Classic form
Exhibitor stand booking form
A stand booking is a contract, an order for services and a safety record all at once, which is why it ends in a signature and a position in the business. This one takes the floor plan detail, the add ons that get forgotten until build day, and the insurance evidence as structured fields rather than a promise. It is a classic form, because it is a contract, and a contract revealed one question at a time is not one anybody would sign.
The form itself
A static copy of the finished form, exactly as it renders. Nothing here can be filled in or submitted, so read it as a reference and build your own from the button above.
Every field, and what it collects
The complete field list, in the order respondents meet it.
- Trading name, exactly as it should appear on the fascia and in the guideShort textRequired
- Registered business name, if differentShort text
- Main contactNameRequired
- EmailShort textRequired
- Mobile, reachable during build daysShort textRequired
- Postal addressAddress
- What do you make or sell?Long textRequired
- Stand sizeSingle choiceRequired
- Options: 3m by 2m shell scheme, $1,320, two exhibitor passes · 3m by 3m shell scheme, $1,850, three exhibitor passes · 6m by 3m shell scheme, $3,400, four exhibitor passes · Space only, 18 square metres minimum, $195 per square metre, four passes
- Where would you rather be?Single choice
- Options: Near the main entrance · In the tasting precinct · Near the demonstration kitchen · On a corner, any aisle · No preference
- Furniture, power and servicesMultiple choice
- Options: Trestle table and two chairs, $85 · Lockable counter, $190 · Single phase power, 1kW, $70 · Three phase power, per kW, $155 · Carpet in your own colour, $9 per square metre · A 42 inch screen on a stand, $260
- Extra exhibitor passes, $28 eachNumber
- Trade preview tickets, $15 eachNumber
- Are you bringing a generator?Single choiceRequired
- Options: No · Yes, and I have read the generator conditions in the exhibitor manual
- Anything else about your build?Long text
- Advertising in the show guideSingle choice
- Options: None · Quarter page, $220 · Half page, $390 · Full page, $700
- Aisle banners, $120 eachNumber
- Your logo and any advertising artworkFile upload
- Images and PDF only, up to three files, 10 MB each. Print ready artwork is needed by 3 July or the space is released.
- InsurerShort textRequired
- Policy numberShort textRequired
- Cover startsDateRequired
- Cover endsDateRequired
- Person responsible for your risk assessmentNameRequired
- TermsMultiple choiceRequired
- Options: I have read and accept the exhibitor terms and conditions · Our stand will be built and stocked by 8am on 4 August and stay open until 5pm on each of the three days · Everything we bring will be removed within 48 hours of the show closing · Our public liability cover is current for all three days and I will send the certificate when asked
- Your position in the businessShort textRequired
- SignedSignatureRequired
Who you are
Your stand
Guide and signage
Insurance and terms
What makes this form work
Insurance is four fields, not a tick box
Insurer, policy number, start date and end date. A tick saying cover is held proves nothing and cannot be checked before the show. Four small fields can be read down a spreadsheet in a morning, and the dates catch the policy that lapses the week before build.
The shell scheme is described before the choice
Walls, carpet, a fascia with the trading name, two spotlights and one power point, and space only means bare floor with a design due seven days out. Exhibitors who have never taken space only pick it on price, and this paragraph is what stops that becoming a phone call in July.
The terms are operational, not legal boilerplate
Built by eight, open until five, gone within forty eight hours, cover current across all three days. Four commitments an exhibitor can actually keep or break, written as the organiser would say them, which is worth more than a page of clauses nobody opens.
Questions people ask
What does an exhibitor booking form need that a normal booking does not?
Evidence rather than agreement. Public liability cover as an insurer, a policy number and two dates, a named person responsible for the risk assessment, and a signature under a position in the business. Those four turn a booking into something a venue and an insurer will both accept.
Should the form take furniture and power orders?
Yes, at booking, because that is the only moment an exhibitor is thinking about the stand. Every item ordered on the day costs the organiser a scramble and the exhibitor a premium. Listing power by phase and rate is what stops a 2kW fridge arriving on a stand with one general power outlet.
Why ask for the trading name and the registered name separately?
The fascia and the show guide need the name customers know. The invoice needs the entity that pays. They are frequently different, and a form that asks once produces either a fascia nobody recognises or an invoice that finance rejects.
How should stand position be handled?
As a request with the allocation rule stated beside it. Deposits clear in order and categories have to be spread across the floor, so four producers of the same thing are not side by side. Saying somebody will ring before publishing a plan that ignores the request is what keeps it civil.
Build your own in about a minute
The button below opens the generator with this use case already described. Change the wording to match your own, generate, then edit anything you like.
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