Exhibitor Contracts and Quotes
Quotes and contracts are the commercial records for your exhibitor package. A quote explains what is being offered and what it costs. A contract records the terms that need signature.
Quote email, or Me > My Contracts
Quotes open from the quote email sent by the organiser. Contracts appear in Me > My Contracts when you are listed as a signer.
Reviewing a Quote
Open the quote link from your email. The quote page shows:
- Quote number.
- Recipient and company details.
- Expiry date.
- Package, booth, entitlement, or custom line items.
- Optional items, if the organiser allows you to choose them.
- Discounts.
- Total amount.
- Attachments, such as the prospectus or floor plan.
Read the quote before accepting. If something is missing or incorrect, contact the organiser before clicking Accept Quote.
Before accepting, have the right internal approver review the package, total, optional items, attachments, payment terms, and signing requirements.
Optional Items
Some quotes include optional items. For example, your base package might include a booth and two passes, while extra lead capture access is optional.
If the quote allows editing:
- Review each optional item.
- Include the items you want.
- Remove optional items you do not want.
- Confirm the updated total before accepting.
Accepting a Quote
- Open the quote link.
- Review all line items, discounts, total, and attachments.
- Choose optional items if allowed.
- Click Accept Quote.
- Continue to checkout if payment is required.
- Complete any required contract signing.
If the quote has expired, ask the organiser to send a new quote.
Contract Statuses
| Status | What it means |
|---|---|
| Sent | The contract is waiting for signatures. |
| Partially Signed | Someone has signed, but not everyone has completed it. |
| Executed | All required signers have completed the contract. |
| Expired | The signing deadline has passed. |
| Voided | The organiser cancelled the contract. |
Your own signer status may be Pending, Viewed, Signed, or Declined.
Requesting a Signing Link
From My Contracts, open the contract and click Request Sign Link if you need a fresh signing link. ema opens the signing link process for your signer record.
Use the link only for yourself unless the organiser has told you otherwise. Each signer should complete their own assigned fields.
Do not forward your signing link unless the organiser explicitly asks you to. Each signer should use their own link so signatures and fields are recorded against the right person.
Signing a Contract
- Open the signing link.
- Review the full contract and any attachments.
- Complete each required field.
- Type or draw your signature when prompted.
- Submit the signed contract.
If guided signing is enabled, ema walks you through each field. If scroll signing is enabled, review the document and complete fields where they appear.
Declining to Sign
Decline only when you cannot accept the contract terms. Add a clear reason so the organiser can respond. For example: "The package total does not match the approved quote" is more useful than "Wrong".
Attachments
Contracts can include supporting files. Common attachments include:
- Sponsorship prospectus
- Floor plan
- Schedule of inclusions
- Purchase order
- Special terms
Download and review attachments before signing when they form part of the agreement.
Tips
- Check the company name and package. These are the most common details to catch before accepting.
- Do not wait until expiry day. Contract links and quotes can expire.
- Use the portal for records. My Contracts keeps contracts where you are a signer in one place.
- Ask before accepting if unsure. Accepted quotes and signed contracts can trigger payment, booth, and entitlement changes.
After accepting a quote or signing a contract, check your entitlements and booth details so you can confirm the package has been reflected in the portal.