Event Planning Guides & Templates
Practical guides for trade show, conference and expo organizers: planning timelines, booth sizes, sponsorship tiers, speaker paperwork, registration forms and more. Each one is free to read and copy.
Planning a Trade Show
What Is a Trade Show? A Guide for Organizers
Learn what a trade show is, who exhibits and attends, how it differs from an expo or conference, and how organizers fund and run one from launch to close.
How to Plan a Trade Show: A Step-by-Step Organizer Plan
Plan a trade show step by step: audience, budget, venue, floor plan, booth sales and a dated timeline from 18 months out to post-show follow-up.
How to Get Exhibitors for a Trade Show
Find, sell and rebook exhibitors: prospect lists, a prospectus that proves your audience, early-bird pricing, live floor plans and onsite rebooking.
Trade Show Booth Sizes: What to Offer and What Fits
Compare common trade show booth sizes, from 10x10 to 20x20 and up, with metric equivalents, what fits in each, and how organizers grid and price the hall.
Trade Show Booth Types: Inline, Corner, Peninsula and Island
Compare inline, corner, end-cap, peninsula and island booths: open sides, typical sizes, height rules, and how to price and place each type on your floor.
Trade Show Logistics: Shipping, Drayage and Move-In Explained
Plan trade show logistics without surprises: advance warehouse vs direct shipping, how drayage is charged, labels, move-in targets, outbound freight and a timeline.
Exhibitor Prospectus Template: What to Include and How to Write It
Write an exhibitor prospectus that sells booths: audience data, floor plan, booth packages and prices, deadlines, terms and add-ons, with a copy-ready template.
Invitation to Exhibit Letter: 6 Templates for Trade Shows and Expos
Six invitation to exhibit letter templates for trade shows and expos: new prospects, past exhibitors, members, startup pavilions, international and last booths.
Exhibitor Agreement Template: Booth Space Contract for Trade Shows and Expos
A copy-ready exhibitor agreement template for trade shows and expos: booth assignment, relocation, fees, cancellation, insurance, subletting, liability and move-in.
Trade Show Booth Numbering: Systems, Conventions and a Worked Example
Trade show booth numbering explained: aisle-based hundreds, odd and even sides, hall prefixes, islands and gaps, with a worked example and renumbering rules.
Trade Show Aisle Width: Typical Minimums, Fire Marshal Approval and the Booth Count Trade-Off
Trade show aisle width: why 10 ft is the common US minimum, when 8 ft or 20 ft applies, fire marshal approval, ADA, and how aisle width changes booth count.
Trade Show Booth Assignment: Priority Points, Selection Order and a Policy Template
How trade show booth assignment works: first come, priority points, space draws, rebooking and competitor rules, with a copy-ready priority points policy.
Exhibitor Move-In Schedule: Move-In and Move-Out Template, Targeted Windows and Common Problems
A copy-ready exhibitor move-in and move-out schedule template: targeted windows by booth size, marshalling yard, empty crates, show-ready and dismantle rules.
Exhibiting at a Trade Show
How to Exhibit at a Trade Show: A First-Timer's Guide
Exhibiting at your first trade show? Choose the right show, book a booth, finish portal tasks and insurance, order services, and follow a timeline to follow-up.
Trade Show Objectives: How to Set Goals You Can Measure
Set trade show objectives you can measure: SMART goals by type, the metrics to track, a worked ROI example and a worksheet to brief your booth team.
Trade Show Marketing: A Pre-Show, At-Show and Post-Show Plan
Build a trade show marketing plan that fills your booth: exhibitor profile, meeting booking, pre-show email, at-show ideas, follow-up and an outreach template.
Trade Show Booth Design: How to Plan a Booth That Works
Plan a trade show booth design that works: goals, sightlines, attract, engage and convert zones, booth graphics, lighting, accessibility and a design brief.
Trade Show Signage: Booth Signs, Banners and Hanging Signs
Plan trade show signage that reads from the aisle: booth sign types, hierarchy, banner sizes, hanging sign rules, a file prep checklist and an order table.
Trade Show Giveaways: How to Choose Items That Earn Leads
Choose trade show giveaways that earn qualified leads: how to pick promotional items, tier them, plan quantities and shipping, and stay within show rules.
