Checklist · free
Exhibition app checklist
A 36-point checklist for adding an app to a trade show or community expo: exhibitor accounts, visitor registration, floor plan, scanning, show-day support and the post-show reports. It keeps organisers and exhibitors working from the same list.
No sign-up needed.
Who it is for
- Exhibition organisers launching a show app
- Event agencies handling exhibitor and visitor flows
- Stall managers who must train exhibitor staff
How to use it
- Use the first group to freeze the exhibitor list and floor plan before onboarding starts.
- Ask each exhibitor to confirm the checklist items that apply to them by a fixed date.
- Walk the floor with a phone one day before opening, scanning one sample QR per hall.
- Close the show with an exports and report schedule that exhibitors receive in advance.
The contents
Before onboarding
- Freeze the exhibitor list with stall numbers
- Freeze the floor plan version
- Decide visitor categories and entry rules
- Agree privacy and consent text for scans
- Choose scanning method and devices
Exhibitor setup
- Create logins for every exhibitor contact
- Collect logos and stall descriptions
- Collect product lists and brochures
- Set up lead fields and qualifying questions
- Train scanning staff for each stall
- Approve stall pages before publishing
Visitor registration
- Build the registration form with consent
- Issue QR passes by message after registration
- Open web registration for walk-ins
- Print on-site passes if needed
- Test pass scanning at the gate
Show app content
- Publish the floor plan with search
- Publish seminar and conference sessions
- Add sponsor and partner placements
- Add venue information and map
- Add FAQs and help desk contacts
Show days
- Open the help desk before the gates
- Monitor scanning errors by hall
- Push hall-specific announcements
- Back up lead data at lunch and close
- Capture visitor feedback at exit
- Handle lost-pass cases with a clear process
After the show
- Close scanning and freeze lead data
- Send exports to exhibitors
- Publish a show summary
- Collect exhibitor feedback
- Delete data according to the stated policy
- Record changes for next year
Where it has been used
Takes lessons from a community meet-up with exhibitor stalls, where visitor passes and stall scans were part of the app.
Questions people ask
Should visitors need the app?
Not necessarily. Offer a web registration and a scannable pass so visitors can enter without installing anything, and use the app for the floor plan, exhibitor search and saved stalls for those who want them.
How do exhibitors collect leads?
By scanning a visitor’s QR pass and adding notes or qualifiers. Visitors see what they share and agree at registration; exhibitors receive only the leads that gave consent.
What data do exhibitors get after the show?
A lead export for their own stall and a short summary of scans and visits. Share the format and the delivery date in the exhibitor manual so no one expects a different file.
Want this running inside your event app?
Sociana turns lists like this into live screens, requests and reminders for your guests and your desk. A 20-minute walkthrough shows how.