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Illustrative scenario · Exhibitions & trade shows

How we would run a 120-stall exhibition with exhibitor lead capture

This is a plan, not an event we have run. There is no client and there are no results here. It shows how we would run this occasion with modules that work today. Screens are real screens from other Sociana apps, captioned with the app they come from, or marked as concepts.

An illustrative plan, not a show we have run: how Sociana would run a three-day B2B exhibition with 120 stalls and about 3,500 trade visitors. Visitors sign up once and carry one QR; exhibitors scan it from My Stall to capture a lead with a note, watch their own counts live and export their leads at the close. The show organiser sees footfall by day and hall without collecting a single business card.

Illustrative scenarioTwo exhibition halls and one seminar roomThree days, 10 am to 6 pm120 stalls, about 400 stall staff and 3,500 trade visitorsExhibitions & trade shows
Profile with a test avatar, business category chips such as Exhibitor, Wedding Planner and Hospitality and a My QR Code panel with the code blurred
Exhibitors list with a stall search box, Bookmarks, Scan Stall and My Scans shortcuts and stall and partner cards with heart bookmarks, ratings and points
Delegates tab with a banner saying networking stays locked until registration, a Register Now button, All and My Chats tabs, a search box and blurred attendee cards

Hero screens: Real screen from BWF Meet Up 4.0: Profile, category tags and My QR Code (QR blurred) · Real screen from BWF Meet Up 4.0: Exhibitors, stall list and shortcuts · Real screen from BWF Meet Up 4.0: Delegates, directory locked until registration (names blurred).

The brief

An industry body runs a three-day trade show for packaging and machinery suppliers. Exhibitors pay for stalls and want proof of footfall and a list of serious buyers; last year they went home with a fishbowl of cards and a hall total from the turnstile. Visitors want to know which stall has what, without collecting thirty brochures.

The plan gives every visitor one identity and one QR, from sign-up to the last day. Each exhibitor gets a My Stall panel inside the same app, with their own team, their own stall page and their own scan log. Leads belong to the exhibitor who scanned them, and the organiser sees totals rather than other people's leads. A seminar track runs in a separate room, and sponsors get a zone on Home that leads to their stalls.

Modules

What we would switch on, and why

Each module exists in the platform today. Where a public screen exists, it comes from another Sociana app and is captioned with that app's name.

Exhibitor leads

Stall staff scan a visitor's QR, add a note, and watch stall scans, unique visitors and leads captured update live. The stall lead adds team members by phone or email.

Concept, not a screenshot

My Stall · Hall B, stall 42

  • Stall scans · unique visitors · leads captured
  • Scan a visitor
  • Scan log · Stall chats · Members · Edit stall

Entry pass

One QR per visitor, used at the hall entrance and by every exhibitor, so nobody fills a form at each stall.

Profile with a test avatar, business category chips such as Exhibitor, Wedding Planner and Hospitality and a My QR Code panel with the code blurred
Real screen from BWF Meet Up 4.0: Profile, category tags and My QR Code (QR blurred)

Sponsors

Sponsor categories on Home and a stall directory with search by product category, bookmarks and a scan-the-stall shortcut.

Exhibitors list with a stall search box, Bookmarks, Scan Stall and My Scans shortcuts and stall and partner cards with heart bookmarks, ratings and points
Real screen from BWF Meet Up 4.0: Exhibitors, stall list and shortcuts

Delegate directory

Visitors and exhibitors can find each other and send a chat request that the other side accepts, with networking locked until a visitor has signed up.

Delegates tab with a banner saying networking stays locked until registration, a Register Now button, All and My Chats tabs, a search box and blurred attendee cards
Real screen from BWF Meet Up 4.0: Delegates, directory locked until registration (names blurred)

Agenda

The seminar programme by day, with speakers and the room, beside the show hours for each hall.

Agenda with Day 1 to Day 3 tabs listing arrivals, lunch, annual general meeting and opening night celebrations with venues
Real screen from EEMA Connect: Agenda, Day 1 schedule

Venue maps

Hall plans with stall numbers as published images, linked from each stall page.

Venue Map page with expandable rows for Event Locations and Room Locations across the resort campus
Real screen from Unstoppable NAMI: Venue Map, event and room locations

QR attendance

Hall entry scans per day, which give the organiser daily footfall and repeat visits by real people.

Attendance page listing main events, short film festival, game arcade and inspiration hour with sub-activity counts per city
Real screen from enGen X: Attendance, activity list

Sheets & webhooks

Each exhibitor's leads export to a sheet at the close of each day, ready for their own CRM import.