Trade Show Staffing: Roles, Schedules and Booth Staff Training
Plan trade show staffing that works: how many people per booth, roles, shift schedules, booth staff training, etiquette and a briefing template for your team.
How to Choose a Trade Show: Criteria, Questions and a Scorecard
How to choose a trade show worth exhibiting at: selection criteria, attendee data, questions to ask the organizer, cost per qualified lead and a weighted scorecard.
Exhibitor Checklist: What to Do Before, During and After a Trade Show
A phased exhibitor checklist from booking to post-show follow-up: deadlines, booth, services, shipping, staff, marketing and onsite tasks, plus a template.
Trade Show Budget: Booth Costs, Breakdown and a Template
Build a trade show budget that covers every cost: booth space, exhibit, shipping, drayage, services, travel, promotion and staff, with typical shares and a template.
Trade Show ROI: How to Calculate It, With a Worked Example
Calculate trade show ROI with the formula, every cost input, revenue attribution, cost per lead and a worked example, plus a report template and ROI calculators.
Lead Qualification Questions for the Trade Show Booth
Lead qualification questions for trade show booths: what to ask about need, role, timeline and budget, what to avoid, a scoring rubric and how to record answers.
Event Lead Management: From Badge Scan to Closed Deal
Run event lead management that turns scans into pipeline: capture, qualify, route, follow up and measure, with CRM export, data ownership and speed-to-lead tips.
Trade Show Follow Up Email: Timing, Segments and 6 Templates
Write trade show follow up emails that get replies: when to send, how to segment hot, warm and cold leads, subject lines and six copy-ready templates for exhibitors.
Booth Builds & Displays
10x10 Trade Show Booth: Layout Ideas for an Inline Booth
10x10 trade show booth layout ideas: what fits, back wall, counter and kiosk setups, sightlines, traffic flow, storage, lighting and power for an inline booth.
10x20 Trade Show Booth: Layouts That Use the Extra Width
Plan a 10x20 trade show booth: layouts that use the extra width, demo, meeting and storage zones, when to upgrade from a 10x10, and what changes in the budget.
Island Booth: Design, Rules and Placement on the Show Floor
What an island booth is, typical sizes, height, rigging and hanging sign rules, design and staffing for four open sides, and how organizers price and place islands.
Pipe and Drape: Heights, Fabrics and How Trade Show Booths Use It
Pipe and drape explained: parts, standard booth heights, drape fabrics and colors, backdrops and room dividers, and what organizers include in the booth package.
Trade Show Booth Rental: Packages, Costs and Questions to Ask
Trade show booth rental explained: renting vs buying an exhibit, what rental packages include, cost drivers, questions to ask and a rental quote request template.
Table Top Display: Formats, Sizing and Setup for Tabletop Shows
Choose a table top display for tabletop shows, career fairs and vendor tables: pop-up, tension fabric and banner formats, 6 ft and 8 ft sizing, packing and setup.
Trade Show Flooring: How to Choose Booth Carpet, Tiles and Padding
Choose trade show flooring for your booth: carpet, padding, interlocking tiles or raised floors, show rules, renting vs buying, and what weight does to drayage.
Trade Show Banners: Types, Sizes and How to Design One
Choose the right trade show banner: retractable, hanging, table, tension fabric and step-and-repeat banners, common sizes, materials, design rules and show limits.
Trade Show Booth Lighting: Types, Power and Safety Rules
Light a trade show booth well: arm lights, spotlights, backlit graphics and LED options, ordering power from the show's electrical contractor, and safety rules.
Trade Show Booth Graphics: Hierarchy, Materials and File Prep
Plan trade show booth graphics that read from the aisle: graphic hierarchy, fabric vs rigid materials, sightlines, file prep basics and a printing timeline.
Trade Show Booth Games: Ideas That Draw Visitors and Qualify Leads
Trade show booth games that draw visitors and qualify leads: prize wheels, trivia, plinko, skill challenges and scavenger hunts, with prize and legal notes.
Speakers & Program
How to Run a Call for Speakers (With Template)
Plan a call for speakers that draws strong proposals: timeline, form fields, a review rubric and a copy-ready announcement template you can adapt today.
