Exhibitor management

One system for the entire lifecycle

Exhibitor management covers every step between trade show organizer and exhibitor: acquisition, offer and booking, show preparation with tasks and certificates, and rebooking for the following year. Exhibitor management software brings these steps together in one system instead of spreading them across emails, spreadsheets and single-purpose tools. Fairoo covers this cycle: CRM, booking and offer flow, exhibitor portal and rebooking, connected through one central deal.

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One system for the entire lifecycle

Trusted by Industry Leaders

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

Acquisition: contacts, leads and deals in pipelines

You manage companies and people as contacts, plus leads and deals in pipelines with freely definable stages, for example per event or sales process. Notes, activities and emails from templates live directly on the record, and automations take over the routine work. Your existing CRM stays the leading system: contacts and deals sync in both directions.

  • Companies and people as contacts
  • Pipelines with freely definable stages
  • Automations for emails, tasks and tags
  • Two-way sync with your existing CRM
Explore the CRM module
Acquisition: contacts, leads and deals in pipelines
Booking: from offer to digital signature

Booking: from offer to digital signature

Exhibitors book their booth space themselves through your booking form, including products, data fields and a digital signature. Send offers with a concrete booth position in minutes. After the first call, send pre-filled booking forms or one-page offers. You see at any time when an offer was opened and when it was submitted, and track every deal to a confirmed booking.

  • Freely configurable booking forms
  • Booth position in the floor plan right in the offer
  • Pre-filled forms and one-page offers
  • Opens and submissions tracked automatically
Explore the booking & offer flow

Preparation: exhibitor portal with tasks and approvals

With the booking confirmation, the exhibitor portal opens: a dashboard with booth spaces, news and open tasks including overall progress. Tasks have deadlines and, if you want, an approval process handled by your team or external service providers, for example for fire safety certificates. Reminders before and after the deadline run automatically, and exhibitors book add-on services in the shop on their own.

  • Dashboard with tasks, deadlines and progress
  • Approval processes for data and certificates
  • Automatic reminders before and after the deadline
  • Shops for marketing, booth construction and more
Explore the exhibitor portal
Preparation: exhibitor portal with tasks and approvals
Rebooking: next year's space secured at the live show

Rebooking: next year's space secured at the live show

During or after the show, exhibitors reserve their space for next year, at the booth or in the portal, with pre-filled data. You duplicate the floor plan for the new event: with the rebooking module, available areas are pre-reserved for the previous year's returning exhibitors, and prices can be adjusted automatically to the new per-square-meter pricing. Rebooking offers go out directly from the system.

  • Rebooking at the booth or in the portal
  • Take over data from previous bookings
  • Duplicate the floor plan, pre-reserve areas for returning exhibitors
  • Prices can be adjusted automatically
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Everything exhibitor management needs

From the first inquiry to rebooking

Tasks with approval process

Review submissions, approve them or reject them with a comment, by your team or external service providers.

Automatic reminders

Responsible people receive automatic reminders by email before and after the deadline.

Progress per exhibitor

Open, in progress, done: you see at any time how far along each exhibitor is.

Booth position in the offer

Once an area is planned or assigned, exhibitors see their position in the floor plan right in the offer.

Digital signature

Booking requests are signed digitally, with signature data and the full history on the deal.

CRM integration

Contacts and deals sync in both directions with your existing CRM.

One system instead of system gaps

Acquisition, booking, preparation and rebooking run on one platform. You start with one module and add more as soon as you need them.

Fewer questions

Tasks, bookings, shops and technical information are in one place. Exhibitors find answers themselves before they ask your team.

Full transparency in sales

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

Rebooking at the live show

Exhibitors reserve their space for next year at the booth or in the portal, with pre-filled data.

FAQ

Frequently asked questions about exhibitor management

That depends on which steps the software needs to cover. Exhibitor management software should cover the entire lifecycle: acquisition, offer and booking, show preparation and rebooking. Fairoo is the modular end-to-end operating system for the exhibitor business of trade shows and covers every step between organizer and exhibitor, from trade fairs with 150 exhibitors to events with well over 1,000 exhibitors. Since launching in September 2025, 26 trade shows run on the platform with 22 million euros in processed booking volume, and existing CRM, ERP and accounting systems stay in place and are kept in sync.

A generic CRM manages contacts, leads and deals. The exhibitor business adds show-specific objects: booth spaces with a position in the floor plan, booking forms with products and a digital signature, tasks with deadlines and approval processes, and shops for add-on services. Fairoo combines both: a lean CRM is built in, your existing CRM stays the leading system, and contacts and deals sync in both directions.

Four phases around one central deal: acquisition and booking with a digital signature, portal and shop for tasks, certificates and add-on services, the event itself with an up-to-date floor plan and short-notice rebookings, and rebooking at the live show. The phases are fixed, the order follows your process.

Every task has a deadline and a visible status: open, in progress, done. Reminders before and after the deadline run automatically. The dashboard also shows open and won deals, offers sent and hall utilization.

Yes. In the exhibitor portal, exhibitors configure their booth, book add-on services in the shop and upload certificates. Access works via a one-time code, no password.

During or after the show, exhibitors reserve their space for next year, at the booth or in the portal, with pre-filled data. The floor plan can be duplicated for the new event: with the rebooking module, available areas are pre-reserved for the previous year's returning exhibitors, and prices can be adjusted automatically to the new per-square-meter pricing.

Demo

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.