Concept, not a screenshot

Leads · stall 42 · Day 2

  • Name, company, phone, email
  • Note from the stall team
  • Scanned by, time

Run plan

Day by day

  1. Eight to two weeks before

    Exhibitors set up their own stalls

    • Import exhibitors with hall and stall number; each stall lead gets an invitation to My Stall.
    • Stall leads add their team, logo, products and brochures.
    • Visitor sign-up opens in the browser with categories of interest.

  2. Day before

    Stall-team briefing

    • A 20-minute briefing per hall on scanning, notes and the scan log.
    • Test scans at every entrance.

  3. Days 1 to 3

    Show hours

    • Visitors scanned at the hall entrance each morning; walk-ins sign up on a QR poster in the queue.
    • Exhibitors scan and note leads; daily lead sheets reach each stall lead at 6:30 pm.
    • Seminar sessions with live polls in the seminar room.

  4. Week after

    Proof for next year's sale

    • Per-stall reports to each exhibitor and a show report with footfall by day and hall.

Team

Who would do what

RolePeopleWhat they do
Show delivery lead1Plans with the organiser and runs the exhibitor onboarding.
Exhibitor support1Helps stall leads set up pages and teams before the show.
App build1Branding, directory, seminar programme and hall plans.
On-site team1–2Entrance scanning set-up and a help point for stall staff.

Timeline

From order to wrap-up

  1. Ten weeks outStall list format and categories agreed.
  2. Eight weeks outApp live; exhibitors invited to My Stall.
  3. Four weeks outVisitor sign-up opens.
  4. Day beforeStall-team briefings and test scans.
  5. Week afterPer-stall and show reports delivered.

For the organiser

What your team would see

Footfall you can show

Unique visitors and entries per day and hall, from scans of real people.

Exhibitor activity

Scans and leads per stall in totals, which shows which stalls need help on day one.

The renewal conversation

A report per exhibitor of their own leads and visitors, sent with next year's stall offer.

Risks

What could go wrong, and how we would handle it

Stall staff do not scan and fall back to cards.

Briefings per hall, a help point, and lead sheets each evening so stalls see the value on day one.

Visitors arrive without signing up.

A QR poster in the queue opens sign-up in the browser in under a minute.

Exhibitors worry that others see their leads.

Leads are visible only to that stall's team; the organiser sees counts.

Patchy hall signal.

Scans are small, and we test both halls the day before.

Price band

₹3,15,000 to ₹3,60,000 + GST

Built from the public price list on the Participation & Rewards package. Your quote would be itemised against the same lines.

LineLowHigh
Participation & Rewards packageup to 1,000 people₹2,25,000₹2,25,000
2,900 people above the 1,000 includedper-person ladder on the price list₹37,000₹37,000
Remote ops desk for 1 more event daytwo event days are included; ₹8,000 per extra day₹8,000₹8,000
On-site Sociana team, 1–2 people for 3 days₹15,000 per person per day₹45,000₹90,000
Band₹3,15,000₹3,60,000

See the Participation & Rewards package

Billed on actuals, outside the band

  • WhatsApp utility messages at ₹0.25 each and marketing messages at ₹1.1 each, on actuals
  • Travel, food and stay for any on-site Sociana staff

Notes

  • Exhibitor lead capture and venue screens are included in Participation & Rewards; on Event & Hospitality, lead capture is an add-on.
  • The headcount counts visitors and stall staff who sign in to the app (about 3,500 visitors and 400 stall staff here).
  • All figures are list prices in rupees, exclusive of 18% GST.
  • Price list valid until 31 Mar 2027; your quote is itemised against the same list within one working day.

Not in this plan

  • No interactive floor-plan navigation; hall plans are published images.
  • No badge printing; the visitor's QR on the phone is the pass.
  • No native CRM connectors; leads go out through Sheets, Airtable or webhooks.

Real events

Where these modules have already run

Customer stories from events we did run, which used the modules this plan relies on.

BWF Meet Up 4.0 · Trade meet-up & exhibitionEEMA Connect · Association events

Questions

About this scenario

Has Sociana run a 120-stall exhibition?

No; this page is an illustrative plan. My Stall lead capture ran at the Bengaluru Wedding Fraternity Meet Up 4.0, and exhibitor listings at EEMA Connect. Screens from those apps appear here with captions.

Who owns the leads?

The exhibitor who scanned them. Each stall's team sees its own scan log and export; the organiser sees totals per stall, not other exhibitors' contacts.

How do leads reach an exhibitor's CRM?

As a sheet each evening and at the close, or through Sheets, Airtable or a webhook set up with our team. There is no native connector to a named CRM.

Planning something like this?

Send us your date, city and headcount. We will turn this plan into yours, with an itemised quote within one working day.

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