How to Find Speakers for an Event: Sources, Fees and Outreach
Find the right speakers for every slot: where to look, keynote vs session speakers, how speaker fees are structured, and a copy-ready outreach email.
Speaker Agreement Template and What It Should Cover
Protect your event and your speakers with a clear agreement: what to cover, a copy-ready speaker agreement template, and how to track signatures.
Speaker Bio Template: Short, Medium and Long Versions
Get consistent speaker bios every time: short, medium and long speaker bio templates, fictional examples, headshot guidance and a collection process.
Speaker Introduction Script: Templates for Keynotes, Panels and Emcees
Write a speaker introduction in under a minute with templates for keynotes, panels, emcee opening and closing scripts, and housekeeping announcements.
Panel Moderator Guide: Prep, Questions and Time Management
Moderate a panel that stays on topic and on time: prep timeline, pre-call agenda, a bank of panel discussion questions and a moderator brief template.
Conference Agenda Template: One-Day & Multi-Day
Plan your program with free one-day and multi-day conference agenda templates, session lengths, timing rules and tips for publishing the agenda.
Breakout Sessions: How to Plan Formats, Rooms and Tracks
Plan breakout sessions attendees can actually get to: formats, how many to run in parallel, room capacity, tracks, wayfinding and session feedback.
Poster Session Guide: Logistics, Layout and Judging
Plan a poster session that runs to schedule: poster specs, board layout, presenter times, judging rubric and digital access, from abstract to award.
Conference Planning Checklist: From 12 Months Out to Wrap-Up
Plan your conference phase by phase. Use our checklist from 12+ months out to post-event, with tasks for venue, program, sponsors, registration and onsite.
Run of Show Template for Events
Run every session on time. Copy our run of show template, see a worked example, and learn how to manage last-minute changes and show-day communication.
Conference Abstract Template: How to Write and Review Abstracts
How to write a conference abstract: structure, word counts, copy-ready research and case-study templates, plus call for abstracts fields and review criteria.
Welcome Speech for an Event: Structure, Templates and Emcee Script
Write a welcome speech for an event: structure, timing and copy-ready templates for conference, trade show, gala and corporate openings, plus emcee transitions.
Annual Meeting Agenda: Order of Business and a Copy-Ready Template
Plan an annual meeting agenda: the standard order of business, quorum, minutes, reports and elections, with a copy-ready template for associations and nonprofits.
How to Plan a User Conference: Goals, Content, Expo and Timeline
Plan a user conference that drives retention and pipeline: goals and metrics, audience, content tracks, partner expo, budget and a 12-month timeline.
Conference Networking Tips for Attendees and Organizers
Conference networking tips for before, during and after the event, plus how organizers can design networking into the program with breaks, formats and an app.
Speaker Invitation Letter: 7 Templates for Keynotes, Panelists and Guest Speakers
Copy-ready speaker invitation letters for keynotes, panelists, guest and unpaid speakers, plus follow-up and confirmation emails and what to include.
Speaker Release Form: Recording, Livestream and Media Release Template
A copy-ready speaker release form for recordings, livestreams, slides and name and likeness, plus what to include, panel tips and revocation.
Emcee Script: Full Templates for Conferences, Galas and Corporate Events
Copy-ready emcee scripts for a conference, a gala or awards dinner and a corporate event, with timings, cue format and lines for when things go wrong.
Closing Remarks Speech: Structure and 5 Examples for Any Event
Write a closing remarks speech with a simple structure and 5 examples to copy: conference, nonprofit gala, corporate, community and a 60-second close.
Sponsorship & Revenue
Event Sponsorship Levels: How to Structure Tiers and Benefits
Structure sponsorship levels sponsors understand: tier names, benefits by level, an example tier ladder, and how to avoid overselling exclusive items.
How to Get Sponsors for an Event: A Practical Sales Process
Learn how to get sponsors for an event: build a prospect list, send outreach that gets replies, close the deal, deliver benefits and win renewals.
Sponsorship Prospectus Template for Exhibitors and Sponsors
Sell more booths and sponsorships with a clear prospectus: a section-by-section template, audience data to include, and how to keep inventory current.
