Run a 100-vendor expo without spreadsheets
Walk through every screen your team and your vendors will see — from invitations and contract uploads to booth assignments and on-site badge check-in.
Every name, vendor, and number on this page is fictional sample data clearly marked DEMO.
DEMO DATA — NOT A REAL EVENT
The companies, vendors, booth assignments, and metrics on this page are fictional sample data. They are hardcoded into the page and do not appear in any real EventFlow account.
Mountain West Trade Expo 2026
A two-day regional trade show with 87 exhibitor booths across two halls. The organizer (Cascade Events Group — DEMO) needs every vendor registered, contracts and insurance on file, booths assigned, and badges printed before doors open.
87
Exhibitor Booths
312
Total Booth Staff
4 per vendor
Required Documents
$184,500
Vendor Revenue
Turn on vendor management for the event
In the event editor, flip on Vendors Enabled and pick how vendors will register — per-vendor invite tokens (controlled list) or a shared registration link (open call). For most expos, per-vendor is the right choice.
Enable vendor management
Allow vendors to register for booths, upload documents, and check in on event day.
Each vendor gets a unique link. Best for vetted exhibitor lists.
Anyone with the link can self-register. Best for open calls.
Manage all 87 vendors in one screen
Sortable, searchable, and color-coded by status. See registration progress, payment status, and booth assignment at a glance. Click any row to open the full vendor profile.
Total
87
vendors
Registered
64
73%
Booths assigned
58
67%
Paid in full
41
$184,500
| Company | Contact | Booth | Status | Payment | Docs |
|---|---|---|---|---|---|
Summit Outdoor Gear Co. | Jordan Pike | Arena · A-12 | Registered | Paid in full | All docs approved |
Pinecrest Coffee Roasters | Maya Chen | Fan Zone · F-04 | Registered | Deposit paid | 2 of 4 submitted |
Rangefinder Optics LLC | Dale Mercer | Arena · A-18 | Registered | Paid in full | All docs approved |
Bluebird Hot Sauce | Riley Park | Fan Zone · F-09 | Registered | Unpaid | Missing docs |
Cascade Adventure Tours | Sam Whitman | Arena · A-22 | Registered | Paid in full | All docs approved |
Granite Peak Apparel | Avery Kim | Unassigned | Invited | Unpaid | Missing docs |
Iron Forge Tools | Pat Hollis | Arena · A-30 | Registered | Deposit paid | 2 of 4 submitted |
Wildflower Honey Co-op | Quinn Rivera | Fan Zone · F-15 | Declined | Unpaid | — |
Vendors complete a structured registration form
Public, no login required. The form auto-adapts to food vendors, vendors with trailers, and electrical needs — so you only collect data that matters.
Vendor Registration
Mountain West Trade Expo 2026 (DEMO)
Company Information
Booth Requirements
Power & Logistics
Acknowledgments
DEMO FORM — submission disabled
Vendors upload required documents from their portal
Each vendor lands on a private portal (linked from their registration confirmation email). They upload contracts, insurance, tax licenses, and food permits — and see real-time status as your team approves or rejects each one.
Vendor Portal
Welcome back, Summit Outdoor Gear Co.
Mountain West Trade Expo 2026 · June 12–13 (DEMO)
Your Booth Assignment
Booth A-12 · Arena
10×20 · near power outlet C · Hall B entrance
Balance Due
0.00
Paid in full · receipt #DEMO-2138
Required Documents
Vendor Contract
summit_contract_signed.pdf
Certificate of Insurance
summit_coi_2026.pdf · exp 2026-09-12
State Sales Tax License
summit_state_tax.pdf
City Tax License
summit_city_tax.pdf
Booth Staff
Jordan Pike
Lead · Owner
jordan@summitoutdoorgear.example
Marin Chen
Sales
marin@summitoutdoorgear.example
Eli Howard
Setup / Logistics
eli@summitoutdoorgear.example
DEMO PORTAL — uploads disabled
Track compliance across every vendor in one dashboard
Stop chasing PDFs over email. The compliance dashboard rolls up document status, payment status, and check-in rate so you can spot problem vendors before they become event-day fires.
Fully compliant
41 / 87
Missing docs
23 / 87
In review
14 / 87
COI expiring <30d
3 / 87
| Company | Contract | Insurance (COI) | State Tax | City Tax | COI Expires |
|---|---|---|---|---|---|
| Summit Outdoor Gear Co. | Approved | Approved | Approved | Approved | 2026-09-12 |
| Pinecrest Coffee Roasters | Approved | In review | Missing | Missing | 2026-08-04 |
| Rangefinder Optics LLC | Approved | Approved | Approved | Approved | 2027-02-22 |
| Bluebird Hot Sauce | Missing | Missing | Missing | Missing | — |
| Cascade Adventure Tours | Approved | Approved | Approved | Rejected | 2026-11-30 |
| Iron Forge Tools | In review | Approved | Approved | In review | 2026-06-15 |
Assign booths, power, and logistics
Each vendor record captures everything you need to lay out the floor — booth size, electrical amperage, table count, trailer length, and any special requests. Once you assign a booth number and zone, vendors see it in their portal automatically.
Booth Assignment
- Zone
- Arena · Hall B
- Booth #
- B-204
- Size
- 10×20
- Notes
- Near power outlet C
Power Requirements
- Needs power
- Yes
- Voltage
- 110V · 20A
- Amps
- 20
- Own generator
- No
Trailer & Vehicles
- Trailer
- 24 ft · refrigerated
- Driver-side opening
- Yes
- RV space
- Approved
- Extra vehicle
- Approved
Print vendor badges in bulk
Every registered vendor gets a labeled badge with their company, booth number, and a QR code for check-in. Print one at a time or all 87 at once. Badge layout matches your attendee badges.
Bulk Print · Vendor Badges
87 vendors selected · Brother QL-820NWB · 60×86mm labels
DEMO BADGES — printing disabled
Check vendors in at the dock
Two paths: vendors can self-scan their badge in the portal, or your gate staff can scan from the check-in console. Every entry logs who, when, and how. Failed electrical inspections leave a clear note for re-inspection.
Vendor Check-In · Live
Gate Scanner · Hall B Loading Dock
Vendor checked in
Summit Outdoor Gear Co.
Jordan Pike · Lead
Scan next vendor badge
Position the QR code in front of the camera
Recent activity
Maya Chen · Pinecrest Coffee Roasters
Dale Mercer · Rangefinder Optics LLC
Sam Whitman · Cascade Adventure Tours
DEMO SCANNER — no real check-ins are recorded
The outcome
By the time doors open at Mountain West Trade Expo 2026, every vendor is registered, every document is on file, every booth is assigned, and every badge is printed. The team spent their event day greeting attendees — not chasing PDFs.
−72%
Registration time
vs. spreadsheet workflow
100%
Compliance rate at doors
all 4 doc types verified
2
On-site staff needed
down from 6
All names, vendors, and numbers shown above are fictional sample data clearly labeled DEMO. No real client information appears on this page.