# How to onboard exhibitors to My Stall and capture consented leads Onboard every exhibitor to My Stall in one session: stall profile, team members, visitor QR scans, notes and a post-show lead export. SSociana team·19 Oct 2026·6 min read **To onboard exhibitors to My Stall, create each stall in the admin panel, assign its staff by email or mobile, and give each exhibitor a one-page brief on scanning. Visitors show a QR from their own Profile, the exhibitor scans it and adds a note, and every scan lands in a log the stall owns.** ## Who this guide is for You organise an expo, trade fair or fraternity meet, or you are the agency that does. Exhibitors paid for floor space and want to leave with a list of people who asked to hear from them. You want to onboard 40, 80 or 200 stalls without personally visiting each one. ## The lead problem on a show floor Visiting cards in a bowl are the old method, and exhibitors report losing most leads before anyone follows up. Rented scanner devices are the other method: costly, collected at the end and tied to the stall booking. Neither tells the organiser which visitors engaged with which stalls, and neither tells the exhibitor whether the visitor wanted to be contacted. Using the visitor’s own phone changes the consent question. A visitor who opens their personal QR and hands it to the exhibitor has chosen to share their details with that stall. The scan records that choice. ## What each side sees | Role | Where it lives | What they do | | --------------- | -------------------------------- | --------------------------------------------------------------------------------------------------------------------- | | Visitor | Home and Profile | Search stalls, bookmark with a heart, show personal QR, scan a stall to log a visit, leave reviews, chat with a stall | | Exhibitor staff | My Stall on Home | Scan a visitor, add a note, read the scan log, answer stall chats | | Stall lead | My Stall, Members and Edit Stall | Add team members, promote a manager, edit the stall page | | Organiser | Admin panel | Create stalls, assign owners, read stall-wise totals, export | My Stall appears only for people assigned to a stall; other users never see it. ## Step by step ### Step 1: Create stalls with the fields visitors will search by Create the stall record with name, category, tagline and logo. At the Bengaluru Wedding Fraternity Meet Up, delegates and exhibitors tagged themselves with up to two of 17 business categories, which made the stall list searchable by what a visitor needed. Choose categories once and reuse them across stalls and visitors. **Do it in Sociana:** [exhibitor My Stall and lead capture](https://sociana.in/features/exhibitor-my-stall-and-lead-capture/) with the Exhibitors switch on. ### Step 2: Assign a stall lead and let them add the team Give each stall one lead by email or mobile. The lead adds team members and can promote one to manager, so the organiser is not managing 200 contact lists. Ask for the lead’s details on the exhibitor-manual form, not by WhatsApp. The [exhibitor onboarding pack](https://sociana.in/templates/exhibitor-onboarding-pack/) and [exhibitor manual template](https://sociana.in/templates/exhibitor-manual-template/) give a starting version. ### Step 3: Run a 20-minute exhibitor briefing Walk through Scan a Visitor, the note box, the scan log and Edit Stall on a live phone. Include one rule that matters: scan only when the visitor shows their QR. That keeps the lead consented, and it is easy to explain. ### Step 4: Ask exhibitors to complete the stall page before the show Name, tagline, description, logo, banner, links, photos, videos and documents are all editable from Edit Stall. A complete page gives visitors a reason to bookmark a stall or open a chat. Send a deadline and a checklist. ### Step 5: Prepare the visitor side Visitors need their QR before they walk in. Registration or ticket purchase should create the membership so that the Entry Pass and Profile QR exist from day one. At BWF Meet Up 4.0 the app recognised paid delegates and kept networking locked for everyone else, which protected the exhibitors’ time. ### Step 6: Capture notes that mean something Teach exhibitors to type three words in the note box, for example “wants quote, Pune, June”. A scan without a note is a name; a scan with a note is a lead. A lead-qualification form template, such as the [lead qualification form](https://sociana.in/templates/lead-qualification-form-template/), helps agree the three questions to ask. ### Step 7: Monitor the floor, then export During the show, watch stall scans, unique visitors and leads by stall. Chase quiet stalls with a nudge. After the show, export leads, notes and the scan log, and send each exhibitor their own file. **Do it in Sociana:** exports through Sheets, Airtable or webhooks feed your CRM or the exhibitor’s own. ## A one-page exhibitor brief Most exhibitors will not read a manual, but they will read one page. Put six lines on it. First, who the stall lead is and how to add team members. Second, how to open My Stall on the phone. Third, the one-sentence script for asking a visitor to show their QR. Fourth, the three tags to type in the note box. Fifth, where to find the scan log and stall chats. Sixth, the date and time the lead file will be shared after the show. Send the page as a message the week before and again as a printed card at the stall on the morning. Ask each stall lead to reply “ready” once their team has opened My Stall on their own phones, and chase the stalls that have not. Twenty minutes of preparation before doors open removes most of the support calls during the show. ## Pitfalls 1. **Exhibitors scanning badges without the visitor’s knowledge.