Sponsorship Letter Template: Request, Follow-Up and Thank You Letters
Get more sponsor replies with a clear, personal sponsorship letter. Copy-ready request, follow-up and sponsor thank you letter templates, plus mistakes to avoid.
Sponsorship Agreement Template and the Clauses It Needs
Avoid sponsor disputes with a clear agreement: the clauses to include, a benefits and deliverables schedule, and a copy-ready sponsorship agreement template.
Early Bird Registration: How to Set Pricing, Deadlines and Tiers
Set early bird pricing that fills your event sooner. Learn how to size the discount, pick a deadline and tier rates for tickets and booths, with a worked example.
In-Kind Sponsorship: Examples, Valuation and How to Manage It
What in-kind sponsorship is, examples by event type, how to value it at fair market value, what to put in the contract and how to mix cash and in-kind sponsor tiers.
Sponsor Thank You Letter: What to Include, With 4 Templates
Write a sponsor thank you letter that leads to renewal: timing, results and photos to include, and four copy-ready templates for cash, in-kind and renewing sponsors.
Sponsor Email Templates: 10 Emails From First Pitch to Renewal
Ten sponsor email templates beyond the first letter: cold outreach, follow-ups, a break-up email, asset and logo deadlines, onsite logistics, results and renewal.
Sponsorship Recap Report: Template, Fulfillment Checklist and What to Measure
A sponsorship recap report template: fulfillment checklist, metrics you can honestly measure, photos, leads, audience, feedback and a renewal offer.
Marketing & Registration
Event Marketing Plan: Template, Timeline and Promotion Ideas
Fill the room and the exhibit floor. Use our one-page event marketing plan template, timeline and promotion ideas built for conferences and trade shows.
Event Proposal Template: What to Include and How to Win Approval
Win approval for your next event with a clear proposal: what to include, the budget summary, timeline and success measures, plus a copy-ready template.
Event Press Release Template for Announcements, Speakers and Results
Get your event covered with clear, newsworthy releases: copy-ready event press release templates for announcements, keynotes, sponsors and results.
Event Invitation Email Templates & Examples
Copy-ready event invitation email templates for save the dates, conferences, trade shows, exhibitors and VIPs, plus subject lines and send timing.
Event Reminder Email Templates for In-Person Events
Cut no-shows and front-desk questions with copy-ready event reminder emails for conferences, trade shows and exhibitor move-in, plus when to send each.
Event Follow Up Email Templates
Thank attendees, rebook exhibitors and recap sponsors with copy-ready event follow up email templates, including trade show lead follow-ups.
Event Registration Form Template and Questions to Ask
Build a shorter, better event registration form. Copy our template, see which questions to ask attendees and exhibitors, and avoid the mistakes that cost signups.
Save the Date Email: Timing, Subject Lines and 5 Templates
When to send a save the date email, what to include, subject lines that get opened, and five copy-ready templates for conferences, trade shows, exhibitors and galas.
Event Refund Policy: Attendee and Exhibitor Cancellation Templates
Write an event refund policy: attendee ticket refunds, transfers, tiered exhibitor booth cancellation schedules, organizer cancellation and copy-ready templates.
Name Badge Template: Sizes, Layout and Event Badge Design
Name badge template guide: common badge sizes, what to print, color-coding badge types, QR codes, design rules and a copy-ready layout for event badges.
Event Survey Questions: 72 Questions by Audience and Moment
72 event survey questions grouped by moment and audience: pre-event, session ratings, attendees, exhibitors, sponsors, speakers, volunteers and virtual.
Event Feedback Form: A Ready-to-Use Template
A ready-to-use event feedback form for attendees, with exhibitor and speaker versions, plus where to share it, how to raise responses and what to do with results.
Exhibitor Email Templates: 10 Emails From Invitation to Rebooking
Ten copy-ready exhibitor email templates for trade shows: invitation to exhibit, booth confirmation, payment and onboarding reminders, logistics and rebooking.
Event Announcement Email: Structure, Subject Lines and 6 Templates
How to write an event announcement email that gets read: structure, subject lines, timing, and six templates for launches, registration, lineups and venue changes.
