Exhibitor
Sees only their own applications.
- Pages
- Home, My applications, My documents, Key dates, Booth fees, Exhibitor guide
- Can start
- Upload document
Apply
Apply → approve → stand assigned
Exhibitor & vendor application portal for events
An exhibitor and vendor application portal is where makers apply for a booth through a public form, the organizer approves or declines each application, and approved exhibitors see their booth and upload their insurance.
Pattern: RequestsDescribe it to Pory
“We run makers markets and want vendors to apply for a booth through a public form, our team to approve or decline them, and exhibitors to see their booth and upload insurance documents.”
Viewing as
In plain English
How Pory sets it up
Pory gives every exhibitor and organizer a sign-in of their own. Each exhibitor sees only their own applications. It covers apply → approve → stand assigned. Applications, documents, booth fees, key dates, exhibitor downloads and market team live in Pory's own database, so there's no spreadsheet to keep in sync.
What it does
Makers apply for a booth through one public form
Vendor applications arrive through an online form, Instagram DMs and emails with photos attached, and the organizer copies them into one spreadsheet by hand. Anyone can apply here without an account: the business, what they sell, any power or space needs, the fair and the booth type. Every application lands in one list, in the same shape, ready to review.
Public pages & formsDone by: Exhibitor
Organizers approve or decline each vendor, with the reason kept
Choosing vendors means a spreadsheet of color-coded rows and a pile of "sorry, not this time" emails written from scratch. The organizer opens each application, reads what they sell, and approves it or declines it with a note that stays on the application, or drags it to the waitlist. Applicants hear why, and the organizer writes each reason once.
Approve / reject with a reasonDone by: Organizer
Exhibitors check their status and booth number without emailing the organizer
In the two weeks before a fair, the organizer's inbox is full of "do I have a booth?" and "which hall am I in?" Each exhibitor signs in to see their applications move from Submitted to Under review to Approved, with the booth number on the application once it's assigned. The questions stop arriving the week before set-up.
Status tracker for the submitterDone by: Exhibitor
Vendors upload their insurance and certificates to their own list
General liability certificates arrive as email attachments days before the fair, and someone matches them to vendors late at night. The organizer asks each exhibitor for what their booth needs, and the exhibitor uploads their insurance, electrical inspection, health permit or risk assessment to that row, with its expiry date. Each one moves from Requested to Uploaded to Checked, and the organizer opens the file from the list instead of searching an inbox.
File uploadsDone by: Exhibitor
Who sees what in an exhibitor & vendor applications portal
Every person signs in to their own view. This is what each role in the demo gets.
Organizer
Sees every application in the portal.
- Pages
- Home, Applications, Documents, Booth list, Booth fees, Key dates
- Decides
- Marks applications Approved or Declined, with a reason
What’s in the exhibitor & vendor applications portal template
The tables and fields Pory sets up for this portal. Describe your own version and change any of them in the editor.
Applications
- Business (text)
- What you sell (long text)
- Power or space needs (long text)
- Fair (choice: Harvest Fair, Winter Makers Market, Summer Night Market)
- Booth type (choice: Pipe and drape 10×10, Space only 10×20, 6 ft table, Food truck spot)
- Category (choice: Home goods, Food & drink, Fashion, Jewelry & accessories)
- Booth (text)
- Contact (link)
- Status (choice: Submitted, Under review, Approved, Waitlisted, Declined)
- Applied (date)
- Organizer's note (long text)
Documents
- Document (text)
- Type (choice: General liability insurance, Food safety, Gas or electrical safety, Fire safety, Risk assessment)
- File (file)
- Expires (date)
- Application (link)
- Needed by (date)
- Status (choice: Requested, Uploaded, Checked, Needs replacing)
- Exhibitor (link)
Booth fees
- Invoice (text)
- Application (link)
- Due (date)
- Amount ($) (number)
- Status (choice: Issued, Paid, Overdue)
- Exhibitor (link)
Key dates
- What (text)
- Date (date)
- Fair (choice: Harvest Fair, Winter Makers Market)
- Kind (choice: Deadline, Set-up, Market day, Teardown)
- Times (text)
Exhibitor downloads
- Title (text)
- Fair (choice: Harvest Fair, Winter Makers Market, All fairs)
- Added (date)
- File (file)
Market team
- Name (text)
- Role (text)
- Email (text)
The parts behind this portal
Each one reads and writes the same records, so a form, its approval and the status page someone checks are one system. How Pory builds a portal
Collect
2 partsPublic pages
An application page, a notice board, an open directory: pages and forms anyone can use without signing in, on your domain.
File attachments
Upload and view files on the record they belong to, not in a folder named FINAL v2.
Decide
2 partsApprove / reject with a reason
Decision buttons for whoever may edit the status. Who decided, when, and why stays on the record.
Status tracker
“Where's my request?” answered as a progress bar on the submitter's own page.
Control
3 partsWho sees which records
Each person sees their own records, the ones assigned to them, or the ones they manage. Fields can be hidden per role. Pory sets this up from your description, and you can adjust it in the editor.
Passwordless sign-in
A sign-in link by email, by default. Password sign-in if you'd rather.
Your brand
Your domain, your colors, your logo. Members see you.
Frequently asked questions
An exhibitor signs in with a link sent to their email and lands on Home. They see Home, My applications, My documents, Key dates, Booth fees and Exhibitor guide, and only the applications that are theirs. From there they can use “Upload document”.
Organizer decide: they mark each one Approved or Declined and give a reason. Everyone else sees the decision and the reason on the record, without the buttons to change it.
The public pages: Apply. Anything about a particular person stays behind their sign-in.
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Build your exhibitor & vendor applications portal with Pory
Describe who signs in and what each person needs, and Pory builds it. Join the waitlist while signups open; paid plans are a flat price with unlimited exhibitors.