Software package

Trade fair package

Sell stands from a floor plan that knows what is sold, reserved and free, let exhibitors manage their own profile, invoices and manual, register visitors by entry type with badges that mean something, seat seminars against the figures you record, and give every exhibitor their leads the moment the show closes.

Custom build Concept demo

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Who it is for

Built for

A good fit

Exhibition organisers, trade show teams inside associations and publishers, and agencies producing an annual show for a sector: a one-hall trade show with a hundred stands and a few thousand visitors, a consumer show with paid tickets, or a professional exhibition with a seminar programme and trade-only hours. Daily users are the show director who watches sales and attendance, the sales team selling stands from the plan, operations chasing the exhibitor manual, marketing running visitor registration, the registration desk printing badges on the morning, exhibitors completing their profile and scanning leads, and visitors registering and booking seminars.

Not the right fit

It is not for conferences where delegates and sessions are the core and stands are incidental, which is the conference registration package, nor for venues hiring halls to organisers. Organisers running several shows a year with a shared exhibitor database, multi-hall plans or hosted-buyer programmes should look at a custom build.

The operational problem it solves

How it runs, step by step

Ten months before the show, a sales person opens the floor plan with a prospect on the phone.

Stand forty-two, a corner shell scheme, shows available; she reserves it for seven days and it turns amber for everyone on the team at that moment.
The prospect confirms on Wednesday, she converts the reservation, the contract is issued, the invoice goes out through the connected tool and the stand turns red on the plan.
The exhibitor receives a portal login, uploads a logo and profile that appear in the public directory under its category, and sees the manual: electrics due in March, stand staff badges in April, build-up slot in May.
Operations watches the completion bar across all stands and chases the twelve that have not ordered electrics.

Visitor registration opens in January.

A buyer registers as trade, answers the qualifying questions and is approved automatically; a student registers and is placed on the second-day-only entry type; a journalist requests press and marketing approves it by hand.
Each books a seat at the Thursday morning seminar until the figure the organiser recorded for the theatre is reached, when the waiting list opens.
On the morning, the desk scans the QR code in each confirmation email and the badge prints with the name, company and entry type; a steward at the trade-only hall entrance scans badges and a student badge at ten in the morning shows red.
Inside, an exhibitor scans the badges of visitors who stop at stand forty-two on her phone, adds a note and a star rating, and watches her leads list grow in the portal.
At six on the second day the show director sees attendance by type, day and hour, and every exhibitor downloads its own leads before the stands are even dismantled.

Features

What the package does

The package ships as modules that mirror the show cycle: the floor plan and stand sales, the exhibitor portal and directory, visitor registration with badges and entry types, the seminar programme, and on-site scanning with lead export. Each module below lists what it does; the comparison table shows which package variant includes it.

Catalogue and checkout

Interactive floor planA floor plan with stand numbers, sizes and statuses of available, reserved, sold and held.
Stand packages and reservationsStand packages at the organiser's prices, reservations that expire and bookings with contract and invoice records.
Seminar programme with capacitySeminars bookable against the figures recorded per room, with waiting lists and door scanning.
Sponsor packages and portalSponsor packages with placements and guest places, and a portal where sponsors manage their own logo and profile.
Paid visitor ticketsVisitor tickets sold through the connected payment provider where the show charges for entry.

Portal and access

Exhibitor portalExhibitors manage their profile, invoices, manual forms with deadlines and requests for stand staff badges.
Exhibitor directoryA public directory searchable by category, hall and product, which also feeds the show guide.
Visitor registration with entry typesVisitors register by entry type, answer qualifying questions, are approved where needed and receive a QR badge.
Badge printing and entry scanningBadges printed at the desk and entry scanning, with trade-only hours applied by badge type.
Matchmaking and meeting requestsSuggests exhibitors to visitors from the interests they declare and lets them request meetings.

Reporting and insights

Lead scanning and exportExhibitors scan visitor badges on their phones and export their own leads after the show.

Package variants compared

Website
Business Software

Which features each package variant includes
Feature	Website	Business Software
Interactive floor plan	Included	Included
Stand packages and reservations	Optional	Included
Exhibitor portal	Not in this variant	Included
Exhibitor directory	Included	Included
Visitor registration with entry types	Included	Included
Badge printing and entry scanning	Not in this variant	Included
Seminar programme with capacity	Included	Included
Lead scanning and export	Not in this variant	Included
Sponsor packages and portal	Not in this variant	Optional
Matchmaking and meeting requests	Not in this variant	Optional
Paid visitor tickets	Optional	Optional

Roles and permissions

Who does what

Organiser
- Set up the edition, floor plan, stand packages and prices
- Define visitor entry types, qualifying questions and trade-only hours
- Configure the seminar programme with the figures recorded per room
- See stand sales, exhibitor manual completion, registrations and attendance live
Sales
- Reserve, book and release stands from the floor plan
- Issue contracts and invoices through the connected tools and record payments
- See their own pipeline and the whole plan's status
Operations and registration desk
- Chase manual forms and see completion by stand
- Check visitors in by QR scan or name search and print badges
- Register walk-ins and change entry types with approval
- Scan seminar entry against capacity
Exhibitor
- Manage their profile, logo, products and category for the directory
- Complete manual forms and request stand staff badges by deadline
- See their contract, invoices and payments
- Scan visitor badges for leads, add notes and export leads after the show
Sponsor
- Manage their logo and profile for the placements in their package
- Register the guest places included
- See the benefits delivered against their package
Visitor
- Register by entry type with qualifying questions and receive a badge QR code
- Browse the exhibitor directory and floor plan and save stands to visit
- Book seminar seats and join waiting lists
- Choose which contact fields exhibitors receive when scanned

Example screen

Concept demo

Concept demo of a trade show floor plan with colour-coded stand statuses, a reservation countdown, package details on hover and a sales summary sidebar.

