Service Listing 6 - Exhibitor Management System

Service Activities

The Service Activities below are listed in a typical completion order, but the order may differ by implementation.  The following Cadmium provided service activities are typical for the implementation of Cadmium's Exhibitor Management System (Expo Harvester) but may vary depending on the complexity of the Customer's use case and experience with the Cadmium platform.  An inaugural implementation typically requires 6-8 weeks; the duration of a subsequent implementation is typically 2-3 weeks.  A rushed implementation schedule may be feasible but might incur additional costs.

1. Kickoff Call
2. Initial Configuration
3. Data Imports
4. Software Training
5. Floor Plan Diagram
6. Pre-Launch Call
7. Quality Check
8. Post Event Configuration Review

Service activities begin when the Customer completes the "Get Started" mission located on the dashboard of the Expo Harvester.  The dashboard can be accessed by logging into myCadmium (https://mycadmium.com/) and clicking the 'Ex Harvester' product bubble for the appropriate event.

Services not listed are outside the scope of this agreement.

Service Activity Descriptions

Activity 1: Kickoff Call

This optional and highly recommended meeting serves as the formal start of the project.  The typical duration is 60 minutes or less.  The meeting will be scheduled by Cadmium upon Customer's completion of the 'Get Started' Mission.  During this meeting, Cadmium will:

• Establish critical milestones and target dates.
• Gather implementation requirements
• Discuss next steps including any tasks that are to be completed by the Customer
• Schedule future training calls as needed.

Activity 2: Initial Configuration

This activity provides the Customer with an initial configuration from which the Customer can further customize to accommodate their unique business use case.  Cadmium's team will review details about Customer's use case and will establish an initial configuration for an exhibitor portal, based on use case details.  The Customer's responsibilities include:

• Branding (e.g., uploading an event banner)
• Setting task assignments
• Customizing task instructions, if desired
• Customizing the login screen
• Reviewing and fully testing the configuration

Activity 3: Data Imports

This activity is to assist the Customer with importing companies, booths, or booth representatives collected by Customer outside of the Expo Harvester.

• Data imports must be properly formatted using the Import Spreadsheet template. The template is available within the related Mission found on the dashboard of the Expo Harvester.
• Improperly formatted data or omitted required fields will be returned to the Customer with instructions on how to correct the file.
• Data imports are requested by uploading a formatted Import Spreadsheet within the Mission.
• Each data import is limited to five thousand (5,000) records per import file. Multiple data imports are permitted, but each must contain unique data to prevent duplicates.
• The data import utility only imports records; it cannot update existing records.
• Cadmium will complete the data import on behalf of the Customer and will spot-check the data for correctness and completion before and after it is imported.
• Following an import, it is the Customer's responsibility to review the imported data for completion and accuracy and to notify Cadmium of any omissions or inaccuracies before any subsequent data is added or changed.
• Data imports may take up to three (3) business days for completion.

Activity 4: Software Training

This optional and highly recommended activity is to train the Customer's Point of Contact on how to use the Cadmium provided software to support the Customer's use case.  A typical implementation requires 3-4 training calls with additional training available for complex use-cases or extenuating circumstances.  It is Cadmium's goal to enable a Customer to use the software independently.  Training materials including tutorial clips and written instructions will be provided, as needed.

Training sessions are scheduled upon request by the Customer, conducted virtually, recorded upon request, and tailored to a Customer’s specific needs. Topics will vary, but may include the following:

• Exhibitor upgrades
• Badges
• Login Settings
• Sponsor Levels, Sponsor Items, and Sponsored content within an Education Harvester (requires a Service Listing for Education Harvester or Posters)
• Terms & Conditions page
• Floor Plan Edits
• Task Configuration and edits
• Use of the Communications Module
• Task achievements and reports
• Feedback review
• Synch Tools, if using Eventscribe Mobile App or Website
• Adding Exhibitor Tool Kit and Expo Hall Hours
• Enhanced Virtual Booths

Activity 5: Floor Plan Diagram

The activity's purpose is to create a web-based, interactive version of the Exhibit Hall showing numbered booths, placement, and sizes.  If using Eventscribe Mobile App or Website (each require a separate Service Listing), the floor plan can be interactive for attendees.  The Customer Point of Contact is responsible for requesting a floor plan mapping and can do so by completing the 'Submit your Floor Plan' mission found in the product dashboard.  The floor plan diagram must be submitted in .pdf format.  This activity may take up to five (5) business days for completion.

