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What to look for in conference management tools in 2026!

Ever try managing a conference with three spreadsheets, a dozen email chains, and pure adrenaline? If you are, then you’re probably feeling like you’re trying to conduct an orchestra with half the instruments missing. 

Conference Management tools can help, especially when platforms communicate with each other and handle the messy logistics, it’s a game-changer. These tools aren’t just about saving time (though they do); they elevate the event experience for attendees and speakers to sponsors and planners alike.

So, what conference management tools are changing the game in 2026? Let’s explore what helps planners breathe easier and how solutions like eShow’s Conference Management software are helping make that possible.

Key Highlights:

  • Key innovations are focused on accommodating the trend of last-minute registration (55% register in the final two weeks) by offering personalized data usage, integrated journeys, real-time capacity management, and AI-driven recommendations.
  • Integrated modules, such as abstract management with online submission portals and proposal rating, bring order to complex content processes.
  • Mobile apps and real-time updates are critical for a seamless attendee experience, allowing for instant notification of last-minute changes and providing a personalized, pocket-sized agenda.
  • The adoption of comprehensive, integrated platforms enables event professionals to shift their focus from logistics management to strategic planning and creating unforgettable attendee experiences.

The Evolution of Conference Management Tools

There was a time when just updating a speaker’s schedule meant bouncing between three systems, a spreadsheet, three Google Docs, and a back-and-forth email thread.

Now, centralized tools create a completely different experience (and better). Planners have the peace of mind that comes with everything finally living under one roof. No more guessing who has the latest version or chasing down AV requests. These tools aren’t just about organization, they’re also about reducing mental load and helping planners focus on the parts of the event that truly matter.

Let’s break down five features that are making the biggest difference right now.

  1. Future-Ready Registration

The landscape of event attendance is changing, demanding a shift in registration technology. Data indicates a significant trend toward last-minute registration: as noted in the blog post “Event Planning Marketing Statistics 2025,” a striking 55% of attendees register in the final two weeks before an event.

As this last-minute registration trend continues to rise, attendees’ expectations for the event experience also evolve. They now anticipate fast, seamless, and highly personalized event experiences.

Key features of a future-ready registration system:

  • Personalized Data Usage: Utilizing pre-filled forms, past preferences, and profile-based suggestions.
  • Integrated Journeys: Connecting registration data directly to housing, session agendas, and AI-curated recommendations.
  • Real-Time Management: Instantly adjusting session availability and room assignments with Real-Time Capacity.
  • AI-Driven Matching: Allowing attendees to “Ask AI: ‘What event should I attend for X?'” to receive matched suggestions.

The future of event registration isn’t just about collecting information; it’s about creating intelligent, responsive systems that meet attendees where they are. Organizations that embrace these capabilities will not only accommodate the growing wave of last-minute registrations but will transform them into opportunities for deeper engagement.

  1. Integrated Abstract Management

Abstract submission and review can be one of the most tedious parts of planning. Managing multiple email threads and spreadsheets from someone’s desktop can leave your team feeling overwhelmed and disorganized.

With tools like eShow’s abstract management module, organizers can bring order to the chaos. An online submission portal, proposal rating system, reviewer progress view, and customized reporting help manage the full lifecycle of abstracts without burning out staff or volunteers.

Planners who set clear expectations for reviewers, provide checklists, and send reminder emails often avoid last-minute stress and gain weeks of efficiency back.

  1. Centralized Scheduling and Function Sheet Management

Double-booked rooms. Missing catering orders. These are the kinds of oversights that keep planners up at night. Does the constant fear of someone printing the wrong version of the function sheet keep you up at night, too?

That’s why platforms like eShow’s Meeting Logistics Module can be such a relief. They act as the single source of truth for everything:

  • room setups,
  • AV needs,
  • signage,
  • budgets,
  • and more.

Function sheets become living, breathing documents that everyone, from staff to vendors, can rely on.

  1. Real-Time Updates and Mobile Accessibility

Last-minute room change? A no-show speaker? It happens. And before mobile apps, notifying attendees could feel like you were yelling into a void.

