Booth Sales Tracker Template Columns
Build the tracker around booths, not companies. Every sellable space is a row from day one, including the ones nobody has bought yet, so the sheet doubles as your inventory. A company that buys two booths gets two rows with the same company name, which keeps square footage and revenue totals correct.
| Column | What goes in it | Example |
|---|---|---|
| Booth | Booth number exactly as it appears on the floor plan | A112 |
| Size | Width by depth | 10x20 |
| Sq ft | Area, for totals and price per square foot | 200 |
| Type | Booth type or package | Corner inline |
| Location | Hall, zone or feature area | Hall A, Innovation Row |
| List price | Price before discounts | $4,200 |
| Sold price | Price after discounts or package deals | $3,990 |
| Status | One value from your status list | Deposit Paid |
| Company | Exhibitor company name | [COMPANY] |
| Contact | Primary contact name, email and phone | [NAME], [EMAIL] |
| Sales rep | Who owns the deal | [REP] |
| Hold expires | Date a held booth returns to Open | [DATE] |
| Date sold | Date the contract was signed | [DATE] |
| Deposit paid | Amount received so far | $1,995 |
| Balance | Sold price minus payments | $1,995 |
| Balance due | Date the balance is due | [DATE] |
| Notes | Requests, neighbors to avoid, power or storage needs | Not next to [COMPANY] |
Status Definitions
Statuses only work if everyone uses the same ones. Restrict the Status column to a dropdown list (data validation) and define each value in a note at the top of the sheet.
| Status | Meaning | Counts as sold? |
|---|---|---|
| Open | Available to sell | No |
| Held | Offered to one prospect until the hold expiry date | No |
| Reserved | Kept back for a sponsor, partner or the organizer | No |
| Pending | Contract sent, not yet signed or paid | No |
| Sold | Contract signed, no payment yet | Yes |
| Deposit Paid | Signed with a deposit received | Yes |
| Paid in Full | Balance is zero | Yes |
| Cancelled | Booth released after a sale; check your cancellation terms | No |
| Not for sale | Blocked by a column, exit or fire lane | Excluded from totals |
Held booths need an owner and an expiry date. Without them, a booth promised to a prospect who went quiet stays off the market for months. The trade show booth waitlist guide covers what to do when a held booth is released.
Formulas: Sold Percentage, Revenue and Pace
These formulas assume booth numbers in column A, square footage in C, sold price in G, status in H, date sold in O, payments in P, balance in Q and balance due date in R, with data in rows 2 to 500. Adjust the ranges to your sheet.
| Metric | Formula (Excel or Google Sheets) | What it shows |
|---|---|---|
| Sellable booths | =COUNTA(A2:A500)-COUNTIF(H2:H500,"Not for sale") | Inventory you can sell |
| Booths sold | =COUNTIF(H2:H500,"Sold")+COUNTIF(H2:H500,"Deposit Paid")+COUNTIF(H2:H500,"Paid in Full") | Count of sold booths |
| Sold % | Booths sold divided by sellable booths, formatted as a percentage | Headline progress |
| Sq ft sold | =SUMPRODUCT((H2:H500={"Sold","Deposit Paid","Paid in Full"})*C2:C500) | Progress by area |
| Revenue booked | =SUMPRODUCT((H2:H500={"Sold","Deposit Paid","Paid in Full"})*G2:G500) | Contracted booth revenue |
| Cash collected | =SUM(P2:P500) | Payments received to date |
| Open balances | =SUM(Q2:Q500) | Money still to collect |
| Overdue balances | =SUMIFS(Q2:Q500,R2:R500,"<"&TODAY()) | Balances past their due date |
| Sold this week | =COUNTIFS(O2:O500,">="&TODAY()-7) | Weekly sales velocity |
To measure pace against last year, keep a second tab with two columns: weeks before show and cumulative booths sold last year. Each Monday, add this year's cumulative count beside the same week. The gap tells you whether you are ahead or behind, and dividing the booths still open by the weeks left gives the weekly number your team needs.
Set a target before you start tracking. The trade show break-even calculator shows how many booths you need to sell to cover your costs, which is the first line to beat on the pace chart.
Weekly Reporting Cadence
- 1
Monday: reconcile
Check that every booth sold online or by contract is in the sheet, and that the status matches payments received.
- 2
Monday: clear expired holds
Release any expired holds back to Open and tell the rep who owned them.
- 3
Tuesday: chase balances
Send balance reminders for anything due in the next 14 days and follow up on anything overdue.
- 4
Friday: send the weekly report
Share sold %, square footage sold, revenue booked, cash collected and pace against last year with your team or board.
When a Spreadsheet Stops Working
A spreadsheet is a fine start for a show with a few dozen booths and one person selling. The problems arrive as soon as more people or channels touch the same inventory.
| Spreadsheet problem | What goes wrong | How booth sales software handles it |
|---|---|---|
| Double-sold booths | Two reps promise the same booth before either updates the sheet | A booth is held or sold in one place, so it can't be sold twice |
| Version conflicts | Someone works from a downloaded copy or an old attachment | One live record replaces copies of the file |
| Floor plan out of step | The map shows a booth as open after it sold | The floor plan and the sales record are the same thing |
| Payments in another file | Deposits and balances don't match the status column | Orders, invoices and payments sit on the booth's record |
| Manual reminders | Balance reminders depend on someone remembering | Deposit and balance reminders are sent automatically |
| Exhibitor data retyped | Contacts and company names copied into other lists | Exhibitors enter their own details when they book |
When you move, keep the same statuses and columns so your history still makes sense, import last year's exhibitors, and decide how booths are assigned; the trade show booth assignment guide compares the options. Booth sales software covers selling from the floor plan, and exhibitor management software covers what happens after the booth is sold: forms, documents, staff and deadlines.