What a Booth Sharing Policy Covers
Exhibitors ask to share for good reasons: a manufacturer and its distributor, a startup and its accelerator, two small makers splitting a 10x10. The policy decides which of those you allow, and makes sure every company in the building has paid, signed and been approved.
| Arrangement | What it is | Common rule |
|---|---|---|
| Subletting | The booth holder rents or resells part of its space to another company | Prohibited |
| Co-exhibitor | A second company shares the booth with written approval | Allowed for a fee, with the agreement and insurance |
| Partner or distributor products | Products of a related company shown by the booth holder's own staff | Allowed if listed on the application |
| Pavilion | An organization rents a block of space and places several companies in it | Allowed under a pavilion agreement; each company registered |
| Split small booth | Two small vendors share one space at a market or fair | Allowed only where the show offers it, often at a set price |
Whatever you allow, the same words should appear in the prospectus, the booking page, the exhibitor agreement template and the manual.
Copy-Ready Booth Sharing Policy
Have counsel review the policy before you publish it, especially the unapproved sharing and exclusivity clauses.
Co-Exhibitor Fees
A co-exhibitor fee should cover the cost the co-exhibitor adds (a directory listing, badges, staff time, insurance checks) and protect booth sales. If sharing a 10x10 costs far less than a second 10x10, some exhibitors will share instead of buying. The figures below are examples for planning, not market rates.
| Model | How it works | Example | When it fits |
|---|---|---|---|
| Flat fee per co-exhibitor | One fee for each approved company | $[500] per company | Most trade shows; simple to explain |
| Percent of booth price | A share of the primary booth's price | [25]% of the booth price | Shows with a wide range of booth sizes |
| Tiered by booth size | Number of co-exhibitors allowed and fee rise with size | One for a 10x10, three for a 20x20 | Shows with many islands and pavilions |
| Fee plus badges | Flat fee includes a few badges; extra badges charged | $[400] incl. [2] badges | When badge counts drive cost |
| Included in package | Sharing included in a premium booth package | Island package with [2] co-exhibitors | To make larger booths more attractive |
Decide how co-exhibitor staff are badged before you price it; the exhibitor badge allocation guide has a table of badge counts by booth size. Collect the co-exhibitor fee on the same schedule as the booth, as set out in your booth deposit policy.
Co-Exhibitor Application Form
How to Enforce the Policy
- 1
Publish It Before Booking
Include the sharing rule and the co-exhibitor fee in the prospectus and the booking terms, so exhibitors know before they buy.
- 2
Approve in Writing
Review each application for sponsor conflicts, fit with your categories and staff numbers against the booth size.
- 3
Collect and List
Invoice the fee, collect the signed agreement and certificate of insurance, and add the co-exhibitor to the directory and badge list.
- 4
Check on the Floor
Give floor staff a list of approved co-exhibitors by booth. Unlisted company names on badges or signage are the easiest sign of subletting.
- 5
Act on Breaches
Ask unapproved companies to remove products and signage, invoice under the policy and note it for next year's applications.
With more than a few dozen exhibitors, tracking approvals, fees and insurance by email gets hard. Exhibitor management software keeps each exhibitor's status, documents and staff in one record. Add the sharing answer to your exhibitor FAQ template too, since it is one of the most common pre-booking questions.