Let Vendors Pick Their Own Booth: Interactive Floor Maps for Your Expo

You know the email thread. It’s the one titled “Booth Assignments (FINAL) (v4) (REALLY FINAL),” where the coffee roaster wants the corner by the entrance, the candle maker swears she was promised booth 12, and two vendors just realized they were both told they had booth 7. That whole mess is exactly what vendor expo booth selection exists to end — let exhibitors claim their own spots and the fighting stops.

Here’s the fix: let your exhibitors pick their own booth. With EventPassHero’s vendor expo booth selection, your vendors see a live map of your floor and claim the exact spot they want at checkout — the same interactive map our organizers use for seats, applied to booths. No back-and-forth, no double-booking, no paper map on the office wall.

This is the interactive map in action. It maps seats here — but the same tool maps expo booths, so vendors self-select their spot the exact same way.

Vendor expo booth selection, on a map your exhibitors can actually pick from

It’s the same interactive seating map you’d use for a gala — the layout is just a general grid of selectable spots, so instead of tables and rows, you draw your booths. Lay out your aisles, number your booths, and mark the corners and anchors. If you can sketch your floor plan, you can build it in EventPassHero.

That map isn’t only for you. Vendors see it when they buy and click the exact spot they want. They can see what’s open, what’s taken, and precisely where they’ll be standing all weekend — before they pay. It’s the confidence of picking your own seat at a concert, applied to your expo floor.

An interactive expo floor map for vendor expo booth selection, showing numbered booths as selectable spots with a few marked taken in gray and one premium corner booth highlighted in red. — Numbered booths as tappable spots — vendors grab the one they want, taken booths lock, and premium corners can carry their own price.

The best booth map is the one you never have to referee — because your vendors claimed their own spots, one click at a time.

Price the prime real estate like prime real estate

Not every booth is worth the same, and your pricing can say so. Because each spot lives on the map, you can make your corner, entrance, and anchor booths their own ticket types at a higher price and leave the interior booths at standard. Vendors who want the high-traffic corner by the door pay for the visibility; everyone else picks from the open floor.

You stay in control

Let vendors self-select most of the floor, price the premium corners higher as their own ticket type, and auto-assign the sponsor row exactly where you want it — all in the same event. Each ticket type follows its own rule.

Vendor self-selection Premium corners priced higher Anchor booths as ticket types Sponsor row auto-assigned

Capture every exhibitor detail right at checkout

Picking a booth is only half of what you need from a vendor; the other half is the logistics — and you collect it the moment they buy, with custom checkout fields. Add the questions you ask on every application, and mark the important ones required so nobody slips through with a blank company name.

Company / business name — required, so your directory and signage build themselves.
Product category — food, apparel, crafts, services — to balance your floor and avoid five candle vendors in a row.
Power & table needs — do they need an outlet, a 6-foot table, extra chairs?
Website or social handle — for your event program and promo shout-outs.

No separate registration form, no follow-up survey. The booth and the details come in together, on one screen, the moment a vendor commits.

A branded floor that shows off your exhibitors and sponsors

Your expo deserves a page that looks like your event, not a ticketing vendor’s. Upload your logo, set your colors, drop in a hero banner, and add a photo gallery from last year’s floor. Then put your sponsor and exhibitor logos right on the event page, where every attendee and prospective vendor sees them — a real deliverable you can promise when you sell a sponsorship or premium booth, and the kind of visibility that gets exhibitors to re-up next year.

A busy trade-show expo hall with rows of vendor booths and a diverse crowd of attendees, the kind of floor powered by EventPassHero vendor expo booth selection. — A packed floor runs smoother when every vendor picked their own booth and every detail came in at checkout.

Check-in and reach everyone by QR, email, and SMS

On event day, both sides scan in fast. Exhibitors and attendees get QR tickets, and your check-in staff scan them at the door with the organizer app — no clipboard, no name-hunting. (Plan a phone hotspot as backup, since check-in needs a live connection.)

Before doors open, reach your whole exhibitor list without leaving the platform. Built-in email and SMS — with audience segmentation — let you send load-in instructions to vendors, a “doors open Saturday” blast to attendees, and booth-number reminders to everyone who bought a spot.

Attendees and exhibitors, separately

Sell general attendee admission as its own ticket type — free or paid — right alongside your booths. Vendors buy booths; the public buys entry; everyone gets a QR ticket. Two audiences, one event, zero spreadsheets.

Get paid in 2–3 days, not after the show

Booth fees are real money, and you shouldn’t have to wait for the show to end to see them. Payouts land in your bank in 2–3 business days via Stripe — no event-end hold, no minimum, no payout request to file. As vendors buy booths in the weeks before your expo, the money flows on a rolling basis, so you can pay for signage and rentals before load-in.

The platform fee is a flat 2.75% + $1.49 per ticket (Stripe’s own 2.9% + $0.30 is separate, no markup). No monthly fee, no contract, no setup cost.

Common questions

Is booth selection a separate floor-plan product?

No. Vendor expo booth selection is powered by EventPassHero’s existing interactive seating map. The map is a general grid of selectable spots, so it represents expo booths just as easily as seats or tables — you draw booths, number them, and vendors self-select. Nothing extra to buy.

Can I charge more for premium or corner booths?

Yes. Because each spot lives on the map, you can make your corner, entrance, and anchor booths their own higher-priced ticket types while standard interior booths stay at your base price. Vendors pay for the high-traffic real estate they choose.

How do I collect company names and vendor requirements?

Use custom checkout fields. Add questions like company name, product category, and power or table needs directly to checkout, and mark the essential ones required. Everything comes in with the booth purchase — no separate registration form or follow-up survey needed.

Can I sell attendee tickets and vendor booths at the same event?

Yes. Create general attendee admission as its own ticket type — free or paid — alongside your booth ticket types. Vendors buy booths, the public buys entry, and both get QR tickets to scan at the door.

How fast do I get the booth fees?

Payouts arrive in 2–3 business days via Stripe Connect, on a rolling basis as booths sell — no event-end hold, no minimum, and no payout request to submit. That means cash for rentals and signage before load-in.

The bottom line

Vendor expo booth selection turns your messiest planning thread into a self-serve floor plan. Map your booths on the interactive seating map, price the corners like corners, capture every exhibitor detail at checkout, and let vendors claim their own spots. You get a clean, double-booking-proof floor — and your booth fees in the bank days after they sell.

Ready to let vendors pick their own booth? Create your event and map your expo floor, or book a quick demo and we’ll lay out your booths with you.

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