Custom stand rental software for trade show floors
Appfront builds software for trade fair organisers who rent out exhibition stands. The show floor is held in the software as a floor plan, with each stand's size, location and status: available, on option or sold. An exhibitor selects a stand, receives a contract at the correct price, orders extras such as power, furniture and catering, and submits their details through a dedicated portal. This way the organiser can see at any moment how the floor looks.
What is stand rental software for the trade fair floor?
A trade fair sells space. The exhibition floor is divided into stands of different sizes and locations, and each stand is sold to an exhibitor. A corner stand or one near the entrance is worth more. Exhibitors often take options, want extras such as power and furniture, and must supply details for the catalogue and badges. Only once all of this is correct can the build-up begin.
In practice, the floor exists as a drawing in a PDF, and the status of each stand lives in a spreadsheet maintained by the sales team. Two salespeople offer the same stand. An option expires, but the stand remains marked as taken on the drawing. Extras are ordered by email and added to the invoice by hand. And the build-up crew receives a list that does not match what has actually been sold.
We build custom solutions because every fair is different: how many halls and stands there are, how pricing is structured, which extras you offer, how options work, and which CRM and accounting software you use. The floor plan can be based on your existing drawing and adjusted for each edition.
The floor at a glance
Stands on the floor plan with size, location and status, for sales and organisation alike.
Contract and extras
A contract at the correct price for each exhibitor, with extras that flow automatically onto the invoice.
For exhibitors themselves
Exhibitors submit their details, order extras and view their stand through a portal.
How we build your stand rental software for the trade fair floor
We start with your fair: how many halls and stands there are, how pricing is structured, which extras you offer, and how sales currently work.
Your halls, stands, pricing structure, extras, options and systems.
The floor as a floor plan with stands and status for each edition.
Options, contracts, extras and invoices for each exhibitor.
Exhibitor portal, overview for the build-up crew, and the next edition.
What booth rental software for the trade show floor actually does
The components below come up on almost every trade show. Which ones you need depends on your event.
Floor plan
Halls and booths by size and location.
Status
Available, on option or sold, per booth.
Price
Price per square metre with surcharges.
Contracts
Contract and invoice per exhibitor.
Extras
Power, water, furniture and catering per booth.
Portal
Details, catalogue and badges supplied by the exhibitor.
Who we build booth rental software for on the trade show floor
The software is intended for organisers who sell booths.
Trade show organisers
Multiple shows per year. The floor at a glance is the core.
Venues with their own halls
Your own halls and fairs. The floor plan per edition matters most.
Industry trade fairs
One trade fair per year. The exhibitor portal is what's needed.
Markets and festivals
Many small pitches. The status per spot is the core.
Test your idea first: a working prototype in 1 day
With OneDayBuild, we turn your idea into something tangible in one day for €1,150, so you can see whether further development is worth the investment. Decide to go ahead with the full build? Then we credit the full cost.
Explore OneDayBuild →Technology and integrations
This page is about selling stand space at trade fairs. For markets, see our page on stand administration for markets; for floor plans, see our page on floor plan software; and for visitors and badges, see our page on badge registration. You can read about how we work on custom software development.
Why choose Appfront for your booth rental software on the trade show floor?
A booth promised to two exhibitors is a problem on build-up day. That's what we build around: the floor at a glance, contracts and extras that add up, and exhibitors who handle things themselves.
No double selling
Each booth has one status, for all sellers.
Extras on the invoice
What the exhibitor orders is invoiced.
Build-up adds up
The build-up list follows from what has been sold.
Security and privacy in booth rental software on the trade show floor
The software holds data on exhibitors, contracts and prices. Access is set up by role, and an exhibitor only sees their own booth, their own contract and their own orders.
The software runs in a European data centre, with encrypted storage and daily back-ups.
Frequently asked questions about booth rental software on the trade show floor
Questions that trade show organisers ask before getting started.
It displays the floor as a floor plan with the status of each booth, calculates the price including surcharges, manages options and contracts, processes extras such as power and furniture, and gives exhibitors a portal for their details and orders.
Yes. The floor plan is built from your existing drawing, with booths as areas that have a size, location and status. For each edition you can merge or split booths, and the layout of previous editions is retained.
A booth can be placed on option, with an expiry date. If the option lapses without a contract, the booth becomes available again, and the seller receives a warning in advance. This way a booth isn't tied up unnecessarily.
Yes, in the exhibitor portal. Power, water, furniture, catering or badges are ordered per booth, and automatically appear on the invoice and on the build-up list.
Yes. Exhibitors enter their details for the catalogue, the website and the badges in the portal. The organisation can see who still needs to supply something.
Yes, provided they have an interface. Exhibitors come from the CRM, and contracts and invoices go to accounting.
Check that first. Some event platforms offer stand sales, and that is enough for a simple floor plan. Custom software makes sense with many halls and stands, your own pricing structure, lots of extras or multiple trade shows a year.
The trade floor at a glance, without double bookings?
Tell us how many halls and stands your fair has, how the pricing is structured and how you sell today. We'll show you what the floor plan, contracts and portal look like.