** Insist on the visitor-shown QR. 2. **Stall pages left blank.** Empty stalls look closed. Set a deadline. 3. **One login shared by six staff.** Add each person as a member, so the scan log shows who scanned. 4. **Expecting a CRM integration.** Sociana provides leads, notes and a scan log, with export to any CRM via Sheets or webhooks. It does not offer native Salesforce or HubSpot sync or lead scoring. 5. **Promising a floor plan.** The app has venue maps and exhibitor stalls, not an interactive floor-plan navigator. ## India and SAARC notes The Indian Exhibition Industry Association lists 400+ exhibition organisers, venues, service providers and trade bodies ([IEIA, 2026](https://www.ieia.in/)), and the Ministry of Tourism’s MICE study reported that exhibitions in India have grown at more than 8% a year ([PIB explainer, 2019 study](https://static.pib.gov.in/WriteReadData/specificdocs/documents/2023/sep/doc2023922254801.pdf)). Exhibitors in this market want proof they can show their principals: stall scans, unique visitors and consented leads per stall. For ticketed expos, GST invoices are part of onboarding; the [tickets and payments](https://sociana.in/features/tickets-and-payments/) module creates the invoice PDF visitors can download from Profile. Many Indian visitors will not install a new app for a one-day expo, so keep a web registration route and use the app on the exhibitor side. ## How Sociana handles this Every visitor holds one personal QR that also acts as the entry pass, so a stall scan becomes a lead record without a separate device. The My Stall dashboard opens with tiles for stall scans, unique visitors, leads captured and unique leads; Scan a Visitor reads the QR and takes a note; the Scan Log lists who visited and who became a lead; stall chats collect messages; Members adds team; Edit Stall maintains the page. The visitor side searches, bookmarks, scans stalls, reviews and chats. The worked example is the [Bengaluru Wedding Fraternity Meet Up 4.0 case study](https://sociana.in/case-studies/bengaluru-wedding-fraternity-meet-up-4/). Try the [exhibitor stall scan and leads demo](https://sociana.in/demos/exhibitor-stall-scan-and-leads/) and compare the matching guide [lead retrieval at a trade show](https://sociana.in/guides/lead-retrieval-at-a-trade-show/). ## FAQ ### How do we know a lead is consented? The exhibitor scans the QR that the visitor opens from their own Profile. The visitor chooses to show it, so the scan itself is the act of sharing. Record your consent wording in the exhibitor manual. ### Can exhibitors export their own leads? Organisers export per stall and share each file with its exhibitor, or connect Sheets or webhooks so leads flow into the exhibitor’s system. Agree the route in the exhibitor manual. ### What if an exhibitor’s staff change mid-show? The stall lead adds or removes members from the Members screen, so each scan in the log is tied to the member who made it. ### Do visitors need a ticket to be scanned? Only if you link access to tickets. Ticket-linked membership can keep networking and scanning locked until payment, as at BWF Meet Up 4.0. ## Related reading Glossary: [exhibitor lead](https://sociana.in/glossary/exhibitor-lead/), [qualified lead](https://sociana.in/glossary/qualified-lead/), [consented lead](https://sociana.in/glossary/consented-lead/), [personal QR](https://sociana.in/glossary/personal-qr/). Occasion hubs: [exhibitions](https://sociana.in/event-types/exhibitions/), [fraternity meet-ups](https://sociana.in/event-types/fraternity-meetups/), [association events](https://sociana.in/event-types/association-events/). Calculator: [exhibitor lead value](https://sociana.in/calculators/exhibitor-lead-value/). [Exhibitor My Stall & lead captureThe screens your guests and your desk use for this.See how it works](https://sociana.in/features/exhibitor-my-stall-and-lead-capture/) ## Keep reading [Exhibitor My Stall & lead capture](https://sociana.in/features/exhibitor-my-stall-and-lead-capture/)[Entry pass & personal QR](https://sociana.in/features/entry-pass-and-personal-qr/)[Delegates directory & QR contact exchange](https://sociana.in/features/delegates-directory-and-qr-contact-exchange/)[Tickets, Razorpay payments & invoices](https://sociana.in/features/tickets-and-payments/)[Exhibitions & trade shows](https://sociana.in/event-types/exhibitions/)[Fraternity & industry meet-ups](https://sociana.in/event-types/fraternity-meetups/)[Association & member events](https://sociana.in/event-types/association-events/)[Scenario: a 120-stall exhibition with lead capture](https://sociana.in/scenarios/exhibition-120-stalls-lead-capture/) [Back to Guides](https://sociana.in/guides/) ## Want us to run this for you? Our team sets it up for your event, checks it with your desk and runs it with you on the day. [Book a demo](https://sociana.in/contact/)[Talk on WhatsApp (opens WhatsApp in a new tab)](https://wa.me/919145897433?text=Hi%20Sociana%2C%20I'm%20looking%20at%20How%20to%20onboard%20exhibitors%20to%20My%20Stall%20and%20capture%20consented%20leads%20%28%2Fguides%2Flaunch-exhibitor-lead-capture%2F%29%20and%20would%20like%20to%20know%20more. "WhatsApp · replies Mon–Sat, 10:00–19:00 IST") --- Canonical: https://sociana.in/guides/launch-exhibitor-lead-capture/ Publisher: Sociana by Alien Brains Private Limited (https://sociana.in/)