Promotional Merchandise Order Form for Trade Shows

Simplify Your Trade Show Merchandise Orders with Paperform

Trade shows are high-stakes events where every detail matters—from your booth design to the branded swag that leaves a lasting impression on attendees. Managing promotional merchandise orders shouldn't add stress to your pre-event checklist. This Promotional Merchandise Order Form for Trade Shows streamlines the entire ordering process, letting you focus on what really matters: making connections and closing deals.

Why This Template Is Perfect for Trade Show Exhibitors

Whether you're a marketing manager coordinating multiple events, an agency owner handling clients' trade show presence, or a small business owner making your first expo appearance, this form template handles the complexity of custom merchandise ordering with ease.

Key features include:

• Event-specific tracking with booth numbers and show dates to keep multiple orders organized
• Visual product catalog with item selection, quantities, sizes, and color preferences
• Logo and imprint specifications with file upload capabilities for artwork
• Rush production options with automatic fee calculations for last-minute orders
• Delivery coordination with the ability to ship directly to the venue or booth

Built for Marketing Teams and Event Coordinators

Trade show merchandise orders involve unique considerations—tight deadlines, venue shipping restrictions, and the need for flawless branding execution. This Paperform template addresses all of these:

The form captures essential event details upfront (show name, venue, booth number, dates) so your production team knows exactly where and when items need to arrive. Product selection is streamlined with quantity fields for each item type, eliminating the back-and-forth of traditional order forms.

Logo upload and imprint instructions are built right in, with space to specify placement, colors, and any special requirements. This eliminates the common frustration of artwork getting lost in email chains or being submitted in the wrong format.

Automated Pricing and Payment Processing

One of this template's most powerful features is its ability to handle complex pricing scenarios. Using Paperform's calculation engine, you can automatically:

• Calculate line-item totals based on quantity and unit price
• Add rush production fees for orders within your standard lead time
• Include shipping costs based on delivery method (standard ground vs. expedited to venue)
• Apply bulk discounts when quantity thresholds are met
• Show real-time order totals as customers make selections

Connect your Stripe, PayPal, or Square account to accept deposits or full payment at the time of order, reducing payment collection hassles and securing production slots for time-sensitive trade show dates.

Streamline Fulfillment with Stepper Workflows

After an order is submitted, the real coordination begins. Use Stepper (stepper.io) to automatically trigger the right actions:

• Send order confirmations with production timelines to customers
• Create tasks in your project management system for design, production, and shipping teams
• Alert your fulfillment team when rush orders come in
• Update inventory tracking systems
• Generate packing slips with booth numbers and venue shipping instructions
• Send tracking notifications as items ship

These automated workflows mean nothing falls through the cracks, even when managing orders for multiple trade shows simultaneously.

Perfect for Multiple Industries

This template serves businesses across sectors:

• Marketing agencies managing merchandise for multiple client events
• Corporate marketing teams coordinating company presence at industry conferences
• Event planners adding merchandise ordering to their service offerings
• Promotional products distributors offering streamlined ordering for trade show clients
• Small business owners ordering their first batch of branded swag for an expo

Design That Matches Your Brand

Unlike generic order forms, Paperform lets you customize fonts, colors, and layouts to match your brand guidelines or blend seamlessly into your existing website. Embed the form on your site, share it via direct link, or add it to your trade show prep communications.

The doc-style editor makes it easy to add product images, sizing charts, or production timeline information right alongside your form fields—creating a complete ordering experience without needing separate documentation.

SOC 2 Compliant and Secure

For marketing agencies and businesses handling client orders, security matters. Paperform is SOC 2 Type II compliant and offers data residency controls, so you can confidently handle customer information and payment details.

Get Started in Minutes

This template includes all the essential fields and logic you need, but it's completely customizable. Add specific product SKUs, adjust pricing tiers, include your brand colors, or integrate with your existing tools—all without writing a single line of code.

Whether you're preparing for your next major industry conference or managing ongoing trade show merchandise for clients, this Paperform template turns a complex, error-prone process into a smooth, professional experience that saves time and prevents costly mistakes.

Ready to transform your trade show merchandise ordering? Start with this template and customize it to fit your exact workflow.