Every exhibitor gets their booking form, with the event terms they accepted
As soon as an exhibitor sends their request, their booking form goes out by email, with their booths, their options line by line, VAT, the total and your payment instructions, and you no longer redo a form in Word for each exhibitor. If you have written event terms, they are attached, accepted in the exhibitor’s name and dated. The booking form is included in all three plans, from €15 excl. VAT a month, billed annually.
What the booking form contains
Everything the exhibitor ordered is on it, you have nothing to retype.
You enter your prices excluding VAT, and the form applies the event’s VAT, or the mention “TVA non applicable” if your organization is not VAT-registered. A form, once issued, stays as it is, and options added later get their own supplement order form.
Your event terms, accepted before every request
For each event, you write your terms, setup hours, payment deadline, cancellation rules. Without terms, the exhibitor only accepts your terms of sale.
At the last step of their online booking, the exhibitor checks the box “I accept the general terms of sale and the event rules”.
The terms fill in with the exhibitor’s name, their company, their booth and the dates, and each exhibitor reads their own.
Options added later, with their supplement order form
When an exhibitor asks you for one more option from your option catalog, you add it to their confirmed booking with a supplement. They receive their supplement order form by email, the original booking does not change, and payment tracking adds both together.
Your invoices and credit notes, uploaded to the booking
You issue your invoices with your usual tool, then upload them to the confirmed booking, as a PDF.
Questions about booking forms and event terms
Is the booking form an invoice?
No, and the form says so itself. You issue your invoices with your usual tool, then upload them to the booking.
What does “TVA non applicable” mean on the form?
That your organization is declared as not VAT-registered, like many nonprofits. Booth and option prices are then shown without VAT, with nothing to enter in the event’s detail view.
Can an exhibitor book without accepting my event terms?
No, their request does not go out without their agreement.
Where does the exhibitor find their booking form?
In the email they receive when they send their request, and in their exhibitor area, under “My bookings”.
Included in the plans
The booking form, terms accepted online, event-level VAT and invoice uploads are included in all three plans. The three plans are compared on the pricing page.
What is Keyqo?
Keyqo is software for events with exhibitors, from trade shows and professional events to Christmas markets. You draw the floor plan of your hall, your exhibitors book their booth and their options online, and you track requests, documents and payments all the way to event day. From €15 excl. VAT a month, billed annually, and your exhibitors pay you directly, with no commission.
A booking form goes out with every request, without you writing it
If you have a question before you subscribe, write to us, we reply within 24 to 48 business hours.