Approve or reject an exhibitor application

Review an application

1. Open Exhibitors and go to the Exhibitors tab.
2. Open the application to see Application details — their answers, contact details and the package requested.

   

Approve

1. Click Approve.
2. Confirm which booth or space they get.
3. Save.

Approving confirms them immediately and reserves the space.

Reject

1. Click Reject.
2. Add a note explaining why. Write it as if they will read it, because your own team will read it later trying to remember the decision.

Reconsider

A rejected application can be brought back with Reconsider. Useful when a company appeals, or when space opens up later.

What to check before approving

• Do they fit your audience? A booth selling something irrelevant makes the whole floor feel thin.
• Are they a competitor of a major sponsor? Check your sponsor agreements before approving.
• Is the space actually available? Confirm on the floor plan, not from memory.
• Have they said anything that needs planning? Extra power, vehicle access, a corner stand.

What happens next

Approved exhibitors are confirmed and their space is reserved. They can pay, and they get portal access to upload what your package requirements ask for.

If they pay by bank transfer, their space is held but not settled until you accept the receipt — see Accept or reject a bank transfer receipt.

Common problems

You approved the wrong company. Approving reserves space and notifies them. Contact them directly — undoing it quietly is not an option once they have been told.

Two exhibitors got the same booth. Check the floor plan before confirming, and mark booths taken as you allocate them.

Applications keep arriving after you are full. Set availability limits — see Add packages to an event.

An approved exhibitor never pays. Their space stays reserved. Set a payment deadline in your own process, and free the booth if it passes.

You want to approve without allocating a booth yet. Approve with a placeholder booth and reallocate later, or hold the application until your floor plan is settled.