Tools like eShow’s Mobile Event App help turn potential chaos into seamless pivots. By sending out a short demo video with the registration confirmation email, you can jumpstart app adoption. Just showing attendees how the app works makes all the difference.

From the user’s side, having a personalized agenda in their pocket, complete with live updates and push notifications, feels like having a pocket-sized concierge. It’s not just helpful. It’s reassuring.

  1. Reliable Support That Shows Up When It Matters

Even the most advanced tech stack won’t shine without reliable customer support. Events move fast, and when something unexpected happens, having experienced support on standby makes all the difference.

With eShow, event planners aren’t just relying on software; they’re backed by a team that understands live events. From seamless onboarding to ongoing guidance, eShow helps you stay informed about the latest technology enhancements while keeping everything running smoothly.

The goal is simple: create a seamless experience where attendees stay focused on the content, not the technology. That’s the power of a fully integrated platform backed by people who care.

Final Thoughts

Ask any seasoned planner, and they’ll tell you that adopting comprehensive conference management tools transformed their event experience entirely. The right platform doesn’t just streamline your logistics; it fundamentally changes what’s possible.

When registration systems intelligently adapt to last-minute attendees, abstract management flows without email chains, and real-time updates reach thousands instantly, event professionals can shift from logistics management to strategic thinking.

That’s what eShow aims to deliver. It’s not just logistics, but a path to presence. Because when the tech works, it fades into the background, letting the connections, ideas, and energy take center stage.

Connect with eShow today and let us help turn your next event into an unforgettable experience.

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What are Best Practices and Tools You Can Use to Effectively Manage Your Event Speakers?

You’ve probably been there…scrambling to track down a speaker’s headshot the night before the event, or firing off last-minute emails about slide formats. A great lineup is only as good as the communication behind it. So how do you keep it smooth and stress-free?

You need more than a checklist to keep speaker communication smooth. It’s about staying organized without losing the small moments (like a personal note or thoughtful nudge) that make speakers feel truly welcome.

Key Highlights:

  • Set clear expectations early with centralized deadlines and resources
  • Personalize communication to build stronger speaker engagement
  • Use a single speaker portal to eliminate last-minute scrambling
  • Balance automation with a human touch to stay efficient and authentic
  • Follow up post-event to strengthen long-term speaker relationships
  1. Set Expectations Early

Imagine being a speaker juggling three upcoming events. You’re grateful when one organizer sends you a welcome packet that clearly spells out key dates, formats, and submission deadlines, removing the need to dig through scattered emails.

That’s the kind of experience you want to create. From the start, give speakers a clear roadmap. Tools like eShow’s Conference Management software mean your speakers always know where to find deadlines and forms, so there’s no more inbox searches or missing attachments.

  1. Personalize, Don’t Mass-Produce

Mass-produced or automated emails can still be personalized, and your speakers will appreciate it. Mention their specific topic. Refer to how their session fits into the theme. This helps set a collaborative tone and encourages prompt responses. Plus, personalized communication lowers the chances of misalignment or missed details.

You can use tools to handle reminders automatically, but don’t skip the part where you send a quick note that says ‘Looking forward to your session!’ That’s what makes the connection meaningful.

  1. Keep Everything in One Place

Give speakers a portal or dashboard where they can update session and/or speaker profiles, upload materials, view deadlines, and track what’s outstanding. With eShow’s speaker and session management tools, everything’s ready and easy to find, so you’re not digging through your inbox at midnight for a missing bio.

It’s the difference between last-minute scrambling and feeling ready when the event opens.

  1. Be Mindful of the Speaker’s Experience

Your speakers are investing their time and expertise. The easier you make their journey, the more likely they’ll deliver polished and engaging presentations and want to work with you again.

Consider small but meaningful steps:

  • The speaker checklist provides descriptions, direct links to tasks, deadline dates, and more, with the option to check off each item
  • Offer optional tech checks or AV dry runs, especially for virtual/hybrid sessions
  • Share audience insights (e.g., expected size, industry focus) so they can tailor content

These touchpoints show that you’re thinking beyond logistics and helping set them up for success.

