Exhibitor application, booth and installation
The fair manager links the gallery’s application to the floor plan, access clearances and load-in slot. A change in booth size requires renewed approval of the specification and invoice.
Custom Development
CRM for International Art Fairs
Once galleries have been selected, fair organizers need to confirm booth assignments, technical requirements and exhibitor access. We’ll build a CRM that brings these decisions into the exhibitor record and helps teams share changes.
Where the fair plan diverges from exhibitor arrangements
- Gallery applications, selection, payment and booth allocation need a fair, transparent process.
- VIP guests, collectors and press have different access levels, needs and expectations.
- Moving artworks across borders requires careful coordination of customs documents, insurance and installation.
- Sponsors and partners expect the agreed benefits to be delivered and documented in the report.
- Contacts get scattered after the fair, and organizers start from scratch the following year.
From exhibitor application to booth installation
These modules can be included in the project. We’ll agree on the scope and workflow rules after reviewing your processes.
Installation schedule
Operations tracks access clearances, vehicle slots and booth requirements. An exhibitor change releases only previously confirmed resources.
Accreditation and confirmations
The coordinator checks the pass category, application and approvals. Entrance staff can receive a limited set of verified fields.
Additional Features
- Press requests for galleries
- The coordinator can link an interview or press preview request to the exhibitor, time and gallery contact. If the slot moves, they check who received the earlier time. The press office updates the journalist once the gallery confirms.
- The fair’s parallel program
- The curator can track talks and tours separately with hosts, locations and capacity. If an event clashes with installation or a press preview, the coordinator agrees on a new time with the owners. Confirmed changes go into the calendar and the notification list for registered guests.
- Agreed partner placements
- The manager can link area branding, program mentions and guest passes to a specific agreement. If the pavilion layout changes, the team checks whether the agreed benefits can be delivered at the new location. The report includes confirmation from area leads.
CRM Workflow Examples
How teams can divide responsibilities and handle exceptions after rollout.
A gallery is confirmed after selection
The manager asks the exhibitor to confirm equipment needs and artwork dimensions. The technical team checks booth requirements and schedules installation.
An exhibitor withdraws before opening
The organizer checks the reserve list and approves a replacement. Accreditation cancels the previous passes and creates a task for the incoming gallery.
What to Include in the First Release
We’ll pilot the first release in one fair section. The committee records selection, the manager confirms places, the technical team sees installation requirements, and accreditation issues passes. We’ll cover a gallery replacement after the floor plan is approved.
Once we agree on the requirements, we design the screens, build a pilot, and try it against the agreed use cases. We plan the rollout and follow-on modules with your team.
Discuss the First PhaseDevelopment FAQ
How do we move a gallery to another booth?
The CRM can show available booths and differences in area, access and equipment. After approval, the technical team’s tasks are updated.
How does press accreditation differ from an exhibitor pass?
Each pass type can have its own access zones, time restrictions and approval process. The information needed for issuance depends on the visitor category.
How do we migrate exhibitor applications, booth plans and active passes?
We’ll match gallery applications, booth numbers, installation slots and access categories. On a sample, the manager will check approved placements and accreditation will verify issued and revoked passes. Discrepancies stay under review until the floor plan is updated.
How do we estimate a CRM for a multi-pavilion art fair?
We’ll choose one section and follow it from the committee decision through installation and pass issuance. Scope depends on floor plan revisions, access types, technical approvals and invoicing integration. The pilot will cover an exhibitor replacement after booth allocation.
Let’s Discuss Your CRM
Tell us your industry, describe one process you want to automate, and let us know which tools your team already uses.