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Booth And Floor Space Allocation Planner

Assign sellable exhibition space with this editable Booth And Floor Space Allocation Planner. The workbook’s Booth Inventory sheet is for recording booth inventory, dimensions, zones and exhibitor assignments after the event context is set in Event Setup. It provides a practical allocation register for commercial and operations teams, not a graphical floor-plan CAD application or a substitute for venue drawings.

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Format
XLSX
Difficulty
Intermediate
Time
30 min
Stage
Build → Promote

What this resource helps you do

  • Capture the essential booth and floor space allocation planner inputs in one place
  • Hand off a consistent template across event revenue owners
  • Reduce last-minute gaps before the build milestone
  • Reuse the structure for the next event revenue cycle

When to use this resource

  • When booth inventory and dimensions are known
  • As exhibitor bookings are confirmed
  • Before confirming allocation details with exhibitors and venue teams

What is included

  • booth-and-floor-space-allocation-planner.xlsx
  • XLSX download package
  • Instructions: Guidance for using the allocation planner.
  • Event Setup: Shared show and venue context.
  • Booth Inventory: Booth inventory, dimensions, zones and exhibitor assignments.

Information required before starting

  • Event and venue context
  • Available booth identifiers, dimensions and zones
  • Confirmed exhibitor assignment requirements

What you produce

  • Booth inventory register
  • Zone and dimension allocation view
  • Exhibitor-to-booth assignment record

Who this is for

This resource is designed for Event organisers and sponsorship-manager who need a practical, reusable document for event revenue.

  • event organiser

    Balances available inventory and assignment decisions across the show floor.

  • sponsorship manager

    Confirms booked exhibitor space against commercial commitments.

  • operations manager

    Checks that zone and booth allocation information is usable for on-site coordination.

Event-type use cases

  • exhibition

    Assigns exhibition booth inventory to participating companies.

  • trade show

    Maintains a shared record of sellable spaces, zones and assignments.

How to use this resource

  1. 1

    Confirm Event Setup

    Enter the show and venue context that frames the available booth inventory.

  2. 2

    List available booths

    Create a Booth Inventory record for each available booth with its identifier, dimensions and zone.

  3. 3

    Match requirements to inventory

    Compare exhibitor needs with the available sizes and zones before assigning a booth.

  4. 4

    Record exhibitor assignments

    Update the assigned exhibitor against the selected booth and keep changes visible to the team.

  5. 5

    Reconcile allocation changes

    Review unassigned or conflicting booths before communicating final allocations.

Common mistakes to avoid

  • Expecting a graphical floor plan — Use the workbook as an inventory and assignment register; maintain graphical venue plans in the appropriate design system.
  • Assigning booths without dimensions or zones — Complete dimensions and zone information in Booth Inventory before accepting assignments.
  • Using it as the exhibitor contact master — Maintain contacts, documents and requirements in the exhibitor management workbook.

Download files

Unlock this resource above to download every included file. Companion files do not need a separate form.

Booth and floor space allocation planner — editable XLSX

Editable Excel workbook with Instructions, Event Setup and Booth Inventory sheets for recording booth inventory and assignments.

When to choose it: Use to allocate known booth stock to confirmed exhibitors without producing a CAD floor plan.

XLSX · 8 KBLocked

Continue your planning workflow

← Previous stepAccessibility Planning WorkbookNext step →Complimentary Tickets And Holds RegisterNext step →Accreditation And Credential MatrixNext step →Content Rights And Release Register

Take this workflow into EventSuite

Replace manual files with live event operations connected across ticketing, vendors, marketing, and reporting.

Get startedStart your setupConnect your event operations to EventSuite — ticketing, vendors, marketing, and analytics in one platform.Talk to usBook a demoSee how EventSuite can replace spreadsheets and manual processes for your events.

Event management

Run events end-to-end from brief to post-event reporting.

Payments

Process payments securely and manage cashflow.

Venue management

Manage space bookings, floor plans, and venue operations.

Venue booking management

Connect enquiries, holds, contracts, deposits, and operations handoff.

Frequently asked questions

Frequently Asked Questions

Does this create a CAD floor plan?+

No. It records booth inventory, dimensions, zones and assignments; graphical venue plans remain separate.

Can it track exhibitor contacts and documents?+

Keep those administration details in the exhibitor management workbook and use this planner for allocation.

Which sheets allocate booths against floor-space inventory?+

Instructions, Event Setup and Booth Inventory.

When should booth allocations be locked?+

Lock allocations after dimensions, zone constraints and exhibitor requirements are reconciled. Record reassignments promptly so inventory supports operations.

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