Managing Your Event or Collection Settings
So, you've created your new event or collection and have already followed our instructions in order to set up its name, the deadline and the registration instructions. Now, it's time to move forward and modify all the parameters available on Settings.
If this isn't the case, please go back and properly create your event. See How to Set Up and Manage an Evennt or Collection for guidance.
In Bottlebooks, you're able to edit the following features to your liking:
Status
Additional Language
Downloadable Documents
Limits and Contacts
Questions
Prices
Contacts
Shipping
To start, you should open your event and go to the Settings page.
You can set your event or collection to 4 different status by going to Overview.
This setting affects who can see the event and how producers can register.
The event or collection is visible on the homepage of all producers who have been added as exhibitors.
Anyone with the registration link can access and complete the registration.
The event or collection is visible on the homepage of all producers who have been added as exhibitors.
Producers can only register if they are added as exhibitors - even if they have the link.
The event or collection is not visible on the producers' homepage, even if they have been added as exhibitors.
The only possible way to register is through the link, and anyone who has the link can do it.
This status is meant to be used once the event or collection is complete and no further actions are required.
The event stops being editable or visible to you, as it is stored under the Archived section.
With the exception of the Archive status, the event or collection is always visible on the organizer or partner's homepage (you).
Still on Overview, it is possible to allow producers to enter information in more than just one language.
To do that, simply select the second language you'd like to add, like this:
It can be useful to make certain documents - such as shipping instructions - available for producers or suppliers to consult during their registration.
You can achieve this on Overview by adding them here:
If you remain on Overview, Bottlebooks lets you limit:
the maximum number of products a producer can register for this event or collection.
the maximum number of total registrations accepted for the event or collection.
Once the maximum number of registrations is hit, the event will be closed and no further registrations will be allowed.
You can also add the contact person responsible for the event or collection. This person will receive a notification every time a producer or supplier completes their registration.
In order to manage the questions that producers or suppliers will answer during the registration, go to Questions (on your Settings page).
Bottlebooks provides a set of standard questions that covers:
Exhibitor or Supplier related information.
Brands.
Products.
Whether you've duplicated an event/collection or used a template, there will already be pre-selected questions, which you'll be able to see once you press the + button for each category.
We recommend not de-selecting any of the standard questions, to ensure consistency and structure. You are, however, encouraged to select more, if needed.
Botllebooks has covered the eventuality of the standard questions not covering all of your event's needs.
You can add new questions to each of this 3 categories:
Exhibitor or Parter (for general exhibitor/partner information).
Producer/Brand (for label-specific questions).
All Products (for product-related questions).
To add a custom question:
Click on olor}[#000000](Add cu)**stom question**, on the bottom of each of the above mentioned categories.
Select the type of question you want to create (Short text entry, Single choice, Multiple choice, etc.).
Type the question and, if necessary, the possible answers.
Your custom question is now added to the event!
If you'd like to collect pricing information, you can do it either by price ranges or specific by prices, by following the steps below.
Go to Prices.
On Product price, select either by price category or by price.
Configure currency and price types.
Click OK.
By activating the Contacts add-on, which you will find on your Settings page, you will collect primary contacts for each exhibitor or supplier - these are the people who are responsible for the event, on their end.
Then, you can choose to collect more contact details from producers:
Enter Contacts.
Activate the add-on(s).
Attending Contacts - activating this add-on means you will collect contact information of whoever will be attending the event.
Distribution Contacts - through this, the producer will let you know whether or not they have an importer and, if they do, they will be able to provide its contact information. They also have the option of stating that they are an importer.
In your Settings page, you can enable this add-on.
Afterwards, you'll be able to:
Set the recommended number of bottles.
Suggest a customs declaration value.
Upload shipping labels for producers to download - you can upload either a Word of PDF file, although PDF is recommended.
Once you’ve completed your event or collection setup, we recommend testing it using a winery test account, to make sure everything is working according to your expectations.
