Confirm the ASCRS Sharing Arrangement and Assigned Space
The shared space must be at least 200 square feet. Each company must email the Exhibits Team to acknowledge that it agrees to share and provide its own company description and product categories. ASCRS prohibits subletting, so one exhibitor cannot simply rent part of its space to another. These conditions appear in the ASCRS exhibitor sharing requirements.
Before layout work starts, keep a short status record:
Confirmed: The assigned area, configuration, and current booth status, supported by the assignment record; each company’s acknowledgment and submitted information, supported by its own records.
To confirm with the Exhibits Team: Any outstanding sharing or listing question, applicable fee for additional listings, or unresolved assignment detail. Name the person who will follow up.
Meeting the stated sharing conditions does not tell you whether the planned activities will fit. Use the assigned dimensions for that separate test.
Illustrative layout showing which functions two ASCRS exhibitors could share and where each company needs its own working area.
Decide Which Functions Are Shared and Which Stay Separate
Start with what each company must show visitors. Dividing the floor area equally could leave one team with more counter space than it needs while the other lacks room to operate its device. Reception, wayfinding, and storage for staff belongings are candidates for sharing; demonstrations, detailed conversations, and frequently used supplies need closer scrutiny.
The table continues the illustrative device and software example, not a Circle Exhibit ASCRS project.
Function | Company A Needs | Company B Needs | Shared or Separate? | Decision Owner |
|---|---|---|---|---|
Reception | Direct device visitors to its staff | Direct practice visitors to the software team | Shared if one greeter can direct both groups | Joint booth lead |
Product or demo position | Device operator and visitor viewing positions | Screen, presenter, and visitor viewing positions | Separate | Each company’s display lead |
Discussion point | Room for device questions | Room for practice workflow questions | Separate when conversations overlap; otherwise scheduled | Joint booth lead |
Working supplies | Device accessories within reach | Demo laptop and handouts within reach | Separate near each presentation | Each company’s display lead |
Staff storage | Space for personal belongings | Space for personal belongings | Shared if access and capacity allow | Joint booth lead |
Shared graphics | Approved device identity and product information | Approved software identity and product information | Shared wayfinding; separate product messages | Graphics lead; each company approves its own content |
Agree on the shared message and name one person to manage revisions. Each company signs off on its own product information. Before sizing the shared reception counter, check the operator and visitor positions described in ASCRS device demo planning.
Test Both Exhibitors’ Activities Against the Footprint
Take a hypothetical assigned 200-square-foot booth and test a busy few minutes: Company A demonstrates the device, Company B explains software, a new visitor arrives, and a staff member retrieves an accessory. Mark where each person stands, what they need to see, and which routes must stay clear. The furniture may fit even when the activities do not.
Activity | Runs at the Same Time? | Needs Dedicated Space? | Possible Conflict | Layout Decision |
|---|---|---|---|---|
Device demonstration | Yes, during the software explanation | Operator and visitor positions | Software visitors cross the device sightline | Try another viewing position or stagger presentations |
Software explanation | Yes, during the device demonstration | Presenter, screen, and visitor sightline | Device visitors block the screen | Move the screen or reduce simultaneous viewing |
Reception | Yes, during both presentations | One greeting and waiting point | Arriving visitors block the entrance route | Keep waiting visitors clear of both displays |
Follow-up discussion | Possibly, while a presentation continues | Separate point if conversations overlap | Both teams claim the same discussion space | Assign another point or schedule its use |
Staff access to supplies | Intermittently | No separate area, but clear access | Staff cross a visitor viewing position | Keep supplies near the relevant staff position |
If paths still cross, try fewer simultaneous presentations or remove unneeded furniture. If those changes compromise either company’s main task, check whether more space is possible. Where a device support or counter height changes the path, the marked layout becomes an input for booth design and engineering.
Hypothetical footprint test with both presentations, reception, and staff access in use at the same time.
Turn the Agreements into One Booth Brief
Send the designer and estimator one version of the brief. Name a coordinator for joint decisions, and keep questions for the Exhibits Team separate from the work requested of the exhibit team.
Brief field | What to record |
|---|---|
Assigned space and configuration | Assignment reference, actual dimensions, configuration, and status |
Company A display task | What visitors inspect and where the device operator stands |
Company B display task | Which practice task visitors see on screen and where the presenter stands |
Shared functions | Reception, wayfinding, staff storage, and any scheduled discussion area |
Dedicated working areas | Operator, presenter, visitor, and supply positions that must stay clear |
Equipment dimensions and display needs | Device and furniture measurements, screen placement, and required supports |
Graphics and approval owners | Shared artwork owner and each company’s product information approver |
Preparation responsibilities | Owners for assets, equipment details, drawing review, and revisions |
Items still to confirm with the organizer | Each open sharing, listing, or assignment question and its owner |
Compare the brief’s counters, graphics, and storage needs with San Diego booth rental options. Identify any equipment support or display element that needs separate fabrication.
Questions About Shared ASCRS Booth Planning
Does a 200-square-foot shared booth provide enough room for two exhibitors?
It meets ASCRS’s minimum area requirement for sharing, but the assigned configuration and simultaneous activities determine usable capacity. Test operator, presenter, visitor, and access positions before treating the area as sufficient.
What should be agreed before shared graphics and counters are produced?
Decide which company owns each message, what the counter is for, and who approves shared artwork and each company’s product information. Resolve competing revisions before production.
Can a rental structure support two exhibitors in one ASCRS booth?
It may provide walls, counters, graphic surfaces, and storage. Whether it works depends on the assigned space and any equipment support or display element that must be made for the project.
Once both teams approve the brief, use it to check space selection and remaining show preparation in ASCRS 2027 booth planning.
