A Vision & Veil Studios product
Take applications, approve exhibitors, assign real booth inventory, and track what was invoiced and collected. Renew the event and next year starts with the booths, fees, and forms already in place.
Invite-only while we onboard the first shows. Accounts are set up by the studio, so there is nothing to install and no card to enter.
The problem
Applications, invoicing, contracts, and floor plans end up in tools that cannot see each other, so the same exhibitor gets asked for details the show already holds — including the booth number the show assigned them last year.
How it works
One continuous path for each event, with every step writing to the same records the next step reads.
Share a link or a QR code. Exhibitors apply from a saved profile that pre-fills, and returning exhibitors get a rebooking flow that already knows what they had.
Approve in full, approve in part, or deny with notes. A partial approval waits for the exhibitor to accept it before anything is invoiced.
Assign against a real inventory of spaces with labels, sizes, and position types. The floor-plan PDF stays a reference document, not the record.
Build the invoice from the event’s fee schedule. Record cash, check, or ACH as it arrives. Status follows the payments instead of a checkbox.
Running the show
The spine gets exhibitors approved and invoiced. These are the jobs that fill the rest of the season.
When a space frees up, see who wants it: what they asked for, how long they have waited, and whether they are already in the show. It tells you; it never assigns for you.
Soft-flag an exhibitor for review, or hard-stop them entirely. A hard-stopped applicant sees that they were not approved and who to contact, never a reason or a severity.
Every application, booth, invoice, and private note that exhibitor has with your shows, on one screen at review time. Nothing from anybody else’s shows.
Floor plans, marshalling maps, and venue rules, plus move-in dates and show, access, and VIP hours, published to approved exhibitors instead of mailed one at a time.
Outbound mail carries a signed reply address, so replies file against the right record. Mail that fails verification is quarantined and shown as unverified, never guessed into your records.
Store the signed document with its counterparty, effective and expiry dates, and status. A reminder arrives before it lapses.
Book celebrities, photo ops, and car displays with their fees recorded as money you pay, kept out of every collected figure.
Invoiced and Collected as two separate numbers, outstanding balances, and booths filled against booths available. No number labelled with a word that hides which one it means.
Upcoming events with approvals pending and invoices due, on the runner side and the exhibitor side both, derived from the same records.
Year over year
Renew the event and the setup comes with it. What belongs to one particular year stays in that year, so you are never looking at last season’s invoices on this season’s dashboard.
Who it is for
Both sides sign in to the same platform, and neither side has to take the other’s word for what was agreed.
Open rebooking and applications, decide who is in, assign the space, and invoice exactly what you approved. Next year, the exhibitor history is sitting there when you review.
Fill in your business once. Apply to any show on the platform from that profile, see what you asked for against what you got, and stop digging through email for whether an invoice was paid.
Privacy
Everything a runner can see about an exhibitor comes through a single function, and exhibitor cost data sits behind a wall the build enforces rather than a setting somebody could flip. Tests fail if a new screen reaches across it.
Straight answers
The fastest way to lose a show is to half-build the part it depends on. Here is what we left out and why that is survivable.
Money moves the way it already moves. The app records what was paid, by whom, and when.
Exhibitors reach your application through a link or QR code you share, not a marketplace that lists your show next to somebody else’s.
Booths are countable records today. The drag-and-drop editor is a later interface over that same data, not a rebuild.
It sends email and files the replies. It does not ask your exhibitors to check another inbox.
Questions
They do not need one before they apply. You share a link or a QR code, they sign in with a code sent to their email, and the profile they fill in once pre-fills every application after that.
Pricing is not set yet. We are onboarding the first shows directly, so the conversation starts with your event and your numbers rather than a plan grid.
Yes. Exhibitor lists and booth inventory come in by CSV during onboarding, so the first year is not spent retyping the last one.
A six-digit code sent to their email address, good for fifteen minutes. No passwords to reset and no shared logins for a shop inbox.
Yes. One identity holds memberships in as many runner and exhibitor accounts as it needs, and you switch between them without signing out.
WCAG 2.2 AA is the baseline, with the public application form as the priority, and automated checks run in CI on every change. Status is never encoded in colour alone.
Vision & Veil Studios. It is a standalone product with its own sign-in, its own billing, and its own design, not a module inside something else.
Access
There is no self-serve signup yet, which means onboarding is a conversation about your event rather than a form. Bring your exhibitor list and your booth map, and we will show you the season on it. If you already have an account, sign in with a code.