If this isn't the case, please go back and properly create your event. See How to Set Up and Manage an Evennt or Collection for guidance.
In Bottlebooks, you're able to edit the following features to your liking:
Status
Additional Language
Downloadable Documents
Limits and Contacts
Questions
Prices
Contacts
Shipping
To start, you should open your event and go to the Settings page.
Event or Collection Status
You can set your event or collection to 4 different status by going to Overview.
This setting affects who can see the event and how producers can register.
Live:
The event or collection is visible on the homepage of all producers who have been added as exhibitors.
Anyone with the registration link can access and complete the registration.
Private:
The event or collection is visible on the homepage of all producers who have been added as exhibitors.
Producers can only register if they are added as exhibitors - even if they have the link.
Hidden:
The event or collection is not visible on the producers' homepage, even if they have been added as exhibitors.
The only possible way to register is through the link, and anyone who has the link can do it.
Archived:
This status is meant to be used once the event or collection is complete and no further actions are required.
The event stops being editable or visible to you, as it is stored under the Archived section.
With the exception of the Archive status, the event or collection is always visible on the organizer or partner's homepage (you).
Additional Language
Still on Overview, it is possible to allow producers to enter information in more than just one language.
To do that, simply select the second language you'd like to add, like this:
Downloadable Documents
It can be useful to make certain documents - such as shipping instructions - available for producers or suppliers to consult during their registration.
You can achieve this on Overview by adding them here:
Limits and Contacts
If you remain on Overview, Bottlebooks lets you limit:
the maximum number of products a producer can register for this event or collection.
the maximum number of total registrations accepted for the event or collection.
Once the maximum number of registrations is hit, the event will be closed and no further registrations will be allowed.
You can also add the contact person responsible for the event or collection. This person will receive a notification every time a producer or supplier completes their registration.
Questions
In order to manage the questions that producers or suppliers will answer during the registration, go to Questions (on your Settings page).
Bottlebooks provides a set of standard questions that covers:
Exhibitor or Supplier related information.
Brands.
Products.
Whether you've duplicated an event/collection or used a template, there will already be pre-selected questions, which you'll be able to see once you press the + button for each category.
We recommend not de-selecting any of the standard questions, to ensure consistency and structure. You are, however, encouraged to select more, if needed.
Adding Custom Questions
Botllebooks has covered the eventuality of the standard questions not covering all of your event's needs.
You can add new questions to each of this 3 categories:
Exhibitor or Parter (for general exhibitor/partner information).
Producer/Brand (for label-specific questions).
All Products (for product-related questions).
To add a custom question:
Click on olor}[#000000](Add cu)**stom question**, on the bottom of each of the above mentioned categories.
Select the type of question you want to create (Short text entry, Single choice, Multiple choice, etc.).
Type the question and, if necessary, the possible answers.
Your custom question is now added to the event!
Prices
If you'd like to collect pricing information, you can do it either by price ranges or specific by prices, by following the steps below.
Go to Prices.
On Product price, select either by price category or by price.
Configure currency and price types.
Click OK.
Contacts
By activating the Contacts add-on, which you will find on your Settings page, you will collect primary contacts for each exhibitor or supplier - these are the people who are responsible for the event, on their end.
For events only:
Then, you can choose to collect more contact details from producers:
Enter Contacts.
Activate the add-on(s).
Attending Contacts - activating this add-on means you will collect contact information of whoever will be attending the event.
Distribution Contacts - through this, the producer will let you know whether or not they have an importer and, if they do, they will be able to provide its contact information. They also have the option of stating that they are an importer.
Shipping
In your Settings page, you can enable this add-on.
Afterwards, you'll be able to:
Set the recommended number of bottles.
Suggest a customs declaration value.
Upload shipping labels for producers to download - you can upload either a Word of PDF file, although PDF is recommended.
Once you’ve completed your event or collection setup, we recommend testing it using a winery test account, to make sure everything is working according to your expectations.
Updated on: 09/06/2025
Thank you!