create non-personalised passes (available for set-up and dismantling passes only).

Step 1: Invite staff

1.1 Select article or pass type

Select the type of pass you would like to assign to your stand staff. You can choose between set-up and dismantling passes and exhibitor passes.

The number of passes still available is shown on the right. This corresponds to your available pass allocation and decreases with each invitation used.

1.2 Select registration process

Choose how the pass should be provided to your staff member:

• Registration with email: Enter the complete registration details for your staff member. Once registration has been completed successfully, the staff member will automatically receive the pass by email.
• Registration only: Enter the complete registration details for your staff member. Once registration has been completed successfully, you can download the pass yourself and forward it, for example, by email.
• Anonymous tickets: Select the required number of anonymous tickets from your allocation. These will then be made available for download in the document overview.
  Important note: Anonymous tickets tickets can only be created for set-up and dismantling passes. This option is not available for exhibitor passes.

1.3 Select further options

Choose whether you would like to create a new staff invitation or edit an existing staff invitation.

• Create a new staff invitation: Enter a name for the staff invitation. A clear name will make it easier to find later.
• Edit an existing staff invitation: Use the drop-down menu to select the staff invitation you would like to edit based on the name you assigned to it.

1.4 Proceed to the next step

Click “Next step” to continue.

• If you selected “Registration with email” under 1.2, the next step will take you to the email template selection.
• If you selected “Registration only”, the email template selection will be skipped and you will proceed directly to Step 3 “Personal details”.
• If you selected “Anonymous tickets”, the email template selection will also be skipped and you will proceed directly to Step 3 “Quantity”.

Step 2: Select email template
(if the “Registration with email” option was selected in Step 1.2)

2.1 Select email template

Select the appropriate email template for your staff invitation. Depending on your target audience, you can choose between a German-language and an English-language template. A preview of the selected email is displayed on the right.

2.2 Proceed to the next step

Click “Next step” to continue entering the personal details.

Note:
You can use “Back” at any time to return to the previous step and amend your entries. Click “Cancel” to end the registration process.

Step 3: Enter personal details
(if the “Registration with email” or “Registration only” option was selected in Step 1.2)

Note:
This step is only displayed if you selected “Registration with email” or “Registration only” in Step 1.2. If you selected “Anonymous tickets”, the “Quantity” step will be displayed instead.

3.1 Confirm terms and conditions and privacy policy

Read the Terms and Conditions and the Privacy Policy and confirm your acceptance by ticking the respective checkboxes. Personal details can only be entered once you have done so.

3.2 Enter personal details

There are two ways to enter personal details:

• Manual entry: Enter the personal details directly in the system. Mandatory fields are marked with an *. You can also add optional information such as the company name or address. Use the “Allow duplicates” option to specify whether identical records may be entered.
• Excel import: If you would like to register several staff members at the same time, you can import their personal details using Excel. First download the Excel template, enter the personal details and then upload the completed file back into the system.

3.3 Review and, if necessary, edit personal details

After manual entry or the Excel import, the personal details entered are displayed in the “Preview” tab. Here you can review all records before sending. Use the search function to quickly find individual staff members. You can also edit or delete records that have already been entered.

3.4 Proceed to the next step

Click “Next step” to review all your entries.

Step 3: Quantity
(for set-up and dismantling passes, if the “Anonymous tickets” option was selected in Step 1.2)

Important note:
Non-personalised tickets can only be created for set-up and dismantling passes. This option is not available for exhibitor passes.

3.1 Specify the number of anonymous passes

Specify the required number of anonymous passes. You can either enter the number directly in the input field or select it using the slider. Click “Select all” to use all passes that are still available.

Note:
The current status of your pass allocation is displayed in the top right:

• Total: Total number of passes available.
• Still available: Number of passes not yet used.
• Now: Number of passes you have currently selected.

If you need more passes than are included in your allocation, this is not a problem. Once generated, a non-personalised pass can be forwarded to any number of different people. There is therefore no need to create a separate non-personalised pass for each person.

3.2 Proceed to the next step

Click “Next step” to review all your entries.

Step 4: Summary

4.1 Review your entries

Review all the details of your staff invitation once again.

The information displayed will vary depending on the selected delivery method:

• Registration with email: Review the campaign details, the accepted Terms and Conditions and Privacy Policy, as well as the personal details entered.
• Registration only: Review the campaign details, the accepted Terms and Conditions and Privacy Policy, as well as the personal details entered.
• Anonymous tickets: Review the campaign details and the selected number of non-personalised passes.

If you need to make any changes, you can click “Back” at any time to return to the relevant step and amend your entries.

4.2 Start campaign

If all details are correct, click “Start campaign” to complete the registration process.

Note:
You can click “Cancel” at any time to end the registration process.

In this section, you can view an overview of your exhibitor passes as well as your set-up and dismantling passes. Use the search function to quickly find and manage passes based on various search criteria.

1. Search for passes

Use the search fields to filter passes according to specific criteria. You can search using criteria including:

• General search
• Surname
• Sub-account
• Company
• Email

Then click “Search” to display the relevant results. Click “Reset” to clear all search criteria.

2. View search results

All passes are displayed in an overview below the search function. This includes information such as the ticket status, personal details, item name, barcode, registration and assignment date.

3. Perform actions

Depending on the selected delivery method, various functions are available in the “Actions” column.

Email delivery:
You can view the pass details, download the pass as a PDF, display the mobile ticket for Apple Wallet or Google Wallet, and resend the pass by email.

Registration only or non-personalised passes:
You can view the pass details, download the pass as a PDF, and display the mobile ticket for Apple Wallet or Google Wallet.

In this section, you can view an overview of your complimentary and chargeable pass allocations. At any time, you can see how many passes are available, have already been assigned or have been used.

1. Complimentary pass allocations

The complimentary pass allocations available to you as part of your participation in the trade fair are displayed in the upper section. These include, for example, set-up and dismantling passes.

The table includes the following information:

• Order item – Unique order number.
• Sub-account – Shows the assigned sub-account, if applicable.
• Item – Name of the pass type.
• Created – Date and time the allocation was made available.
• Ticket model – Ticket model used.
• Status – Current status of the allocation.
• Quantity – Number of passes available.
• Assigned – Number of passes already assigned.
• Admitted – Number of passes already used for admission.

2. Chargeable pass allocations

Additional exhibitor passes that you have ordered are displayed in the lower section.

In addition to the information shown for complimentary allocations, this overview also includes:

• Accounting – Shows the accounting method for the passes.
• Price – Price per exhibitor pass.
• Current sum – Costs incurred to date.
• Max. total price – Maximum costs that can be incurred for this order.

Note:
The current amount may change over time depending on the accounting method. The maximum amount represents the upper cost limit and will not be exceeded, including for usage-based accounting models.