Collect Applicants’ Preferences with Booth Requests
Consider your artists’ interests using the Booth Request tool, which lets you ask specific questions to applicants and reference their answers as you assign booths.
Here are some ways you could use booth requests:
Determine how many double and/or corner booths you may need to accommodate: Collect booth requests from artists before they purchase a booth to gauge interest and inform applicants whose requests for double or corner booths have been granted.
Incentivize artists to pay for their booth early: Collect booth requests after they purchase a booth to prompt applicants to purchase quickly and submit their requests as soon as possible.
Understand if additional accessibility-related accommodations are needed: Collect booth requests before or after they purchase a booth, and use the information to help plan your event layout.
How to Set Up Booth Requests
When setting up booth requests, you'll determine who can submit them, provide additional information, and build the questionnaire invited applicants will fill out when submitting their requests.
Step 1: Adjust Your Settings 🛠️
In the Event Editor, select the Booth Request tab.
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 want to collect booth requests before applicants purchase their booths, select Artists/non-artist vendors who have not purchased a booth.
If you want to 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: 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.
Click Save 💾 to save the Booth Request settings.
Step 2: Create Your Questionnaire 📋
In the Booth Request Questions section, click Build New Question to open the question editor.
Select a Question Type. Just like your event application, you can choose from a variety of types, such as text, multi-select, drop-down lists, etc.
Depending on the question type, complete the appropriate information, such as answer options, character limits, etc.
Click Create Question to add it to your Booth Request questionnaire.
Repeat steps 1-4 to create as many questions as you need.
Click Edit ✏️ to edit a question or Delete 🗑️ to delete it.
To change the order of questions, change the number in the Question Order column and click Update Question Order.
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.
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. They will view your instructions and answer the questions. Once submitted, they can review their booth request by clicking Review Booth Request on their application.
⚡ TIP: Share with applicants: Instructions for Submitting Booth Requests.
How to 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 Individual Booth Requests:
Go to the Events Management table.
Locate the application you want to view and click on the application ID number.
In the application page, you will find the Booth Request section below the Artwork and Statement section.
View the answers to your questionnaire, along with the date and time the booth request was submitted.
How to View Booth Requests in the Event Management Table:
Go to the Events Management table.
Click on the status of applicants you want to view, or click view all.
Click on Table Editor.
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.
The table will update with the Booth Request Status column, and each application will be marked with Submitted or Not Submitted.
Click View Request to be taken to the Booth Request section of an application.
How to Filter by Booth Request Status:
Go to the Events Management table.
In the Search Applications box, choose Booth Request Status in the Filter Applicants by field.
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:
Go to the Events Management table.
Click on the status of applicants you want to view, or click view all.
Scroll to the bottom of the table and click Download Booth Request CSV.
The file will immediately download to your computer.