The interactive floor plan ten months out: sold stands in red, stand forty-two amber with a seven-day reservation and the sales person holding it, available stands with package and size on hover, and the sidebar showing stands sold against the plan with manual completion for booked exhibitors.

Scope and options

What is included and what is extra

In the base package

Show edition with an interactive floor plan, stand numbers, sizes and available, reserved, sold and held statuses
Stand packages with the organiser's prices, reservations with expiry and booking with contract and invoice records
Exhibitor portal with profile, invoices, manual forms with deadlines and stand staff badge requests
Public exhibitor directory searchable by category, hall and product, feeding the show guide
Visitor registration with entry types, qualifying questions, approval and QR badge delivery
Badge printing at the desk and entry scanning with trade-only hours by badge type
Seminar programme bookable against the figures recorded per room, with waiting lists and door scanning
Lead scanning by exhibitors on their phones and per-exhibitor lead export after the show

Common add-ons

Sponsor packages and a sponsor portal with placements and guest places
Matchmaking suggesting exhibitors to visitors from declared interests, with meeting requests
Paid visitor tickets through the connected payment provider

Needs custom work

Several shows sharing one exhibitor database with rebooking of last year's stand
Multi-hall floor plans with contractor-ready exports
Hosted-buyer programmes with scheduled meetings
Portfolio-wide sponsor and attendance reporting

See the custom development service

Ownership, maintenance and pricing

After the build

Deployment and ownership

Runs on your own hosting or on hosting we manage; the choice is made in the proposal and can change later. You own the code and your data in both cases. Floor plans, exhibitor records, contracts, visitor registrations, scans and leads can be exported at any time in standard formats, and nothing in the package stops a move to another provider.

Maintenance

Maintenance is optional and scoped separately from the build. When taken, it covers security updates, monitoring of payment and invoicing callbacks, badge delivery and the scanning pages during show days, backups, and a monthly window for small changes such as a floor plan import for the next edition, a new entry type or a revised manual form. Larger changes are quoted as change requests.

Pricing model

Priced per proposal.

Sold as a one-off setup and customisation with optional monthly maintenance and hosting as separate recurring lines. The setup figure depends on the stand count and floor plan complexity, the depth of the exhibitor manual, the visitor entry types and badge hardware, whether sponsor, matchmaking and paid ticket add-ons are included, and the exhibitor records migrated. The proposal itemises each line so recurring costs are never hidden in the build.

Software package

Custom build Concept demo

Variants

Show edition with an interactive floor plan, stand numbers, sizes and available, reserved, sold and held statuses
Stand packages with the organiser's prices, reservations with expiry and booking with contract and invoice records
Exhibitor portal with profile, invoices, manual forms with deadlines and stand staff badge requests
Public exhibitor directory searchable by category, hall and product, feeding the show guide

Priced per proposal. A written proposal is the only binding figure.

Get a quote for this package Prefer a fully custom build?

FAQ

Frequently asked questions

Can exhibitors book stands themselves from the floor plan?

Yes, if you allow it. The organiser decides whether the public plan lets exhibitors reserve and book directly, request a stand for the sales team to confirm, or only view status. Returning exhibitors can be given a window before general sales open.

How are visitor entry types enforced on the day?

Each badge carries its entry type in the QR code. Entrance scanning checks the type against the rules for that hall and hour, so a student badge during trade-only hours shows red to the steward, and the desk can change a type with approval if a mistake was made.

What stops a seminar overfilling?

Each session carries the figure the organiser records for its room. Bookings stop at that figure and a waiting list opens; door scanning admits booked visitors first and then the waiting list as seats remain, with a live count for the room host.

What do exhibitors need to scan leads?

A phone with a camera and their portal login. Hired handheld scanners are connected as integrations where the organiser provides them. Visitors choose at registration which contact fields exhibitors receive, and that choice is respected in every scan.

Does it handle several shows a year?

Each edition is set up separately in the package, so an annual show rolls forward with its plan, categories and packages. Several different shows sharing one exhibitor database, with rebooking and portfolio reporting, is custom work scoped through custom trade fair website development.

Is this a finished product I can see running?

Not yet. The readiness badge shows the real state: the package is a custom build assembled from our listings, directory, orders, multi-vendor, forms and capacity modules for each organiser, and the floor plan on this page is a labelled concept demo rather than a live client system.

Get a quote for Trade fair package

Tell us about your locations, the people who will use it and the add-ons you need. We reply with a clear, competitive proposal.