Booth Management: Organize Your Booth Assignments in ZAPP

ZAPP has tools to help optimize booth management for your event. With the Booth Request tool, you can collect information from invited applicants and use it to assign booths. With the Booth Map, you can visually assign booths using your own site map, and ZAPP will save the booth information for each participant. You can also publicly display your booth map to participants and patrons!

Activate Booth Management Today!

Booth Management is an add-on feature that can be activated for any active event you have on ZAPP. Once you sign up and pay, the ZAPP team will activate the Booth Management feature for your event.

Booth Requests: Collect Applicants’ Preferences

Keep your artists’ interests in mind when assigning booths. With the Booth Request tool, you can ask specific questions to applicants and reference their answers when creating your booth assignments.

Here are some ways you could use booth requests: 

  • Determine how many double and/or corner booths you may need to accommodate: In this case, you could collect booth requests from artists before they purchase a booth. This will help you gauge interest and inform applicants whose requests for double or corner booths have been granted. 
  • Incentivize artists to pay for their booth early: In this case, you could collect booth requests after they purchase a booth. This could prompt applicants to quickly make their purchase so they can get their request in as soon as possible.
  • Understand if additional, accessibility-related accommodations are needed. In this case, you could collect booth requests before or after they purchase a booth because the information will be used to help plan your event layout.

How to Use the Booth Request Feature

Step 1: Adjust Your Settings

  1. Go to the Management section of the Events tab.
  2. Select your event and go to the Event Editor.
  3. Select the Booth Request tab.
  4. Set up the following settings: 
    • Display Site Map to Artists?: If you select Yes, applicants will see your Site Map while submitting their booth request.
    • Who can submit booth requests?: Determine if you would like to collect booth requests before or after applicants purchase their booths.
      • If you collect booth requests before applicants purchase their booths, select Artists/non-artist vendors who have not purchased a booth.
      • If you collect booth requests after applicants purchase their booths, select Artists/non-artist vendors who have purchased a booth.
      • If applicants may submit their booth request before or after they purchase their booths, select All invited artists/non-artist vendors.
    • Booth Request Start Date: Select the first date applicants may begin to submit their booth requests. 
    • Booth Request End Date: Select the final date applicants must submit their booth requests.
    • Do you want to receive email notifications when booth requests are submitted?: If you select Yes, enter your email address and select one of the following options: 
      • Send an email for each Booth Request submission
      • Send one email per day with a digest of Booth Requests
    • Booth Request Instructions: Artists will be prompted to answer the questions you create for them. Enter any general or additional instructions you wish to provide, such as important info about the site location, dates, booth sharing details, disclaimers, or other terms that may apply to applicants.
  5. Click Save to save the Booth Request settings.
Screenshot of the Booth Request Editor in ZAPP

Step 2: Create Your Questionnaire

  1. In the Booth Request Questions section, click Build New Question to open the question editor.
  2. Select a Question Type:
    • Text: Applicants will answer in a freeform text box. You can set a character limit for their answers.
    • Multiple Select: Applicants will select one or more options from a list.
    • Single Select: Applicants will select one single answer from a list of options. This is particularly useful for yes/no questions. 
    • Drop-Down List: Applicants will select one single answer from a drop-down list of options. 
    • File Upload: Applicants will upload a file.
    • Informational Only: Used to enter instructional text, reiterate certain policies, or clarify application instructions. Applicants cannot answer this question.
  3. Fill out the following information depending on the question type selected: 
    • Title: Enter a title for internal use only. It is not the question applicants will see.
    • Is an answer required for this question?: Control whether or not applicants must submit an answer before completing the Booth Request. 
    • What product(s) does this question apply to?: Check the box next to the appropriate product(s). Your question will only appear to those who have purchased the selected booth product(s). Note: This setting will only appear if you are collecting booth requests from artists/vendors who have already purchased their booth product(s).
    • Question: Enter the question applicants will answer.
    • Character Limit: Set a character limit for the applicant’s answer (only available for text question types).
    • Options: Enter one answer option per field, and click Add Option to add multiple answer options (only available for Multiple Select, Single Select, and Drop-Down List question types).
    • Include Help Text: Check this option to display a text box with additional information about the question. The information listed in this box will be viewed under a blue question (?) icon to the left of the question.
  4. Click Create Question to add it to your Booth Request questionnaire.
  5. Repeat the steps above to create as many questions as you need.
  6. Click Edit to edit a question or Delete to delete it. 
  7. To change the order of questions, change the number in the Question Order column and click Update Question Order.
  8. Remember to click Save frequently! We also recommend you click Preview once you have built your questions to ensure they are set up properly for applicants.
Screenshot of the Booth Request Questions section of ZAPP

Step 3: Collect Booth Requests from Applicants

Once you have adjusted the booth requests settings and built your questionnaire, applicants in the Invited, Accepted, Exempt from Jury, or Confirmed statuses can submit their booth requests within the allotted time frame. Applicants will see an option, Add Booth Request, in the Actions section next to their application. Applicants will view your instructions and answer your questions to submit their booth request. Once submitted, they can review their booth request by clicking on Review Booth Request on their application. 

View and share the artist help guide to submitting booth requests.

Step 4: View Booth Requests

In addition to receiving email notifications, you can view submitted booth requests in the application page, on the Events Management table in ZAPP, or in a downloadable report.

