Exhibitor Booth Registration Form

An exhibitor form is doing three jobs at once. It sells floor space, it collects the contract acceptance that makes the sale binding, and it gathers everything your show team will otherwise chase by email in the fortnight before doors open. Most organizers split those across a PDF, a spreadsheet and a payment link. This template does them in one pass.

What makes it different from attendee registration

The buyer is a company, not a person. Inventory is genuinely finite, because a floor plan has a fixed number of each booth size. Badges come in allocations rather than one per registration. And the money almost always arrives on a purchase order, weeks later, from somebody in accounts payable who has never heard of your show.

Who it is for

Trade show organizers, association meeting teams selling an expo hall, and conference organizers with a sponsor or partner floor. If you sell fewer than a dozen booths and know every exhibitor personally, this will be heavier than you need.

How to adapt it

Booth inventory and the badge allowance are the two things that need real numbers before anything else matters. Set those from your floor plan, put your actual contract terms in the legal field, and the rest is assembly. Cut the directory listing section only if you genuinely do not publish an exhibitor directory.

Setup checklist

1. Load your booth inventory as cart items with caps. Each package is an item with its own price and quantity cap, so a sold out size closes itself rather than being oversold and then apologised for. Set the caps to the real floor plan count, not an optimistic one.
2. Put the exhibit contract in the legal field. The consent step uses a legal field, which can hold your terms inline or point at the contract PDF you already have. This is how the form doubles as a signed exhibit space agreement rather than just an order.
3. Decide the included badge allowance. The staff badge item is priced per badge. State in the package description how many are included so exhibitors know what they are buying, then let them add extras through the quantity control.
4. Turn on invoice billing. Most exhibit space is bought on a purchase order. The invoice integration routes those to a pending payment status with a due date, so your finance team can chase them without you tracking a spreadsheet.
5. Collect the directory listing while you have their attention. The description, categories and logo link are the things you will otherwise chase by email three weeks before the show. Asking here costs nothing and saves a round of follow ups.
6. Set the space assignment expectation. The form takes a location preference, not a booth number. Say clearly that assignment happens after contracting, or you will spend the week after launch explaining it.

Before you publish

Buy each package with a test card and confirm the totals and the badge quantity behave. Fill one package to its cap and check it closes cleanly. Then run one submission through the invoice path and confirm it lands unpaid with the purchase order reference attached.