A booth is one numbered space on a show floor. Rhythm identifies each booth by the event and booth number together, so you can use the same number at another event without a conflict. Booth 12 at one event is a different record from booth 12 at another event. Each booth must have a number. Rhythm accepts a whole number such as 12, but refuses a decimal number such as 10.5.
How a Booth Gets Its Name
If you do not enter a custom name, Rhythm automatically names the booth from its number. You do not need to enter a name just to complete the form. If you enter a custom name, Rhythm keeps it unless the name starts with Booth #. In that case, Rhythm changes the name back to Booth #<number>, so you cannot save a custom booth name that starts that way. Because Rhythm supplies a name in either case, it never refuses a booth because the name is missing.
After you set a booth's number, that number remains part of the booth's identifier even if you edit the number field later. Renumbering a booth changes what you see, but it does not change the booth record's own identity.
Booth Statuses
Every booth has one status: Available, On Hold, or Reserved. Each status requires different details:
| Status | What it needs | What happens without it |
|---|---|---|
Available | Nothing extra | Rhythm accepts it even if the booth still lists an earlier holder, because those fields do not have to be cleared |
On Hold | A holding organization and a hold end time | Rhythm refuses it with a validation error that names the missing field |
Reserved | An exhibitor and an organization | Rhythm refuses it with a validation error that names the missing field |
Rhythm does not check whether the hold end time is in the future, so you can save a booth on hold with an end time that has already passed.
Tip
A booth marked Available can still show an organization or exhibitor from a former holder because Rhythm does not clear those details when the status changes back to available. If a booth's saved details look out of date, do not rely on the status alone.
When you set a booth to Reserved and choose an exhibitor without choosing an organization, Rhythm fills in the organization from that exhibitor. After Rhythm sets the organization on the booth, it does not update that value later if the exhibitor's own organization changes. If those two values diverge, the reserved booth can show one organization for its exhibitor and a different organization on the booth record.
What Happens Automatically Around a Purchase
Buying a booth puts it on hold while the purchase is in progress, and paying for the booth reserves it. A booth stays On Hold until payment is actually applied. If the hold's end time passes before payment arrives, the booth becomes available for purchase again. To keep a booth unavailable while payment is pending, extend its hold end time before it expires. The exhibitor registration process buyers use controls how long a booth is held during checkout. Rhythm handles two things without staff involvement:
- Paid booths are reserved. When Commerce reports a booth purchase's order fulfilled, Rhythm reserves the purchased booths for the exhibitor and records them on the exhibitor's own record. If the same fulfilment report is redelivered, Rhythm reserves the booths again without causing a problem. However, it can add them to the exhibitor's record a second time instead of recognizing that they are already there.
- Earlier holds are released on a new checkout. If an organization holds booths from an earlier attempt and checks out again with a different selection, Rhythm releases the earlier booths that are not part of the new checkout. Holds for other organizations, and this organization's holds at other events, are left alone.
Warning
A booth that still shows On Hold after a purchase did not finish, such as an abandoned checkout or a failed payment, is inventory to review and is not necessarily an error. Check whether the hold's organization and end time still make sense, and release the booth by hand if the purchase behind it will not complete.
Warning
The exhibitor list shows No Booth for an exhibitor with no booth number populated. This text is expected and cannot be removed or hidden from that page.
Example
An exhibitor starts buying booth 12 at this year's conference. Rhythm puts the booth On Hold with their organization and a 30-minute hold end time while they complete checkout. Partway through, they choose booth 15 instead and check out again. Rhythm releases booth 12 back to Available, but it still shows the organization's name until someone next changes its status. When the new order is paid, Rhythm reserves booth 15 for the exhibitor and fills in the organization from the exhibitor because checkout did not set one directly.