Exhibitors
Invite the businesses you want, take applications from the rest, verify them, and track everyone from first contact to a confirmed, paid booth.
Filling the floor is the part of organising a show that decides whether it happens. Everything here is aimed at one question: who is actually in, and who only says they are?
Two ways in
You invite them
You reach out to a business you want. It arrives as an invitation they can accept and complete. Use this for anchors, returning exhibitors and anyone you have already spoken to.
They apply
A business finds the show and applies. You approve or decline. Use this for the long tail you cannot chase individually.
Both land in the same roster and follow the same route, so you are never reconciling two lists.
Invitations sit in their own view rather than mixed into the roster, because "invited but not responded" and "confirmed and paid" are different problems and mixing them is how organisers lose a fortnight.
Where an exhibitor can be
Invited or applied
Contact made, nothing committed. The largest and least reliable part of any pipeline.
Booth chosen
They have picked a position from the live floor. It is held, not sold.
Awaiting payment
The commitment is real but the money has not arrived. The stage worth chasing daily as the show approaches.
Confirmed
Paid, booth theirs, passes issued, listed on the public site.
An exhibitor can withdraw, and you can decline an application. Neither leaves a booth mysteriously unavailable — the position goes back to the floor.
Only one of these is a sale
"Twelve exhibitors" means nothing without saying which stage they are at. The roster filters by stage precisely so that conversation with yourself is honest.
Verification
Exhibitors complete identity checks before taking a booth, so the floor is made of businesses that have been established as real.
For a business already verified on Bidancer, this is consent rather than paperwork — they approve sharing what already exists with you. For one new to the platform, verification happens inside the sign-up flow rather than being homework they have to complete somewhere else and come back from.
That difference matters for conversion. Every extra step between interest and payment loses exhibitors, and "go and get your documents together" is the biggest step there is.
What a confirmed exhibitor gets
- The booth they chose, on the plan
- A pass allocation for their staff
- A listing in the public exhibitor directory
- The ability to buy add-ons — more passes, furniture, power, branding
- Lead capture at the stand during the show
Running the roster well
Categories & packages
Define who may exhibit or sponsor, what each class of participant can buy, and how custom categories let one floor carry several kinds of participant at different prices.
Sponsors
Build sponsorship tiers that sell, define what each one actually includes, and move a sponsor from interested to confirmed without the terms living in an email thread.