Functional Flowchart for Exhibitions Manager :

** Click the image to view the large flowchart.

"Exhibitions Manager' s salient features:

DURING THE FAIR ON YOUR PC / LAPTOP:

• Digital Visitor book: Just enter the name, email etc of your buyer on their visit to your stand, and enter the item numbers they found interesting, the visitor book will immediately prepare picture sheets / photo offers in 1/2/4/9 pictures per page format, price list, proforma / picture proforma (if you specify the order qty). Any of these documents can be Printed / Emailed Immediately with predefined message at the press of a button from the visitor book itself.
• MS Excel sheet type very powerful Item Register to automatically fill most of your item data and automatically relate it with your image database allowing you to fill hundreds of items in less then an hour !
• My Product Gallery: to find and display all the products to your client on your PC / Laptop
• Automatically maintains a Central Buyer Database having details of buyers from all your fairs, this database updates itself with each fair you participate in.
• Use The "Exhibitions Manager" in all the Indian and Overseas fairs you take part in and it will maintain records of each of your fair in separate folder wise hierarchy under your My Documents / My Exhibitions Folder.
• View statistics of business at the end of each day to know the total amount of orders / enquires / sampling and the divided number of visits each day in table and chart formats.
• BAR CODE SUPPORT : Exhibitions Manager also generates bar code labels in different sizes and designs. The visitor book module is capable of scanning these bar coded stickers to fill all the item details automatically through a bar code gun saving your precious time on your stand in the fair.

IMMIDIATELY AFTER THE FAIR

• Send Personalized Emails to all sampling / orders / enquires Automatically and more..
• You can imagine the time you spend to sort your visitor entries to see which buyer asked for samples, who wanted pictures and to how many buyers a proforma is needed to be sent immediately ?? Most of the times, it takes weeks for you to complete this job and even then there remain many of the enquires which get forgotten / neglected for the lack of time !! All these worries can be a thing of past with "Exhibitions Manager"   s Compile Data section. Here you can specify what document you would like to send to enquires (pictures or offers) and which document to sampling buyers (offers / proforma) and which document to buyers who placed orders (proforma / picture proforma / offers), the compiler will remember your settings and will compose hundreds of personalized email messages as per your preferences for all your visitor book entries within few minutes.
• Get printouts of all sampling / orders / enquires on your fingertips:
• The same settings can be used to take printouts of all the fair data at just a click of a button !
• File to hard disk of all sampling / orders / enquires instantly:
• You can also file all this information to your hard disk as A4 printable pages in jpg format.
• Sort the data of each order of all items Buyer wise for your Manufacturers:
• The best part is that you do not have to worry about the follow ups and sorting of fair data at all !! as "Exhibitions Manager" sorts all your data in every way to give you reports on how many items were actually ordered, which were the best sellers, what was the total qty of order from all buyers on each item, port wise distribution of orders, Manufacturer wise sorting of items to prepare production chart type reports on which manufacturer / supplier had orders on which of his items and from which buyers with respective ship dates
• Search previous visits During the Fair and After:
• This is not all !! When you continue using "Exhibitions Manager"  , it also keeps history of all the past fairs and whenever you need to know if any specified buyer had visited you before and for what ?, The previous visits section will let you know very precisely if the specified buyer had come earlier in how many fairs, whether it was an enquiry / sampling / order and what were the items he selected / ordered with all the item pictures and detail for all the visits, this will greatly help if your buyer needs to know his previous interests before placing the current order.

BEFORE THE FAIR AND ALLYEAR ROUND:

• You can also use "Exhibitions Manager" all year round to send / prepare picture sheets / offers in 1/2/4/9 pictures per page format, proforma, proforma w/pics, price lists etc out of your fair items for direct bulk mailing and printing
• Not to forget that it will also Print all your Item labels and tags in many size options with the detail you will specify ! So no need to use handwritten labels and tags any more...
• Last but not least, it will also print all your fair documents duly filled, like Exhibitor move out gate pass, Box Labels with hall number & booth number, exporter certificate etc

There are more features then we have tried to describe above !

Best of all ... it just needs your MS Excel price list or an entry in Item Register and pictures to do all the above and more !!

We can assure you that this product will change the way you organize your fairs for ever !!

MORE DETAILED FEATURES, POINTWISE EXPLANATION

The concept of Exhibitions Manager is based on the need of so many of our clients for a software to manage all aspects related to the stand in any fair.

For each fair you take part, using "ExM" it creates a new folder in your My Documents -> My Exhibitions folder with the name of that fair. In this folder are saved all your fair product images and fair databases.

Since the  "ExM" searches the My Documents\My Exhibitions folder each time you go to the select fair section for all the available fairs, so you can move any fair folder which is no longer needed and backup each fair separately.

