Gravity Forms
+ Exhibitor & Booth Booking

Trade shows, fairs, conferences and markets sell space to exhibitors. Usually that means a PDF floor plan, a spreadsheet of who has which booth, a stream of e-mails asking "is booth 14 still free?" and, now and then, two companies who both think they paid for the same corner. The Gravity Forms Exhibitor & Booth Booking add-on moves all of that into your WordPress site. You upload the hall plan as an image and draw each booth on it with its number, size, type (standard, corner or island) and price. On your booking form, exhibitors see the plan with free, held and booked booths and pick one with a click, or choose it from a list that works with a keyboard and a screen reader.

The chosen booth is held for the exhibitor for a few minutes while they finish the form, and the server refuses double bookings: if two people try to book the last corner booth at the same second, exactly one gets it and the other is asked to choose again, before any payment is taken. The booth price goes into the Gravity Forms order as a product line, so the payment add-on you already use charges it. Prefer to review exhibitors first? Switch the form to apply now, approve later: the booth is reserved for the application and you approve or decline it. Sponsor and extra packages (Gold sponsor, power socket, extra table) have limited quantities and show as sold out when they are gone.

After booking, every exhibitor gets a private portal link to add the company profile, logo, staff badge names and the documents you need, with deadline reminders that list only what is still missing. A public exhibitor directory shows the plan and the companies that chose to be listed, with only the details they opted in to. The organiser screen lets you move, cancel and release booths, keep a waitlist per booth type and export everything to CSV. Everything runs on your own site, with no map or tile service and no outside connection. For Gravity Forms 2.9 and newer.

Each booth is stored with its position as a rectangle in percent of your plan image, so the plan scales on every screen. When an exhibitor chooses a booth, the add-on asks the server to hold it for that visitor's random token for the number of minutes you set. Every hold and every sale is one conditional database update ("take this booth only if it is still free, or if its hold has ended"), so when several people try for the same booth at the same moment the database lets exactly one of them have it. The hold is checked again when the form is submitted, before your payment add-on runs, and turned into the booking when the entry is saved. The booth and the ticked packages are added to the order with the gform_product_info filter, so the payment add-on sees them like any other product. Package quantities work the same way, one unit at a time. Portal links are signed with a secret key on your site (HMAC-SHA256), logos are re-drawn by the WordPress image editor and stored with random names in a private folder, and documents are only sent after the signature or the organiser capability is checked. Reminder e-mails run on an hourly WordPress schedule and each step is sent only once. The add-on makes no outside HTTP request beyond the licence and update checks.