Booking & Offer Flow

From inquiry to signature

With Fairoo, event organizers create booking forms that let exhibitors book their booth space themselves, including products, data and a digital signature. Send offers with a concrete booth position in minutes and track every deal to a confirmed booking.

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From inquiry to signature

Trusted by Industry Leaders

€22,000,000
Deals
26
Events
200,000 m²
Exhibition space
20,000
Automated mails

Booking and contact forms for exhibitor inquiries

Exhibitors select their booth space, fill in all the relevant details and submit a binding booking request. Data from previous bookings can be carried over directly, across shows and locations, and several shows can be booked in a single step. Organizers can send pre-filled forms on request, leaving the exhibitor only to complete them. This keeps booking simple and transparent for both sides.

  • Booking request including booth space
  • Carry over data or book several shows at once
  • Pre-filled forms from the organizer
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Booking and contact forms for exhibitor inquiries
Define exhibitor booking on your terms

Define exhibitor booking on your terms

Configure booking and contact forms for each event yourself: floor-plan-based booking, free area sizes, fixed sizes or booth packages. You decide which booth products, data fields, invoicing details and signatures are requested, and where.

  • Early-bird and conditional discounts, e.g. for startups
  • Define data fields depending on product bookings
  • Embed your own legal texts
  • Booking flow in your event's CI
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Send offers, rebooking offers or pre-filled booking forms

Create pre-filled booking forms after the first call, or send one-page offers with discounts and special terms. You can see at any time when an offer was opened and when it was submitted.

  • Pre-filled forms the exhibitor only completes
  • One-page offers the exhibitor just accepts
  • Discounts, special agreements and changes documented in the offer
  • Opens and submissions tracked automatically
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Send offers, rebooking offers or pre-filled booking forms
Collect and manage inquiries and offers in one place

Collect and manage inquiries and offers in one place

Every booking inquiry comes together in one place: contact and invoicing details, the exhibitor's comments on the booth space, signature data and the full history. Create counter-offers straight from the deal.

  • Manage all inquiries and bookings centrally
  • Positioning requests and comments per exhibitor
  • Create counter-offers straight from the booking
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See where your event stands at any time

The dashboard shows you open and won deals, offers sent and the hall utilization for each. You can filter revenue by hall, booth type and product, and break it down by invoicing status (from 'not invoiced' to 'paid'). You can also monitor your exhibitor distribution by category and industry.

  • Deals, offers and space utilization at a glance
  • Revenue by hall, booth type and invoicing status
  • Exhibitor distribution by category and industry
  • Set revenue targets and track forecasts
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See where your event stands at any time

Everything you need for your booking process

From the digital offer to the paid booking

Digital Contracts

Create and send legally binding contracts with one click. Digital signatures, automatic archiving and version control included.

Templates for offers & forms

Build once, always ready: booking forms and offers, optionally pre-filled and with the booth space already assigned.

Payment Tracking

Keep track of payment deadlines and outstanding amounts. Automatic reminders reduce the need for manual follow-up to a minimum.

Booth Position in Offer

Assign the booth space right in the offer. Exhibitors see their position in the floor plan and understand exactly what they're booking.

Automatic Reminders

Reminders and automated tasks make sure no deal falls through the cracks.

CRM Sync

Contacts and deals sync both ways with your existing CRM. One source of truth across all systems.

Faster deals

Offers with a visible booth position leave fewer questions open. The exhibitor sees their space and signs digitally.

Less routine work

Templates, automatic reminders and status updates run in the background. Your team focuses on selling.

Full transparency

See at any time which offers are pending, accepted or overdue, and what revenue sits in the pipeline.

Self-service for exhibitors

Exhibitors book on their own, carry over data from previous shows and upload documents right in the form.

FAQ

Frequently asked questions about offers & booking

You create offers and counteroffers in a few seconds and provide them to the exhibitor directly in the portal or send them via an encrypted link.

Optionally, yes. As soon as a space is planned, or an already planned space is assigned, the exhibitor sees their position on the floor plan directly in the offer.

Yes. Booking forms do not have to be publicly accessible. You can put a freely configurable contact form in front of them, or a login through which exhibitors are approved before they can book.

Yes. Organizers add their own legal checkboxes whose text links to their own terms, optionally with a must-read function: a pop-up appears that the exhibitor has to scroll through completely before they can accept the terms.

As a rule, the exhibitor submits a contract offer to the organizer, who accepts or rejects it. Depending on the organizer's terms and conditions of participation, the booking is then binding for the exhibitor.

Contacts and deals sync both ways with your existing CRM. No duplicate data entry, no separate sources of truth.

Invoices, partial invoices and outstanding amounts are tracked per deal and connected to your accounting. You always see what revenue sits in the pipeline.

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Book a no-obligation intro call

In a short intro call you'll receive trial access and can walk through a process live using one of your own events, with no commitment.

Scheduling via Cal.com

We use the external service Cal.com (a US-based provider) for online scheduling. A connection to Cal.com's servers, transmitting your IP address among other data, is only established once you activate it. For details, see our privacy policy.