You can assign a booth from an exhibitor record when you need to place them in a specific spot or fix an assignment. This skips the usual booth purchase flow. Use these steps to assign a booth, remove a booth, or review the booths an exhibitor currently holds.
Prerequisites
- Access to the event and its exhibitors.
Give an Exhibitor a Booth
- Go to Meetings & Shows › Events › (the event) › Exhibitors › (the exhibitor), and open its Booths tab.
- Select Assign Booth.
- Choose the booth from Select Booth.
- Check Current Booth Status to see whether the booth is available, on hold, reserved, or approved. If another exhibitor already has the booth, their name appears here.
- Select Assign Booth.
Result
Rhythm reserves the booth for this exhibitor and its organization. This does not create or change an order or registration. The booth assignment is separate from the exhibitor’s order, so you can change the booth without canceling or editing the existing order.
Warning
The booth list includes every booth for the event, including booths another exhibitor already reserved or holds. If you choose a booth another exhibitor holds, Rhythm does not ask you to confirm the overwrite. It assigns the booth to this exhibitor and removes it from the previous exhibitor. Check Current Booth Status first if you are not sure the booth is free.
A booth can also become available through cancellation automation. When booth-assignment or organization changes are picked up by the automation that processes event registration cancellations, the booth can be released even though the related exhibitor order still looks paid and complete. If a booth you expected to be reserved shows as available, or a booth was assigned to someone unexpected, check the booth's audit log. It records when the status changed and whether the cancellation automation made the change.
If an exhibitor's booth changes unexpectedly and the current exhibitor record does not explain why, check the related orders too. An earlier registration or cancellation on that organization's account can release the booth, even when the exhibitor record itself gives no indication.
Take a Booth Away
- On the exhibitor's Booths tab, select the unassign icon next to the booth.
- Confirm that you want to unassign the booth from this exhibitor.
Result
Rhythm frees the booth, changes its status back to available, and removes this exhibitor and organization from the booth.
Tip
Unassigning a booth does not cancel or refund the order behind it. Use this option to correct a mistaken assignment or release a booth, not to process a cancellation by itself. If an exhibitor downgrades to a smaller booth and you need to reduce their charge, cancel the original order and issue a credit toward the replacement purchase instead of just unassigning the booth.
If the booth had an earlier hold before it was reserved, unassigning the booth does not clear that hold information. The holding organization and expiration date can still appear on the booth record afterward, even though the booth is now available.
See Which Booths an Exhibitor Holds
The exhibitor's Booths tab lists every booth currently reserved for that exhibitor. Exhibitor contacts see the same list in their Portal overview of their booths. If you are reviewing an exhibitor after an order or invoice correction and the Booths tab already shows no assigned booths, there is no separate booth-removal step left to complete because the assignment is already gone.
Tip
If you query Exhibitor Registrations and a Booth Type field comes back blank, check whether that registration has a booth assignment linked to it. The field only has something to show after a booth is attached. For a reliable view of which booth an exhibitor holds and its type, query Exhibitors › Booths instead.
Related Reading
To add booths to the show floor, see Create Booths. To review, edit, or delete booths beyond what this article covers, see Find, Change, and Delete Booths. For managing the exhibitor record itself, see Add, Edit, and Delete Exhibitors. For how an exhibitor buys booths themselves in the Portal, see Buy Booths for Your Organization. For what booth statuses mean more generally, see Booths, Numbers, and Statuses Explained.