  1. Automate, But Stay Human

Yes, automation is essential in speaker management. But don’t let it drain the personality out of your communication. It’s a fine balance. Automation helps you stay on schedule, but if it starts to sound robotic, you risk losing that personal connection that makes speakers feel valued.

eShow’s Conference Management suite lets you:

  • Send reminders for bios, headshots, or slides
  • Share links to speaker portals
  • Keep an audit trail of what’s been sent, with the ability to resend

We’ve seen firsthand how a single short email can turn a missed deadline into a happy speaker and a great presentation.

  1. Communicate Post-Event

Many organizers drop the ball once the event ends. Don’t be that person.

Take time to:

  • Thank your speakers
  • Share audience feedback or engagement stats
  • Let them know if recordings will be distributed

These small gestures build goodwill and make it more likely they’ll say yes when you invite them next time.

Why Is Managing Speaker Correspondence Important?

Good speaker management isn’t just about staying organized. It’s also about helping someone step on stage feeling prepared and appreciated. And when they do, your audience notices, your sponsors remember, and your event truly connects.

You’re not just managing emails, you’re orchestrating an experience that makes your event (and your brand) stand out.

From First Email to Final Applause – Make It Seamless

When your speakers feel supported, they show up with energy and confidence, and that’s what your audience remembers long after the event. Take time to set clear expectations, personalize where it counts, and use tools like eShow’s to keep everything on track without losing the human touch.Want to make your next speaker lineup the smoothest yet? Take a closer look at how eShow’s Conference Management tool can help you bring clarity and calm to every step.

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Get Everyone Onboard: Winning Buy-In for Your 2026 Event Tech Transformation

You’re standing in your 2026 budget meeting, explaining how digital check-ins could cut those 30-minute lines at the entrance. A colleague interrupts: ‘What if people don’t want to use it?’ Another chimes in: ‘And how much is this going to cost us, really?’

You might have the slickest tech plan in hand, but if you don’t show you’ve really heard your team’s worries or explain it in terms that matter to them, it’s tough to get them on board. Let’s break down how to make your case for a 2026 event tech transformation and how eShow’s suite of solutions can help you deliver.

Start with the Why: Make It About People, Not Just Platforms

When you’re asking your team to try something new, rattling off tech features won’t win. What people want to hear is how it’ll make their lives easier, whether they’re managing the event or attending it. For example:

  • Faster check-ins, fewer lines: No one loves waiting. A streamlined digital registration system (like eShow’s Registration Management) means attendees move from entrance to engaged in minutes.
  • Personalized journeys: Imagine attendees getting real-time recommendations for sessions or exhibitors based on their interests, thanks to integrated data and agenda tools.
    Less chaos for staff: Digital solutions reduce the stress of juggling spreadsheets, badges, and paper forms.
  • Smarter workflows, more impact: Streamlining processes means your team can do more with fewer resources. Digital tools help save time, reduce costs, and free up staff to focus on creating meaningful experiences and not just chasing paperwork.

When your colleagues see how these changes directly address common pain points, they’ll be more open to exploring solutions.

Bring Data, Not Just Ideas

You might be picturing interactive floor plans and instant surveys, but your CFO’s thinking: ‘Show me where this saves us time or makes money.’ That’s when data and real-world examples help your case.

And don’t forget internal metrics. If past events had check-in bottlenecks, data gaps, or poor post-event engagement, share that. Help stakeholders see that sticking to old methods comes with hidden costs.

Acknowledge Risks, Offer Solutions

Resistance often stems from fear: of cost overruns, tech failures, or a painful learning curve. Rather than dismiss these concerns, acknowledge them and show how you’ve thought them through. When you show in the room that you’ve anticipated the bumps, maybe even pulling up a plan B slide, that’s when heads start nodding. Consider covering solutions like:

  • Cost efficiency: Digital platforms like eShow’s customizable solution cut down on the hassle of juggling five different vendors (registration, exhibits, mobile app, conference management) and bring it together in one place.
  • Ease of adoption: Platforms that offer modular, integrated tools mean teams can phase in digital elements gradually.
  • Support and training: Point out that partners like eShow provide training, technical support, and dedicated account managers to guide implementations.
  • Extension of your team: eShow provides expert on-site support, training for temporary or volunteer staff, and top-tier customer service through our call center and data teams — helping with reconciliations, refunds, and attendee troubleshooting so your event runs smoothly and your team has time to focus on other aspects of the event.