So each Fair Folder in the My Documents\My Exhibitions represents each fair which you participated with "ExM"

Now Point wise explanation on each section:

1. Select / Add Exhibitions: Use this section to create as many fairs as you want, Create New fair, Import Items from ExDocs item register or Import Pictures to manually fill the "ExM" Item Register. Fill your company details, and default email settings.
2. Buyer Database: Use this section to add your buyers from your previous visitor books and business cards or import buyer database from ExDocs or Excel sheet.
3. Visitor Book: This is the heart of "ExM" and fully loaded to meet all your requirements during the fair:
   1. As soon as a buyer is in your stand and selects some items, click "Add Buyer Visit" Enter the name, company and email. Click "Scan Items" use your barcode gun to scan the selected items and that's it! The spreadsheet with complete detail of the selected items is ready !! If it is just an enquiry, that's all you have to do, or if it is an order, enter the required quantity on each item.
   2. At this point, if a printer is connected to your computer, you can print:
      1. Pictures / Photo Offers with option to print 1/2/4/9 pictures per page
      2. Price List
      3. Proforma
      4. Proforma with Pictures
   3. At this point, if a CDMA phone or Wireless service or any other device for an internet connection is present, you have facility to send a readymade email with attachment with the following option:
      1. Pictures / Photo Offers with option to print 1/2/4/9 pictures per page
      2. Price List
      3. Proforma
      4. Proforma with Pictures
   4. This mail will have salutations, greeting the buyer with his name and company and the predefined message which you entered in fair settings. This process is Fully Automatic and requires just a click of a button.
   5. If you need to make additions / Discounts to individual rates of all the items in fixed amount or percentage, the same is possible on just a click with real time amendments to all the rates, this is in the discount section, available in Edit Mode.
   6. Finally, if the buyer is already present in your buyer database, you can select the same from a drop down.
4. Item Register: This is developed keeping in mind the fact that most of the times there is very little time left to make a price list, so most of the data entry process is automated. If you use a digital camera to click pictures so all those pictures will have some series after you import those pictures into "ExM" open the item register (Which we assume is blank at the moment) and enter the first number of the series, if that number matches the images in the database, an image will automatically popup here you can fill all the detail of this item, Click the down arrow on the keyboard and the new item number is created automatically with the respective picture. If the description and other details are similar to the previous item, do not forget to click the checkbox "Fill same values in next record" and all the details of the previous record will also get replicated to new record each time you press down arrow to add new item, so you can create virtually unlimited items in very short time.
1. Label / Price List Printing: Here you can print price list of all / selected items from item register, Numerous Labels can be printed with or without Barcodes (kindly note that there is no need for any specific barcode printer, any desk jet printer is enough and a laser printer is preferable, Use pre gummed sheets widely available with stationers for all labels) You can also print series of numbers / barcodes even if you have not completed all your item register entries. The Choice of labels available (With or Without Barcodes):
1. Only Item Number
2. Item Number with Exporter / Fair name
3. Item Number, description
4. Item Number, description, size, price
5. Two sided hanging tag with picture and detail
6. With detail
2. Facility to Import / Export Item register to / from Excel Sheet
5. My Product Gallery: This section is to view all or selected or category wise items of Item Register as a slide show or Locate any specific item which you need to show to your buyer on the stand.
6. Compile Fair Data: This is the section which will do the job which it takes weeks for you to complete and execute after the fair. There are mainly three tasks to complete as soon as you are back from the fair,
1. Send mails to each contact with relevant docs like offers / proformas etc
1. prepare message for each type of enquiry defining the attachment of relevant document, define how would you like to greet each buyer (By name, company name, address etc), confirm if the mails are to be created for all the buyers or selected buyer or for any specific type enquiry / order / sampling. Click Send mail and within minutes, hundreds of messages will be created and set to your email outbox within minutes. (Here keep in mind to make a few changes in Outlook Express settings to speed up this process and avoid unwanted dialogue boxes Detail mentioned in the end)
2. Get Printouts of proformas / pictures for all items in order for each buyer
1. Select printer, Select if you need to print information on any specific buyer or all buyers or any specific type enquiry / order / sampling and bingo !! you printer will not stop until it has printed the whole bunch of documents finalizing all the 5 days of your fair
3. Sort all this information and file it to Hard disk buyer wise or type of enquiry wise
1. Choose Location, Select if you need to file information on any specific buyer or all buyers or any specific type enquiry / order / sampling, that's it .. Within minutes a file and folder hierarchy will be created on the selected location based on your preference to divide the data buyer wise or type wise
7. Details on total orders on each item: One problem faced by many of our clients was to find out what are the total items which have orders out of the total item register, then how many buyers placed orders on any given item, what is the cumulative total quantity of order from all buyers on each item, which items were the best sellers, Which manufacturer's / supplier's items fetched orders and on what items. This section will solve all these problems on just a click. Firstly, when you enter this section, it searches whole of the visitor book for each of the ordered items of the item register, then makes a list of all the ordered items, then for each ordered item, it searches all buyer visits to summarize total order quantities on each item, then it sorts this list in descending order, putting the item with most order quantity on the top, to least order quantity on the bottom. So in the first view, you can find all your best sellers on the top. Click on any item and the second table will show the list of the buyers who placed orders on that item with quantities. Now you have choice to see the items manufacturer wise and take printouts or file to disk accordingly.
8. Statistics of Business till date: During the fair or after, these graphs and tables will give you real time information on Orders / Sampling / Enquires with amount and numbers. These Graphs and tables update themselves with each entry you make in the visitor book.
9. Search Previous Visits: This is one of the most important sections of "ExM" this will be one of your most handy tool with each of your fair participation as "ExM" is capable to search all fair folders of My Documents/My Exhibitions. Enter the name of the buyer and if that buyer has ever visited you in any of your previous fair, you will be able to see complete information if it was an enquiry / order / sampling and what were the items and their pictures with order quantities and amounts, This is the most exhaustive information available anytime, which you can show to your buyers during their visits to help them make their current selection.

We hope this will give you a brief idea on the working of Exhibitions Manager,

We can assure you that you will appreciate this product, each time you will use it for your fairs, as so many of our satisfied clients do.