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What Recurring and Key Emails should Vendors expect from Repticon Bookings?

  • Booking System Registration Email:

This email is for new vendors and will only be sent once unless there are problems.  When a vendor first self-registers or if Bookings has to manually set them up, the system auto generates a link to set up a password for that User profile to then sign into the system.   The password reset option will send a similar system email.

 

  • Booking System Invoice Email:

After a self booking, or anytime the Bookings staff sends a vendor a particular invoice, there will be a system generated email with a link to that specific invoice to review.   Vendors must be signed in to the booking system to see these invoices, and clicking the link without being signed in will not work.  From the invoices will be a blue payment button if any payments are required.

 

  • Placement Check Email:

Sent from [email protected] and is important for any vendors being preplaced to check this email in a timely manner.  It will include an exclusive link to view the layout and there will be about one business day to respond with any requests regarding placement.

 

  • Prior Vendor Notification Email:

Sent from [email protected]  this email notifies prior vendors of the past 2-3 years of that specific show that the next business day they will receive an exclusive link for booking the next show.  Preplaced vendors usually are also prior vendors, so they will receive both this and the placement check email on the same day.   If a vendor expects they are going to be preplaced, but they receive the notification email but not the placement check, please contact Bookings immediately before the show opens to check on the situation.

 

  • Prior Vendor Booking Opening Email:

Sent from [email protected]  This email to the same prior vendors contains the exclusive booking link to book the show announced the business day before.   This will remain exclusive until the show opens for full booking two business days later.

 

  • Load In Email:

Sent from [email protected]   Usually sent the Tuesday before the show, this is sent to all booked vendors.   If a vendor receives this but is not intending on vending, they should contact bookings immediately.  This email will include both general information that can be found on the vendor info tab of that show’s page such as the schedule and information about electric, but also details who is the scheduled show manager and other specific show issues about which they should be aware.

 

  • Prepaid Preplacement Offer Email:

Sent from [email protected]   Usually sent the Thursday before the show, this email details the prepaid preplacement option for any vendors without bulk contracts who are scheduled for the show.  These emails detail all aspects of the option thoroughly.  Once received, vendors may sign in and purchase the prepaid preplacement, making the span of time this option is offered to be about four days. (Thurs through Sunday).  It is removed Monday morning from all unpaid invoices after the deadline.  There have been recurring problems with many vendors requesting to pay this option late, which complicates and slows the booking processes overall and presents a danger of them not being booked if they pay after this information is pulled and the show closed.  Therefore, exceptions for late payment are rarely allowed and we do request the option be paid during the four day period it is offered.  Be also advised too this option has become the favored method of booking by most returning vendors, resulting in many shows nearly selling out during the prior event.  Because of this, this option is highly recommended to ensure table numbers.