Exhibitors

Exhibitors bring your conference to life showcasing innovations, services, and experiences that engage attendees and sponsors alike. With Conference Pro, exhibitor management is simple and stress free. From applications and onboarding to logistics and communication, you’ll have all the conference management tools you need to streamline operations and build lasting exhibitor relationships.

Dublin Irish Festival

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Soulfest

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Features

Exhibitors Fees Made Easy

Whether it’s booth spaces, sponsor activations, or branded stands, you can configure and manage exhibitor fees effortlessly within your conference management platform.

  1. Assign fixed or variable booth and participation fees to exhibitors
  2. Allow exhibitors to select booth size, location, and add-on services with associated pricing
  3. Create limited exhibitor assets (e.g., premium locations or sponsorship packages) with tiered pricing
  4. Charge for services such as power, internet, cleaning, furnishings, TVs or waste removal

Features

Simple Exhibitor Applications

Eliminate paperwork and scattered emails with centralized exhibitor application management in Conference Pro.

  1. Exhibitor applications are submitted and organized in one place.
  2. Review, approve, and track participating exhibitors with ease throughout your conference planning process.

Features

Health and Safety Compliance

Stay on top of exhibitor compliance with built-in document management tools in your conference management platform.

  1. Exhibitors receive a secure portal link to upload insurance certificates, safety documents, and required compliance files directly to the system
  2. Set automated reminders, approval workflows, and data syncs to keep documentation current
  3. Export all exhibitor compliance files into a live, continuously updated ZIP archive as documents are submitted

Features

Invoices and Payments

No more chasing exhibitor payments. Conference Pro lets you create, send, and track invoices directly within your conference management platform.

  1. Track booth fees, service charges, and changes to exhibitor requirements in real time
  2. Connect to your preferred payment gateway so funds are deposited into your own account
  3. Support multiple payment methods including bank transfer, ACH, SEPA, wire, or check
  4. Monitor outstanding balances, send reminders, and view payment breakdowns from a central finance dashboard

Features

Exhibition Ticketing

Easily allocate and manage exhibitor badges and staff passes so the right exhibitor personnel have access to the right conference areas without confusion.

  1. Allow exhibitors to request additional badges or passes with approval workflows
  2. Enable exhibitors to assign and update credentials for their own booth staff without organizer intervention
  3. Deliver digital badges to staff wallets for seamless access using Conference Pro’s Apple/Google scanning system
  4. Charge exhibitors for extra badge allocations directly through the exhibitor services or onboarding portal

Features

Utilities, Equipment and Timings

Assign essential services and utilities to each exhibitor booth, and allow exhibitors to select what they need to operate smoothly at your conference.

  1. Exhibitors can request services such as power, internet, AV, lead capture, or cleaning for their booth
  2. Allocate exhibitor move-in time slots to create an organized setup schedule
  3. Link exhibitors to the floor plan to ensure accurate booth placement and logistics
  4. Provide live service requirement feeds to venue or technical contractors so teams know exactly what each exhibitor needs

Features

Vehicle and Parking Coordination

Keep onsite operations moving with simple exhibitor vehicle and parking management built into your conference platform.

  1. Assign parking areas, register vehicles, and issue permits to support smooth exhibitor move in and move out
  2. Allocate a limited number of vehicle permits per exhibitor for assignment to specific onsite vehicles
  3. Display vehicle passes in the dashboard with exhibitor name, company, and contact details for quick reference and coordination

Features

Exhibitor Contracts

Create, customize, send, and store exhibitor agreements in one secure conference management platform.

  1. Conference Pro keeps exhibitor contracts clear, organized, and easy to access—no searching through email threads or folders.
  2. Use editable agreement forms to collect payments and capture key details such as booth size, staff names, and service requirements.
  3. Exhibitor profiles update automatically as agreements are completed. Contracts can be sent individually or in bulk for fast, streamlined communication.
  4. Standard terms and conditions can be embedded directly into the exhibitor portal for consistent, compliant contracting.

Features

Public Website and App

Create beautiful public exhibitor directory pages so attendees can see which exhibitors will be at your conference and where to find them.

  1. Link a live feed of your internal exhibitor data directly to your conference website
  2. Automatically update the website as soon as exhibitors are confirmed
  3. Keep mobile app and website exhibitor listings perfectly in sync
  4. Display exhibitor logos, descriptions, product images, links, and categories submitted through the exhibitor portal
  5. No need for developers to build or maintain exhibitor listings. Conference Pro keeps everything updated automatically

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