# Exhibitor registration form field map

Use this as a draft intake specification. Decide which fields belong in your event's form, who reviews them, and what is a request rather than an approved service. Do not treat this worksheet as a contract or venue approval.

| Group / suggested field | Why collect it? | Required at first submission? | Who reviews it? | Status shown to exhibitor | Change route |
|---|---|---|---|---|---|
| Company name and public display name | Identify the business and listing | [decide] | Commercial / editorial | [received / approved] | [owner] |
| Decision contact and day-of contact | Route decisions and setup questions | [decide] | Exhibitor manager | [received] | [owner] |
| Booth type, size and preferred location | Plan floor allocation | [decide] | Floor planner | Request until allocated | [owner] |
| Activities or products relevant to placement | Review fit and neighboring needs | [decide] | Event / venue | Under review | [owner] |
| Load-in and load-out window | Coordinate access | [decide] | Operations | Request until scheduled | [owner] |
| Power, network, equipment and access needs | Send to service owners | [decide] | Production / venue | Request / quoted / approved | [owner] |
| Staff badge count and names | Arrange individual entry rights | [decide timing] | Registration | Request / issued | [owner] |
| Public listing copy or logo | Publish only after review | [decide] | Editorial | Draft / approved | [owner] |

## Confirmation wording to adapt

“We received your exhibitor information for [event]. Your requested booth and services are [pending review / confirmed as specified]. [Named team] will update you by [date and time zone]. Use [contact route] to correct a detail. Staff passes are [requested / issued] separately.”

## Preview before launch

- [ ] The form explains whether submission applies, requests or confirms a place.
- [ ] Each field has a visible label, clear required status and usable keyboard path.
- [ ] Missing or invalid answers produce specific, findable error messages.
- [ ] Booth, utility and staff-pass changes reach the correct owners.
- [ ] A sample confirmation distinguishes pending requests from approved allocations.