What Are Roadshow Events?
Roadshow Events allow organisers to manage multiple city-based events within a single portal. Instead of creating separate events for each location, exhibitors are assigned to specific cities, ensuring they only see relevant tasks, deadlines, and reminders.
For example, an event like The Good Food & Wine Show, held in Sydney, Melbourne, Perth, and Brisbane, can have city-specific:
– Event dates
– Exhibitor, sponsor, and speaker participation
– Content Visibility
– Deadlines for forms, files, and checklists
– Reminder emails tailored to each city
This feature eliminates repetitive data entry and manual scheduling, making event management more efficient.
Key Features of Roadshow Events
Managing multiple city-based events within a single portal provides a unified workflow for participants. Roadshow Events allow organisers to streamline content visibility, deadline management, and targeted communication while ensuring each city’s event remains independently managed.
1. Enabling Roadshow Events
To use Roadshow Events, you need to contact the XpoBay team to have this feature enabled for your account. Once activated, additional settings for Roadshow Cities will become available on the Users > User Settings page.
2. Managing Roadshow Cities
On the Users > User Settings page, a new section called Roadshow Cities allows you to add and manage city-specific details:
– Add City: Click the [+ Add City] button to enter details for each city.
– Fields displayed:
• City Name
• Location (Venue)
• Start Date / End Date (with date pickers)
3. City-Based Content Visibility
Roadshow Cities extend the existing User Types (UTs) and User Categories (UCs) functionality to control visibility for:
• Pages
• Forms
• Content Blocks
• Checklists
• Files
For example, if you have a “Sydney Forms” page, you can restrict visibility to users participating in the Sydney event by selecting “Sydney” in the visibility settings.
4. City-specific deadlines
Each Roadshow City can have its own deadlines for:
• Forms
• Files
• Checklist tasks
In the Global Settings modal for these items, you’ll find a new “City Deadline” field. The logic behind deadlines works as follows:
• Earliest Deadline Display: The system displays the earliest deadline among all cities the user is associated with, ensuring that the most pressing deadline is prioritised.
• Latest Deadline Stop Logic: The system stops sending reminders once the latest deadline for the city has passed. This ensures users do not receive irrelevant notifications after their participation in a city-specific event has concluded.
•City-Specific Deadlines for Checklists and Forms: Each city has its own deadlines, ensuring participants receive reminders and notifications aligned with their specific event schedule.
5. Reminder Emails for Deadlines
Reminder emails are dynamically linked to city-specific deadlines:
• Reminder logic ensures that emails are sent based on the relevant city deadline.
• For users participating in multiple cities, reminders will align with the upcoming event’s deadline.
6. City Assignment for Users
On the Edit User page, a new field for assigning Roadshow Cities is available under the User Types & Categories tab.
You can also assign cities during user import by including a “Roadshow Cities” column in your spreadsheet.
7. City Filtering in Reports and Email Campaigns
Roadshow Cities can be used as filters in:
• User reports
• Saved reports
• Email campaigns
This allows you to target specific cities when generating insights or sending communications.
8. Unique IDs for Multi-City Exhibitors
For exhibitors participating in multiple cities, XpoBay uses a combination of email address and unique ID to distinguish between different profiles.
For instance, a company managing two brands (e.g., Coca-Cola and Sprite) can maintain separate logins and profiles for each brand.
Planning Your Roadshow Event
Before you begin building your Roadshow Event in XpoBay, it is essential to plan it out carefully. Consider the following steps:
1. Decide Which Forms Apply Across All Events: Identify forms that are universally relevant to all cities in your event, such as insurance documents or general company profiles. Group these forms together to simplify management.
2. Identify City-Specific Forms: Determine which forms are unique to specific cities or activities, such as venue-specific requirements or event-specific participation forms. Group these accordingly.
3. Minimise Repetition: Aim to create a streamlined system with no unnecessary duplication. This approach ensures clarity and simplicity for exhibitors, speakers, and sponsors participating in your event.
The key takeaway is to build a system that is intuitive and logical for all users, reducing their workload and improving their experience.
How to Get Started with Roadshow Events
1. Contact XpoBay: Reach out to the XpoBay team to enable the Roadshow Events feature for your account.
2. Add Cities: Navigate to Users > User Settings and use the [+ Add City] button to configure city details.
3. Assign Cities to Users: Assign Roadshow Cities to users either manually in the Edit User page or via the user import process.
4. Set City-Specific Deadlines: Use the Global Settings modal for forms, files, and checklists to define deadlines for each city.
5. Leverage City Filters: Use Roadshow Cities in reports, email campaigns, and content visibility settings to enhance organisation and communication.
Benefits of Roadshow Events
• Efficiency: Streamline event management by reducing repetitive data entry.
• Accuracy: Ensure deadlines and reminders are city-specific and tailored to participants.
• Customisation: Provide a personalised experience for users attending multiple events.
• Scalability: Manage an unlimited number of cities and events seamlessly.
Need Help?
If you’re organising a Roadshow Event, contact us at XpoBay to enable this feature for your account. We’ll provide a demo and help you get started.
Embrace the power of Roadshow Events to simplify your event management and deliver an exceptional experience for all participants.