Booth booking for your exhibition
Exhibitors choose a package, book a booth and add the services they need in their own portal. Invoices, invitations for booth staff and guests, and the digital profile stay with the same booking. We set up offers and workflows for your conference and support the exhibition together with your team.
For scientific conferencesOn-site exhibition and digital exhibitor profiles
Package, additional services and team access
Exhibitor booking in your own portal
The company's responsible contact manages the exhibition through their personal account. The example shows the process from package selection to invitations. Services and prices are defined for each event.
From package to booth staff
Choose package
Exhibitors compare available packages and their included services. Digital packages can also be offered without an on-site booth.
Services for your conferencePackages combine the services for your specialist exhibition.
The selected booth stays linked to the exhibitor and their package.
Bookable extras and later additions follow the configured rules.
The invoice is created from booked services, following the intended billing process.
Redeemed and pending invitations count toward the remaining capacity.
Feature example with fictional data and prices. No bookings, invoices or invitations are created.
Define packages, booths and allocations
You define the scope of your exhibition. We configure packages, prices and selection rules so exhibitors can find suitable offers and your team can track booked services.
- Packages and groups
Organize offers into package groups. Included services, optional extras, prices and the order of offers are configurable.
- Booth selection on the floor plan
Assign booths to an exhibition room and the relevant packages. Exhibitors see the location and select an available space.
- Digital packages
Not every offer needs on-site space. Packages can also be booked without mandatory booth selection.
- Required and optional items
Required services are included in the booking. Optional items, units and quantities follow the configured package rules.
- Limited allocations
Availability is checked again when booking. Occupied booths and exhausted service allocations are not available for unrestricted booking.
- Company assignment
The booking is made for the authorized company or assigned department. The responsible contact remains stored with the exhibitor.
Book additional services, including later additions
From power connections to additional team places, bookable services are defined for your event. Exhibitors see their booked items and can add approved extras in the portal.
- Services with their own units
List connections, furniture, technical equipment or additional participation places as offers, for example. Price, quantity and available capacity depend on the service.
- Additions after the first booking
You define in the package which items can be booked later. Additional bookings stay linked to the exhibitor and their booked package.
- Exhibition information
Provide approved organizational notices and documents in the exhibitor area, such as setup, delivery or next preparation steps.
- Administration behind the scenes
Your team manages booths, booked packages and services centrally. Notifications to the responsible event representatives can flag new bookings and additions.
Invoices for booked services
The public exhibitor contact does not have to be the invoice recipient. Companies can store a separate billing address and required billing details. Your team creates invoices from the selected booked services.
01 / Details
Store the correct recipient
The invoice recipient, address, VAT details, customer reference, Leitweg-ID routing identifier and an additional recipient address can be stored with the exhibitor.
02 / Invoice
Create an invoice from services
Invoicing uses stored templates, terms and responsible invoicing organizations. Previously invoiced items are identifiable.
03 / Payment
Provide the document and payment method
Issued invoices link to the invoice document and payment portal. Available payment methods depend on the invoicing configuration.
Invitations from the booked allocation
Exhibitors invite staff and guests within their booked participation allocation. Each invitation belongs to the appropriate service and event. Invitees receive their own access to sign in and redeem the invitation.
- Participation on site or online
Allocations can be configured separately for in-person and online participation. Invitations use the corresponding participation offer.
- Personal invitation process
The responsible contact enters recipients and the required details. Invitations are sent by email. Staff and guests sign in with their account or register, then continue the booking process using the invitation.
- Count available places reliably
Assigned participants and active invitations are deducted from the allocation. An open invitation already reserves a place.
- Track status and respond
The portal identifies sent, redeemed, withdrawn and expired invitations. Valid, unredeemed invitations can be resent or withdrawn.
- Grant access by role
An invited guest receives the participation specified in their invitation. Permission to manage the company profile and exhibitor booking remains with the authorized exhibitor contact.
Exhibitor profile and floor plan in the web app
The booking creates an exhibitor profile linked to the booth. Publication is approved separately. Participants find the exhibition in the web app and can move from the floor plan to the company profile.
- Prepare your profile
Authorized exhibitor contacts edit the description, logo, website and contact details in their portal. Public information and billing data remain separate.
- Discover companies
The gallery and search lead to the relevant company, research consortium or service provider. Media, downloads and contact options are configured within the agreed scope.
- Find the booth
The booth number and exhibition room are linked to the profile. Selecting a point on the interactive plan opens the corresponding exhibitor.
- Connect with the conference program
Depending on the event, exhibitors also appear in the poster gallery or relevant program items. Approved content and profiles appear in the designated areas.
Prepare the exhibition and conference together
Conference website and web app
Poster gallery and poster panels
Streaming and on demand
Organization and support for your exhibition
Which booth spaces, packages and additional services would you like to offer? We set up the floor plan, exhibitor portal, allocations and invoicing process, agree invitations for booth staff and guests with you, and help with outstanding bookings and queries.