Exhibitor Emails

Booth Confirmation Email: 5 Copy-Ready Templates for Trade Shows

Five copy-ready booth confirmation emails for trade shows and expos: confirmed after payment, assigned after a draw, deposit received, booth changed and waitlist to confirmed, with merge fields, attachments and timing.

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What a Booth Confirmation Email Is For

A booth confirmation email is the exhibitor's proof of what they bought. It is sent when something changes the booth's status: the payment clears, the deposit arrives, a draw is finalized, a change is approved or a waitlisted company gets a space. It is short, factual and easy to forward to a manager or an exhibit house. It is not the welcome letter and not the full onboarding sequence: for those, use the exhibitor welcome letter and the ten exhibitor email templates that run from invitation to rebooking.

Which email does which job
Email	Job	Sent by
Booth confirmation	Record of booth, payment and conditions	Booth sale or show office
Booth assignment	Booth number after a draw or review	Show office
Welcome letter	Thanks, what to expect, who to call	A named person
Onboarding reminders	Deadlines for forms, badges, COI	Show office

Which email does which job

What Every Booth Confirmation Must Include

Booth number, size, type (inline, corner, peninsula, island) and hall
What the booth price includes, and what it does not (carpet, electrical, furniture)
Amount paid, balance due and the due date
What happens if the balance is not paid on time
A floor plan link that shows the booth, not just the hall
Where the exhibitor manual is, or when it will be posted
Certificate of insurance requirement and deadline
One line on the relocation clause, linked to the policy
One named contact with email and phone

5 Copy-Ready Booth Confirmation Email Templates

Use this when payment in full has cleared. If your booth sale already sends a system receipt with the invoice, send this as the human-readable summary or merge it into the receipt wording.

1. Booth Confirmed After Payment

Subject: Booth [BOOTH NUMBER] confirmed for [EVENT NAME]

Hi [FIRST NAME],

Your booth at [EVENT NAME] is confirmed and paid in full.

Company: [COMPANY]
Booth: [BOOTH NUMBER], [SIZE] [TYPE], [HALL]
Includes: [e.g. 8 ft back drape, 3 ft side rails, ID sign,
[NUMBER] exhibitor badges, directory listing]
Not included: [e.g. carpet, electrical, furniture]
Amount paid: [AMOUNT] on [DATE], order [ORDER NUMBER]

See your booth on the floor plan: [FLOOR PLAN LINK]
Invoice and receipt: [INVOICE LINK or attached]
Exhibitor manual: [MANUAL LINK or available on DATE]

Before [DATE], please send a certificate of insurance naming
[ORGANIZER] and [VENUE] as additional insured. Requirements:
[COI LINK]

Show management may relocate a booth when the floor plan, venue
or fire marshal requires it; see section [NUMBER] of the exhibitor
agreement.

Questions about your booth: [YOUR NAME], [EMAIL], [PHONE].

[YOUR NAME]
Exhibitor Services, [EVENT NAME]

Use this once a priority-points or lottery draw is final. Say how the order was set, so exhibitors who did not get a first choice understand why.

2. Booth Assignment After a Priority-Points or Lottery Draw

Subject: Your booth assignment for [EVENT NAME]: [BOOTH NUMBER]

Hi [FIRST NAME],

Booth selection for [EVENT NAME] is complete. [COMPANY] has been
assigned:

Booth: [BOOTH NUMBER], [SIZE] [TYPE], [HALL]
Your selection position: [NUMBER] of [TOTAL], based on
[PRIORITY POINTS / THE RANDOM DRAW ON DATE]
[If not first choice: Your first choices, [BOOTHS], were taken by
exhibitors ahead of you in the order.]

See your booth: [FLOOR PLAN LINK]

To keep this booth, please [PAY THE DEPOSIT OF AMOUNT / SIGN
THE AGREEMENT] by [DATE]: [PAYMENT LINK]. Booths not secured by
then are offered to the next exhibitor in line.

Swaps: [Exhibitors may request a swap with an open booth of the
same size until DATE / Assignments are final].

[YOUR NAME]
Exhibitor Services, [EVENT NAME]

Use this when a deposit secures the booth and the balance comes later. Put the release rule in plain words.

Use this when the exhibitor asked for the change, such as an upgrade, a downsize or a swap. If show management moved the booth, send a relocation notice instead; see the booth relocation policy.

Use this when a waitlisted company is offered and accepts a space. Give a short hold window, because the next company on the list is waiting.