Event Cancellation and Postponement Email Templates
Copy-ready event cancellation and postponement emails for attendees, exhibitors, sponsors and speakers, plus refund options and same-day weather notices.
Registration Confirmation Email Templates and Checklist
What an event registration confirmation email must include, from QR code to add-to-calendar link, plus six templates for conferences, trade shows and waitlists.
Event Text Message Templates: SMS Reminders, Updates and Alerts
Copy-ready event text message templates for reminders, day-of directions, schedule changes, emergencies and surveys, plus SMS consent rules and character limits.
Vendors, Markets & Festivals
Vendor Application Form Template for Markets, Fairs and Festivals
Use this vendor application form template to collect the right details, jury applicants fairly and set clear fees. Includes farmers market and craft fair variants.
Vendor Agreement Template for Fairs, Markets, Festivals and Trade Shows
Set clear terms for every vendor: space, fees, deposits, setup, insurance, permits and cancellation, with a copy-ready vendor agreement template for events.
Certificate of Insurance for Vendors: What to Require and How to Track It
Learn what to require on a certificate of insurance for vendors, how to collect and check COIs before move-in, and how to fix the problems that hold up load-in.
How to Host a Pop Up Market: Venue, Vendors, Fees and Layout
Plan a pop up market vendors and shoppers return to: venue, vendor mix and jurying, stall sizes and fees, layout, permits, insurance, promotion and day-of logistics.
Festival Planning Checklist: How to Plan a Festival Phase by Phase
Use this festival planning checklist to plan a festival phase by phase: permits, site plan, vendors, ticketing, stages, safety, volunteers, promotion and wrap-up.
Vendor List Template: Track Every Event Vendor in One Place
A vendor list template for event organizers: track every vendor's contact, category, space, status, insurance, payment and load-in time in one list.
Farmers Market Vendor Application: Questions and a Template
A farmers market vendor application template with producer, product, permit, insurance, space and attendance questions, plus how to review applications fairly.
How to Start a Farmers Market: From First Meeting to Opening Day
How to start a farmers market: test community demand, choose a site and sponsor, set vendor rules and fees, handle permits and insurance, lay out stalls and promote.
How to Start a Flea Market: Location, Vendors, Fees and Schedule
How to start a flea market: find a location, check permits, set vendor fees and stall sizes, plan the layout, pick a recurring schedule and market it to shoppers.
How to Plan a Health and Wellness Expo
Plan a health and wellness expo: exhibitor categories, speaker and demo stage, screenings with privacy and licensing checks, sponsorships, floor zones and partners.
Vendor Email Templates: 10 Emails for Markets, Fairs and Festivals
Ten vendor email templates for markets, fairs and festivals: call for vendors, acceptance, waitlist and rejection, load-in, weather updates and next season.
Vendor Market Layout: 5 Booth Plans, Space Sizes and a Worked Example
Vendor market layout for craft fairs, flea and farmers markets: 5 booth plans, 10x10 spacing, aisles, food, power and a worked space-count example.
Vendor Rules and Regulations: Copy-Ready Template for Markets, Fairs and Festivals
A copy-ready vendor rules and regulations template for markets and fairs: setup, conduct, products, permits, insurance, tents, refunds, violations.
Venues, Contracts & Teams
Event Contract Template: What Planners and Clients Should Agree in Writing
A copy-ready event contract template for planners and clients: scope, fees, payment schedule, deposits, cancellation, force majeure, liability and change orders.
Hotel Room Block Guide: Courtesy vs Contracted, Cutoffs and Attrition
How hotel room blocks work: courtesy vs contracted blocks, sizing, cutoff dates, how an attrition clause is calculated, pickup tracking and comp rooms.
Event WiFi and Trade Show Internet: A Planning Guide
Plan event WiFi and trade show internet: bandwidth sizing, separate attendee, exhibitor and production networks, venue providers, booth internet and offline backups.
Conference Room Setup Styles: 8 Layouts Compared
Compare conference room setup styles: theater, classroom, banquet, cabaret, U-shape, boardroom, hollow square and reception, with pros, cons and space per person.
