Template · free
Exhibitor onboarding pack
The pack an exhibition organiser sends each exhibitor: twenty-six items across account setup, stall profile, lead capture, booth logistics and post-show reports, with deadlines and who supplies what. It replaces three email threads per stall with one sheet.
Everything below is free to read and copy. A person from our team emails you the editable working file (CSV, opens in Excel or Google Sheets) within one working day.
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Who it is for
- Exhibition organisers onboarding dozens of stalls to an app
- Event agencies running a trade show or community expo
- Exhibitor liaison teams who chase assets and logins
How to use it
- Duplicate the sheet once per exhibitor and fill the Due date column from your show calendar.
- Send the pack with login details so exhibitors see the full list on day one.
- Track Received or Pending in a master copy and chase only the Pending items weekly.
- Hold a twenty-minute call before the show to rehearse scanning with the exhibitor team.
The contents
| Item | Owner | Due | Format or note |
|---|---|---|---|
| Confirm stall number and size | Organiser | T-45 days | From floor plan |
| Name two exhibitor contacts | Exhibitor | T-40 days | Name, phone, email |
| Create exhibitor logins | Organiser | T-35 days | Sent on WhatsApp |
| Accept exhibitor terms and data rules | Exhibitor | T-35 days | Tick in the portal |
| Upload company logo | Exhibitor | T-30 days | PNG, square, 512 pixels |
| Write the stall description | Exhibitor | T-30 days | Up to 60 words |
| Add product or service list | Exhibitor | T-28 days | Up to 8 items |
| Upload brochure or catalogue | Exhibitor | T-28 days | PDF under 10 MB |
| Add a promo offer for visitors | Exhibitor | T-25 days | One line and an expiry |
| List team members who will scan | Exhibitor | T-21 days | Names and phone numbers |
| Assign scanner access to team | Organiser | T-20 days | Staff role per person |
| Choose lead fields to capture | Exhibitor | T-20 days | Name, phone, interest, note |
| Add qualifying questions | Exhibitor | T-18 days | Up to 3 questions |
| Review stall page preview | Exhibitor | T-15 days | Approve or request edits |
| Approve stall pages | Organiser | T-12 days | Check logo, copy, links |
| Share power, internet and furniture needs | Exhibitor | T-30 days | Per venue form |
| Confirm set-up slot and gate pass | Organiser | T-10 days | Time and vehicle |
| Test scanning rehearsal call | Both | T-7 days | 20 minutes |
| Send show-day plan and contact numbers | Organiser | T-3 days | One page |
| Charge devices and carry power bank | Exhibitor | Show day | Checklist |
| Scan visitors at the stall | Exhibitor | Show days | With consent |
| Add a note after each important conversation | Exhibitor | Show days | In the lead record |
| Close show and export leads | Exhibitor | T+1 day | Download the file |
| Share feedback on the show | Exhibitor | T+3 days | Short form |
| Receive show report for the stall | Organiser | T+7 days | Scans, leads, visits |
| Confirm renewal interest | Exhibitor | T+14 days | Reply to organiser |
Where it has been used
Based on how exhibitor stalls were onboarded for a community meet-up where stall pages and visitor scans were part of the app.
Questions people ask
What is the single most-missed item?
Logo and stall description in the right size. Ask for them first, state the file type and pixel size, and publish a sample stall page so exhibitors see what they are supplying for.
Do exhibitors need training on lead capture?
Yes, briefly. Rehearse a scan, show where the notes field is, and explain that visitors consent when they share details. Ten minutes on the call prevents a day of missing leads.
When should exhibitors receive their lead data?
Within a few days of closing, as an export owned by each exhibitor. Say the date in the pack so teams plan their follow-up, and mention that only consented leads are included.
Want this running inside your event app?
Sociana turns lists like this into live screens, requests and reminders for your guests and your desk. A 20-minute walkthrough shows how.