A stand can look reserved on a plan while the invoice is still unpaid. Another company may have agreed a different price from the standard rate. These are ordinary sales situations, but they are difficult to follow when the drawing, company list and invoices are maintained separately.

Create the order around the company and space

Start with the company that is buying the space. Assign the relevant stand or square metres and check the total. In IceExpo, the organiser works with stand orders: configured prices provide the starting point, and an order price can be adjusted when the commercial agreement requires it.

Before sending an invoice, check that the stand identifier, company details and agreed amount describe the same purchase. A tidy floor plan cannot compensate for an invoice attached to the wrong company.

Distinguish allocation from payment

Use the floor plan to communicate the current space allocation, and the order and invoice records to follow payment. Do not assume a particular display colour proves that money has arrived. The team needs to know where the actual invoice status is checked.

  • Review the company and assigned space.
  • Confirm the price and the invoice recipient.
  • Send the invoice through the agreed process.
  • Follow the payment status and use reminders for outstanding payments.

Make reminders part of a routine

Choose who reviews unpaid invoices and when they do it. A reminder is useful only if someone follows the resulting replies and updates. Keep questions about changed stand sizes or negotiated prices with the relevant order rather than treating every unanswered message as a payment problem.

IceExpo supports sending invoices and payment reminders. The organiser still decides the commercial arrangement and should review outstanding items before the exhibition. This is an operational workflow, not a substitute for the team’s accounting process.

Connect the paid stand to guest invitations

Once the stand is paid, the company can send complimentary ticket invitations by email to employees, partners or other guests. Review the exhibition’s invitation settings and explain the process to the exhibitor.

This makes the handover concrete: the organiser has a paid company order, the company can invite its guests, and those guests receive tickets for admission. Test one invitation before asking all exhibitors to send theirs.