Event Volunteer Management: Recruiting, Shifts, Training and Thanks
Run event volunteer management well: define roles, recruit, schedule shifts, train, check volunteers in and thank them, plus a copy-ready volunteer role description.
Corporate Event Planning Checklist: Phases, Approvals and a Template
A phased corporate event planning checklist with a copy-ready template: objectives, stakeholder approvals, budget, vendors, internal communications and follow-up.
How to Plan a Gala: Timeline, Fundraising Moments and a Checklist
How to plan a gala step by step: fundraising goal, timeline, venue and seating, sponsors, paddle raise and auctions, run of show and a gala planning checklist.
Event Staffing: Roles, Headcount and a Staffing Plan Template
Plan event staffing as the organizer: the roles you need, how to estimate headcount, agency vs volunteers, shifts, briefings, radios and a staffing plan.
Event Planning Template: A Master Plan You Can Copy
A free event planning template with copy-ready sections for overview and goals, budget, timeline, team, vendors, program, communications and risks, by event type.
Volunteer Sign-Up Sheet Templates: Shift Grid, Role Sign-Up and Contact Form
Volunteer sign-up sheet templates for events: a shift grid, role sign-up and contact form, plus online vs paper sheets and reminder messages that cut no-shows.
Event Liability Waiver Template: Release of Liability for Participants
A copy-ready event liability waiver template with assumption of risk, release, medical consent and a parent or guardian section, plus how to collect waivers.
Event Photo Release Form: Templates for Attendees, Speakers and Minors
Copy-ready photo and video release forms for events, with signage wording and a minor consent form, plus when notice is enough and when you need a signed release.
Volunteer Thank You Letter: 8 Templates for Events, Festivals and Annual Appreciation
Eight copy-ready volunteer thank you letters: after an event or festival, annual thanks, from the board, to team leads, plus email, text and social.
Contests & Awards
Car Show Judging Sheet Template & Categories
Score every car fairly with a printable car show judging sheet, judging categories, class definitions, judge instructions and registration fields.
Chili Cook-Off Judging Sheet & Criteria
A printable chili cook-off judging sheet with criteria, point scales, blind judging steps, People's Choice ballots, tie-breakers and judge instructions.
Talent Show Judging Sheet & Rubric
A printable talent show judging sheet and rubric with criteria, point scales, age divisions, judge instructions and tie-breakers for school and community shows.
Costume Contest Judging Sheet & Categories
A printable costume contest judging sheet with categories, criteria, point scales, ballots and judge instructions for Halloween, cosplay and office contests.
Parade Float Judging Sheet & Criteria
A printable parade float judging sheet with criteria, point scales, divisions, judging stand logistics, judge instructions and the safety rules to check.
Trade Show Booth Awards: Categories & Judging Criteria
Run trade show booth awards: award categories, best booth judging criteria, a printable score sheet, a judging walk schedule and how to announce winners.
Bake-Off Judging Sheet & Criteria
A printable bake-off judging sheet with criteria, points, entry tags, blind judging and allergen steps, and judge instructions for fair, school and office contests.
Science Fair Judging Rubric & Score Sheet
A science fair judging rubric with criteria, points, score bands, a printable score sheet, judge interview questions, grade divisions and project table layout.
Pitch Competition Judging Criteria & Scorecard
Pitch competition judging criteria and a printable scorecard, with weights, score bands, time limits, judge Q&A questions and how to run a pitch competition.
Gingerbread House Contest Judging Sheet & Rules
A printable gingerbread house contest judging sheet with criteria, points, edible-only rules, age divisions, People's Choice ballots and judge instructions.
BBQ Competition Judging Sheet & Criteria
A printable BBQ competition judging sheet with categories, weighted criteria, blind box turn-in steps, judge instructions and the permit questions to ask first.
Award Ceremony Script: Emcee Templates for Corporate, School and Trade Show Awards
Write an award ceremony script with three copy-ready emcee templates: corporate awards, school and community awards, and trade show booth awards, with timings.
Pumpkin Carving Contest Judging Sheet & Rules
A printable pumpkin carving contest judging sheet with criteria, points, carved and no-carve categories, age divisions, rules and safety tips.
