Events and rental: Enquiry form for exhibition stand builders
An enquiry form for exhibition stand builders that collects the stand plan, exhibition requirements and the exhibitor's wishes in one go, so design and costing can start straight away.
What makes an enquiry complete for exhibition stand builders.
A stand builder can only design once it is clear where the stand sits, how high it may go and which sides must stay open. That information lives in the floor plan and the organiser's technical regulations, yet exhibitors often send just a screenshot of the hall or nothing at all. Only after the first design does it turn out there is a pillar inside the plot, that a raised floor is not allowed or that the neighbouring stand expects a closed back wall. The design team redoes work, and the salesperson trades three emails for details that could have been known at the very first contact.
Enquiry form for exhibition stand builders
Example- 1
Pin down show and plot
DoneThe form opens with show, hall and stand number, and asks the exhibitor to upload the floor plan and technical regulations.
- 2
Ask about the stand itself
In progressNext come dimensions, open sides, desired build height and elements such as a storage room, a counter, a meeting corner or a screen wall.
- 3
Check before handing over
NextBefore the enquiry reaches the design team, the salesperson sees what is missing: no regulations, a size that does not match the floor plan or a height above what the hall allows.
From form to assessed enquiry.
Pin down show and plot
The form opens with show, hall and stand number, and asks the exhibitor to upload the floor plan and technical regulations. If they do not know where to find the regulations, a short note explains where organisers usually publish them. Without a floor plan the form can still be sent, but it is marked as incomplete.
Ask about the stand itself
Next come dimensions, open sides, desired build height and elements such as a storage room, a counter, a meeting corner or a screen wall. The exhibitor can attach photos of earlier stands and say what should change this time. Each element is a separate choice, so the design team does not have to read between the lines of a long email.
Check before handing over
Before the enquiry reaches the design team, the salesperson sees what is missing: no regulations, a size that does not match the floor plan or a height above what the hall allows. They chase that specifically. Only once the basics are complete does the enquiry move on, with every file attached in one place.
Enquiries in one place, not the inbox.
Enquiries now arrive by email, through a general contact form or at a trade show where someone pockets a business card. The form does not replace those channels; it gives them one destination, and the salesperson can enter a phone enquiry through the same screen. Floor plans and regulations come from the organiser, the design belongs to the stand builder and the logo and brand guidelines to the exhibitor. That distinction stays visible, so it is always clear which version of which document applies.
Short form or full brief
A short form brings in more enquiries but also more follow-up questions. A full brief puts off exhibitors who are only exploring. A middle route often works: show, plot size and contact details first, then a second step with regulations and wishes that the exhibitor can complete later through a link sent to them.
Exhibitor uploads or builder looks it up
Some stand builders prefer to find floor plans and regulations themselves, because exhibitors send the wrong edition. That costs time per enquiry but gives certainty. For shows you build at often, you can store the regulations once and attach them to every enquiry for that show, so the exhibitor only needs to give a stand number.
One enquiry or one per show
An exhibitor attending several shows sometimes wants a single enquiry for the whole season. That is possible, but each show has its own dimensions and rules. The form can group several shows under one enquiry with separate details for each, keeping the relationship together while design work is still judged stand by stand.
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Read the storyWhich questions the form asks.
Ready at the start: the form with show details, uploads and stand wishes, the salesperson's check and the handover to the design team, which can keep drawing. Together we walk through an ordinary inline stand where everything is known, and an enquiry where the regulations are missing and the stated size is wrong. Stored regulations per show and multiple shows per enquiry can be switched on after a few weeks of real enquiries.
View pricingHosting and careGood to know.
Explore pricing and optionsWhat if the exhibitor has not received the floor plan yet?
They can submit the enquiry without it and it will be marked as incomplete. The exhibitor receives a link to add the file later. The salesperson sees which enquiries are waiting on a floor plan and can already discuss the type of stand in the meantime.
Can we use the form on the show floor?
Yes, it works on a tablet or phone. At a show you usually capture contact details, the next event and a short note. The exhibitor then gets a link to add the floor plan and wishes, so the conversation on the stand does not stall for form filling.
How do we avoid working from outdated regulations?
Each uploaded regulations file shows when it was added and which edition it belongs to. If the same show already has stored regulations, the salesperson is alerted when an exhibitor sends a different version and can check which one applies before the design team starts drawing.
Can an agency enquire on behalf of several exhibitors?
Yes. A marketing agency or buyer can act as the requester and name an exhibitor for each stand. Details per stand stay separate, while the contact person is shared. You always know who makes the decisions and for whom the stand is ultimately being built.
Add-ons for your industry.
What often connects to this.
- Website for exhibition stand buildersA website for exhibition stand builders that explains which stand concepts and display walls you offer, what the exhibitor arranges with the organiser, and what a useful enquiry needs.
- Quotation software for exhibition stand buildersQuotation software for exhibition stand builders that turns stand area, finish level and extra services into a traceable calculation, with the exhibitor approving one fixed version.
- AI enquiry assistant for exhibition stand buildersAn AI enquiry assistant for exhibition stand builders that answers exhibitors' questions about show delivery, file deadlines and stand options, using only approved information and handing over to a project manager when unsure.
Enquiries that arrive complete.
Start with a short intake. Then we schedule a call to show the software with your services, team and way of working.
WhatsAppinfo@vorlyo.com Enquiry form for exhibition stand builders: stand plan, exhibition requirements and exhibitor wishes complete before any design work begins.
- Pin down show and plot
- Ask about the stand itself
- Check before handing over