Merge Fields

Merge fields used in the templates
Field	Where it comes from
[COMPANY], [FIRST NAME]	Exhibitor record
[BOOTH NUMBER], [SIZE], [TYPE], [HALL]	Floor plan
[ORDER NUMBER], [AMOUNT]	Booth order
Balance and due date	Payment terms
[FLOOR PLAN LINK]	Published map
[INVOICE LINK]	Booth order
[MANUAL LINK], [COI LINK]	Show documents
Selection position	Your points or draw sheet

Merge fields used in the templates

Pull booth and order fields from the same system that sold the booth. A booth number typed by hand into an email is the most common source of exhibitors shipping freight to the wrong space. Exhibitor management software keeps the exhibitor, the booth and the order in one record so the merge fields match the map.

What to Attach

Attach or link from the confirmation
Item	Attach or link	Why
Invoice or receipt	Attach PDF	Finance teams need the file
Floor plan	Link	Shows the booth in context and stays current
Exhibitor manual	Link	Updated often; a link never goes stale
COI requirements	Link	Limits, holders and deadline in one place
Exhibitor agreement	Link or attach signed copy	The terms they accepted

Attach or link from the confirmation

Link rather than attach anything that may change. A floor plan PDF attached in March is wrong by June; a link to the published map is not. See vendor certificate of insurance for the coverage wording and the exhibitor manual template for what the manual should hold.

When to Send Each One

When each confirmation goes out
Trigger	Send	Template
Paid in full online	Immediately, automatic	1
Paid by check or wire	Same day it clears	1
Draw finalized	Within 1 business day, all at once	2
Deposit received	Immediately, automatic	3
Change approved	Same day	4
Booth opens up	Same day, with a hold window	5

When each confirmation goes out

Send draw results to everyone at the same time, so no exhibitor hears their booth from a competitor first. Then follow the confirmation with the welcome letter a day or two later, and let the onboarding reminders take over from there.

Booth Confirmation Mistakes to Avoid

Confirming a booth number before it is final on the published floor plan
No balance amount or due date, so the exhibitor assumes they are paid up
A floor plan attachment instead of a link, which goes out of date
Mixing the record and the welcome in one long email that nobody forwards
Different booth numbers in the email, the invoice and the map
Leaving out the relocation clause, then moving the booth later

If you sell booths online, let the sale send the confirmation the moment the exhibitor checks out. Booth sales software that sells from the floor plan means the booth, the price and the confirmation all come from the same record.

How Map D Helps

Let the Booth Sale Send the Confirmation

Map D sends the order confirmation email when an exhibitor buys a booth from your floor plan, with the invoice PDF attached and your own wording, and internal recipients get a copy of each order. Deposits can be flat or a percent, with the balance due on a set date and an automatic balance reminder. For assignment emails after a draw, the Email Center fills in each exhibitor's company and booth. Map D does not calculate priority points or run the lottery itself; most organizers do that in a spreadsheet and then hold or assign the booths in Map D. You can build the floor plan for one event free; publishing the map, sharing it with exhibitors and selling booths need a paid plan, with Basic starting at $3,499 plus a one-time $250 onboarding fee.

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Order confirmation emails with the invoice PDF attached, using {buyer_name}, {company_name}, {event_name} and {order_number}
Placeholders such as {{Company}}, {{Booth}}, {{Admin_First_Name}} and {{Invite_Link}} in Email Center drafts
Flat or percent deposits with an automatic balance reminder
Booth codes that keep a spot for a returning exhibitor until they check out
Onboarding tasks with due dates, including a certificate of insurance task when your show includes Insurance

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· Director, International Trade and Development @ Maine Insurance Agents Association

FAQ

Questions Organizers Ask

What should a booth confirmation email include?

The booth number, size, type and hall, what the booth price includes, the amount paid, any balance and its due date, a link to the floor plan showing the booth, the exhibitor manual or where it will be posted, insurance requirements, and who to contact. Add the conditions that could still change the booth, such as an unpaid balance or the relocation clause.

When should you send a booth confirmation email?

Within one business day of the trigger: the payment clearing, the deposit arriving, the priority-points or lottery draw being finalized, or a change being approved. Exhibitors book travel, order graphics and tell their managers based on this email, so a delay creates calls and duplicate questions.

Is a booth confirmation email the same as an exhibitor welcome letter?

The confirmation is the record: what booth, what was paid, what is owed, which conditions apply. The welcome letter is the relationship: thanks, what to expect, who to call, first-timer tips. Many shows send the confirmation automatically at checkout and the welcome letter from a person a day or two later.

How do you confirm booths after a priority-points or lottery draw?

Send a booth assignment email to every exhibitor once the draw is final, with their booth number and floor plan link, and say how many booths they chose from and whether swaps are allowed. Exhibitors who did not get their first choice should hear it from you, with the reason, rather than find out on the map.

Can the booth still change after the confirmation is sent?

Only on the terms in the exhibitor agreement, usually when the floor plan, venue, fire marshal or safety requires it. Say so briefly in the confirmation so the exhibitor is not surprised later, and link to your relocation policy.

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