Christmas Decorating Contest Judging Sheet & Rules
A printable Christmas decorating contest judging sheet for home lights, office doors and storefronts, with criteria, points, rules and routes.
Art Contest Judging Rubric & Criteria
A printable art contest judging rubric with criteria, four-level scoring bands, divisions, blind judging, Best in Show and People's Choice steps.
Onsite & Safety
Event Signage: Types, Placement and a Signage Plan Checklist
Plan event signage that gets attendees where they need to go: sign types, placement, readability, accessible wayfinding signage and a printable signage checklist.
Crowd Management for Events: Capacity, Flow and Staffing
Plan crowd management that keeps attendees safe and moving: capacity, entry flow, queue design, aisle layout, wayfinding, staffing, monitoring and dispersal.
Event Safety Plan: Risk Assessment, Roles and a Template
Write an event safety plan your team can use: risk assessment matrix, roles, communications, medical, evacuation and weather procedures, plus a copy-ready template.
Event Check-In Solutions: Methods, Desk Setup and a Day-Of Plan
Compare every event check-in method, from QR scans and kiosks to RFID, plan lanes for peak arrival, set up the registration desk and copy a check-in SOP.
Event Sign-In Sheet Templates for Attendees, Vendors and Volunteers
Free event sign-in sheet templates for attendees, exhibitors, vendors and volunteers, plus a visitor log, when paper still works and how to digitize it after.
Day-of Event Checklist: Tasks by Time Block, Roles and Emergency Kit
A day-of event checklist by time block: load-in, three hours out, doors, during, close and load-out, with roles, an emergency kit list and a copy-ready template.
Event Incident Report Form: What to Record, Who Completes It and a Template
A copy-ready event incident report form for injuries, property damage, security, lost children and complaints, plus what to record, who completes it and follow-up.
Map D Features, Explained
Capabilities organizers ask about most, explained with the workflow behind them.
Abstract Management Software
Collect abstracts, assign session chairs, score blind reviews and publish accepted talks to your schedule with Map D's abstract management software.
Speaker Management Software
Keep speaker profiles, sessions and invitations in one place and publish them to your event site and app with Map D's speaker management software.
Conference Agenda Builder
Build your conference agenda with tracks, sessions, rooms and speakers, then publish one schedule to your event website and mobile app with Map D.
Event Website Builder
Launch a branded event website from a template that stays current with your exhibitors, floor plan, schedule and speakers. Build it with Map D's Homebase.
Exhibitor Portal Software
Give every exhibitor one login to finish their profile, add staff and products, and complete your onboarding checklist. See how Map D's exhibitor portal works.
Event Payment Processing
Take booth payments by card, ACH, check, wire or invoice, collect deposits and reconcile in QuickBooks. See how event payment processing works in Map D.
Event Email Marketing Software
Send personalized emails to exhibitors, attendees and speakers from one place, with booth and session details filled in. Get copy-ready event email templates.
AI Event Planning Software
Ask about sales and inventory, edit floor plans in plain language, and connect Claude or ChatGPT read-only. AI event planning tools that keep you in control.
Event Diagramming Software
Draw a scaled event diagram with walls, booths, zones and paths over your venue plan, then publish it as a live floor plan. Start free with Map D's map editor.
Vendor Fair Software
Sell vendor booths on a live map, take payments, collect insurance and forms, and publish a market map shoppers can browse. See Map D's vendor fair software.
Convention Management Software
Sell booths and artist alley tables, publish panels, sell tickets and check in attendees from one workspace with Map D's convention management software.
NOVI AMS Integration for Member Booth Sales
Let members sign in with NOVI before they buy a booth, apply member pricing automatically and prefill company details at checkout with Map D.
RainFocus Booth Selection on Your Interactive Floor Plan
Let RainFocus exhibitors pick booths on a live Map D floor plan, then send assigned booths or ranked choices back to RainFocus. See how it works.
Embed an Interactive Map on Your Website
Embed a live, searchable floor plan or booth sales map on your own website with copy-and-paste code from Map D, so visitors stay on your site.
More Free Templates & Checklists
Stop reading about it. Build one.
Upload the floor plan you already have and place your booths on it yourself, in Map D’s editor. Free to build, no contract, and nothing to install.
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