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What should exhibitors finish before the show opens?

By Updated 8 October 20263 min read

Short answer

Before doors, each stand needs a named admin, staff inside the seat limit you set, at most five questions the reps will actually ask, and a written rule for whether they may export leads. You keep booth assignment, the number of seats, export rights, and the consent copy. They do not get other stands’ data, and a visit without consent is a count, not a contact.

Summarise with

Exhibitors arrive believing the organiser will “send the leads after.” Organisers arrive believing the stand will “just scan.” Both are late. The handoff is a short list with an owner and a date, not a portal tour.

Footfall and the sponsor report come after the show. This page is the week before. If you never buy anything from us, the split between what you keep and what they finish still holds.

You keep four decisions

DecisionWhoWhy it is not theirs
Which company is which boothOrganiserThe floor plan is a contract, not a preference
How many staff seatsOrganiserSeats are the limit; they add people inside it
Whether this stand may exportOrganiserExport is a data decision, per exhibitor
What attendees are asked to shareOrganiserConsent copy is yours; they cannot widen it on the day

On BagEvent you invite the exhibitor contact by email, or import companies and booths from a spreadsheet. Stand admins then add and remove their own colleagues within the seats you set. Every stand sees only its own data.

They finish four things

  • A named stand admin who will be on site and who is allowed to export if you turned export on.
  • The people who will scan, invited before the build day, not in the queue.
  • Up to five questions they will ask after a scan—free text or a choice—plus the rating, tags, and note the app already gives them. Five is the cap. A twenty-field CRM form will not be filled at a booth.
  • A one-line brief for reps: what “a good conversation” means, so the rating is not random.

Polls, prize draws, and a stand screen are optional. A draw is not a substitute for the questions. Entering a draw creates a lead for that stand; it does not create consent the attendee did not give.

Consent and export, in writing, before build day

Attendees choose whether exhibitors may see their details. Without that, the stand sees that a visit happened and that the identity was withheld. With it, they see only the fields that were agreed. Name, company, job title, contact details, and answers are separate permissions.

Export is a second gate. A stand admin can download a CSV only when you allowed exports for that exhibitor, and the file includes only rows whose owners consented to export. The file can be shorter than the list on screen. Tell the exhibitor that before they promise their sales team a full dump.

The scan has to work with the lights on and the Wi-Fi off

  • Reps scan in the BagEvent app. Without a signal, the scan stays on the phone with the time it happened and uploads later. A scan that arrives twice is stored once.
  • Each booth has a fixed poster code and a live code that changes every 90 seconds. If you require the live code, a photograph forwarded down the aisle does not count as a visit.
  • Have one rep scan a test badge, turn the network off, scan again, and open the lead. Do this on their phone, not on yours.

A date, then stop changing it

Set one deadline, typically two working days before the hall opens: staff invited, questions saved, export expectation acknowledged. After that, new questions and new seat requests wait until the next morning’s exception desk—not the moment the first visitor arrives. The morning-of checklist assumes this list is already done.

Frequently asked questions

A named stand admin, staff inside the seat limit, at most five questions reps will ask after a scan, and a clear expectation of what they can export. Booth assignment, export rights, and consent copy stay with the organiser.

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