Following the completion of this activity, the Customer is responsible for reviewing the diagram to confirm its accuracy.  Following the creation of the initial floor plan diagram, edits to the floor plan are the Customer's responsibility and can be accomplished within the software.  Upon request, Cadmium will provide learning materials and editing instructions.

In the unlikely event that substantial floor plan changes are needed, and the diagram must be recreated, Cadmium will repeat this activity.  Recreation of a floor plan diagram removes all booth assignments, which must be manually restored.  It is the Customer's responsibility to confirm accuracy and completion of the restored booth assignments.  Any subsequent requests to recreate a floor plan diagram are considered out of scope and require a separate service listing.

Activity 6: Pre-Launch Call

This optional and highly recommended meeting with the Customer is to review the site's configuration and prepare for launch.  The meeting will cover any or all the following topics, with additional topics covered as requested:

• Customer questions related to set up and testing tasks.
• Reports and Worksheets
• Organizing and filtering data
• Using the Communications module
• Use of Power Tools for data clean up
• Feedback review

Activity 7: Quality Check

This activity serves as a final review of the site's configuration and completes high-level functional testing for quality assurances before Launch.

• Quality checks (QCs) can be requested by the Customer from within the ‘Launch Prep’ mission found on the product dashboard.
• A Quality Check may take up to three (3) business days for completion.
• Cadmium will direct feedback and recommendations, including suggestions for configuration improvements, to the Customer Point of Contact within the Cadmium ticketing system.
• It is the Customer's responsibility to thoroughly review the feedback provided.  Failure to review and incorporate Cadmium's feedback and recommendations, remediate, or test the configuration may cause the software to underperform.

Activity 8: Post Event Configuration Review

This optional activity provides a retrospective review of a product configuration following an event, to achieve optimal configuration for a future event.  It is conducted upon request by the Customer and may take up to five (5) business days for completion.  If inefficiencies or suggestions for improvement are identified, detailed feedback will be provided to the Customer via Cadmium's ticketing system.  The Customer may request a training call for further explanation of the cited recommendations.  It is the Customer's responsibility to review and apply any configuration recommendations provided by Cadmium.

Optional Items

The following are add-on features and services that can be purchased separately.  Contact your Account Manager for further details and pricing.

Booth Rentals and Sales of Sponsorship Opportunities

Booth Rentals represents all activities surrounding the selection, assignment, and payment for a booth, sponsor opportunities, and/or booth upgrades by an exhibitor.  It also includes the optional use of a sales floor plan which depicts booth sizes, prices, and availability.  Sales of sponsorship opportunities includes the promotion of sponsorship opportunities and manages the associated monetary transactions.

Due to the varied complexity associated with booth rentals and configurations and/or sponsorship sales, the number of training calls may vary.  Typically, two (2) training sessions are needed to explain features and functionality with additional training conducted as needed.  Topics will vary but may include the following:

• Framework of booth rental setup
• Discounts
• Priority Points
• Payment settings
• Sales reports and transactions page
• Sponsor opportunities and upgrades

Product Showcase

Product Showcase is a configured list of Products or Services gathered from exhibitors to highlight them for attendees, used as a sponsorship opportunity within the Eventscribe Website.  Upon request, Cadmium will help the Customer configure the options associated with the Product Showcase page and train the Customer on configuration options.