How to view an individual applicant’s booth request: 

  1. Go to the Events Management table. 
  2. Locate the application you want to view and click on the application ID number. 
  3. In the application page, you will find the Booth Request section below the Artwork and Statement section. 
  4. View the answers to your questionnaire in addition to the date and time the booth request was submitted.
Screenshot of the Booth Request section of the Artist Citation on ZAPP

How to view booth requests in the Event Management table. 

  1. Go to the Events Management table.
  2. Click on the status of applicants you want to view or view all. 
  3. Click on Table Editor. 
  4. Check the box next to Booth Request Status. 
    • Note: You may select a maximum of 8 fields to display at one time, so you may need to uncheck another field to make room for the Booth Request Status.
  5. The table will update with the Booth Request Status column, and each application will be marked with Submitted or Not Submitted.
  6. Click View Request to be taken to the Booth Request section of an application.
Screenshot of the Events Management Table Editor in ZAPP

How to filter the Event Management table by Booth Request Status: 

  1. Go to the Events Management table.
  2. In the Search Applications box, choose Booth Request Status in the Filter Applicants by field.
  3. In the Booth Request Status field, choose Show Submitted or Show Not Submitted to filter the applications by booth request status.

How to download the Booth Request report: 

  1. Go to the Events Management table.
  2. Click on the status of applicants you want to view or view all. 
  3. Scroll to the bottom of the table and click Download Booth Request CSV.
  4. The file will immediately download to your computer.  
Screenshot of the Search Applications box of the Event Management table in ZAPP

Booth Map: Create & Display Booth Assignments

With the Booth Map tool, you can upload your own site map and visually assign booths. You have full control over your map—customize pins, assign booth numbers, and organize the assignments. At any point in the assignment process, you can display the booth map to the public with a unique link and share it with your artists and vendors to help spread the word about the event. Booth assignments will also appear on your embedded gallery to further help your marketing efforts.

How to Use the Booth Map Tool

Step 1: Upload Your Site Map

Once the booth management feature has been activated by the ZAPP team, the first step is to upload your site map. 

  1. Go to Events in the main menu and select Booth Management.
  2. Select your event from the Current Events dropdown menu.
  3. Click Upload Booth Map and select the image of your site map.

Note: Site map files must be a JPG, JPEG, TIFF, or PNG file and no larger than 10 MB.

Step 2: Assign Your Booths

After uploading your site map, you can begin assigning booths.

  1. Click Assign Booth, then click on the location of the booth you wish to assign.
  2. A window will appear with options for entering the booth number, selecting the participant, and customizing the pin.
  3. Enter the booth number using a combination of numbers and/or letters. There are few ways you can customize your booth numbers:
    • Artist or Vendor Medium/Type: Abbreviate the artist’s medium or vendor type to organize your event in sections, or spread different medium types throughout the event site (e.g. CM for ceramics).
    • Location: If your event takes place on multiple streets or has distinct sections, include that information in the booth number (e.g. NW for northwest, ELM for booths on Elm street, etc).
    • Booth Size: If your event has booths of differing sizes, indicate that in your booth assignment (e.g. SM for a small booth).
    • No matter how you choose to create your booth numbers, make sure the numbers are consistent. This will help you, the artists, and patrons read the map quickly and easily. 
    • Example Booth Number: ELMSM1 = Small Booth #1 on Elm Street.
  4. Filter and/or sort the list of participants and select the artist or vendor assigned to that booth. 
    • Filter the list of participants by any of the following options: Status, Medium Category, or Booth Request Status.
    • If you created any Single Select, Multiple Select, or Drop-Down List questions in your booth request questionnaire, you will see additional options to filter participants based on their answers to these questions.
    • Sort the participant list by last name, booth payment date, status, or medium.
    • Click on the applicant’s name to highlight your choice.
  5. Select a Pin Style, Size, and Color to customize the pin and keep organized as you assign booths.
  6. Click Save Pin to place the pin on your map. The booth number will update on the artist’s application and event management table.

Note: Clicking the Close button will close the window without adding your pin to the map or saving any changes you may have made.

Step 3: Manage Assignments

Once you’ve assigned your pins, you may need to go back and alter the details or location of a booth assignment. 

  1. Click on a pin to pull up the details of the booth assignment.
    • Click Edit to change the details of the pin. 
  2. View the list of pins beneath the booth map. 
    • Filter the list by status, medium category, pin color, and/or pin style. 
    • Sort the list by artist last name, booth payment date, status, medium, or booth number.
  3. Click the ID Number to view the artist’s application. 
  4. Click Edit to change the details of the pin. 
  5. Click Delete to delete the pin from the booth map. 
  6. To move a pin, delete the pin and replace it with a new pin and booth assignment in the new location on the map.

Step 4: Edit Booth Details

You can determine the information that will display on the public booth map. The booth number, artist name, and medium category will already appear on the map.

  1. Click Edit Booth Details.
  2. Choose Show or Hide underneath the Business or Studio Name, State, and Website options. 
  3. Click Save to update the booth details.

Step 5: Publicly Display the Booth Map

You can share your booth map with your fellow administrators, artists, patrons, or whoever you want to to give access to the booth assignments. 

  1. Click the checkbox next to the Display Booth Map to Participants option at the top of the map.
  2. Once you’ve checked the box, the View Public Booth Map option will appear. Click on this link to open the public version of the booth map. 
  3. Copy and paste this URL to share the booth map wherever you’d like.
screen capture of the map being made public

Step 6: Download the Booth Map

Download a PDF file of the booth map to save a copy for your records or share with patrons.

  1. Click Download Booth Map. 
  2. The Booth Map PDF will generate and download directly to your computer.