Share a Vision of Integration, Not Just Tools

Imagine your marketing team watching leads flow directly into their CRM, or your event staff seeing real-time attendee counts on their dashboard without chasing down paper lists. It all clicks together into one seamless system. 

For instance, describe a future event where:

  • Registration data flows directly into lead retrieval tools, so exhibitors can follow up faster.
  • A single dashboard shows real-time attendance, session engagement, and sponsor activations.
  • Both in-person and virtual attendees feel part of the same experience, supported by hybrid tools.

eShow’s platform is built for this kind of end-to-end integration. No more chasing down spreadsheets or tracking badges by hand. The pieces just connect and your team breathes easier.

Build Allies Early

Getting organizational buy-in isn’t a solo act. Identify champions across departments who will benefit from the transformation. For example:

  • Sales teams may love richer lead data from digital badge scans.
  • Marketing teams can use session analytics to shape content strategy.
  • Finance teams may appreciate cleaner reconciliation from integrated registration and payment systems.

Involve these stakeholders early, gather their input, and invite them to help shape the proposal. When marketing and sales both say ‘we need this,’ the room stops pushing back.

Pilot Before You Pitch Big

If leadership is wary of a full digital overhaul, suggest a pilot program. That first win could be using eShow’s Registration Management tool at a small expo to show how technology can help events run more efficiently. This not only builds confidence but it also gives you data to leverage when making a case for more tech investment. Suddenly, leadership’s not so wary of the bigger leap. 

Frame Your 2026 Event Tech Transformation as an Ongoing Journey

Digital transformation isn’t a one-and-done task. Make clear that your vision is about continuous improvement, with each event building on the last. Highlight how solutions like eShow’s evolve with your needs whether that’s adding an event website, new gamification features, or advanced analytics.

That narrative shifts the conversation from “one big risk” to “a thoughtful, step-by-step strategy.”

It’s About More Than Tech

It’s not the event website or app they’ll remember. It’s that moment when an attendee says, ‘Wow, I didn’t expect that to go so smoothly,’ as they breeze past the check-in line. That’s what gets people on board.With tools that fit the way your team works, you can spend less time putting out fires in 2026 and more time creating moments that people talk about long after the doors close. From registration to conference management to mobile engagement, eShow’s modular event management solutions give your organization the confidence to take that next step with confidence.

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Frequently Asked Questions: Your Guide to eShow’s Event Management Solutions

Planning and executing successful events takes more than just technology. It requires a combination of the right tools, strategic support, and a partner who understands how to keep everything running smoothly. eShow offers complete event management solutions designed to help planners save time, improve efficiency, and deliver better outcomes. Below are answers to the most frequently asked questions about how eShow can help you manage your events with greater confidence and control.

1. What are event management solutions and how does eShow support them?

Event management solutions refer to the full set of tools and services used to plan, organize, and manage events from start to finish. eShow provides customizable modules that cover registration, exhibitor, tradeshow, and sponsorship management, mobile event apps, virtual platforms, and post-event reporting. Each module is designed to work together as one complete system.

2. How does eShow help reduce check-in times and improve the arrival experience?

With on-demand badge printing and digital check-in tools, eShow helps eliminate long lines and delays at the registration desk. Guests can check in quickly, and planners gain real-time visibility into arrivals. These solutions help create a smooth and professional first impression.

3. How can eShow help me better manage exhibitors and sponsors?

Managing your exhibit hall should feel efficient and rewarding, not overwhelming. eShow’s exhibitor management system makes it easy to create and update your floor plan, manage booth sales, and keep everything organized in one place. The intuitive interface simplifies booth assignments and gives you a clear view of availability in real time. Exhibitors and sponsors can update their own profiles and materials, reducing the back-and-forth and freeing up your time. Built-in tools like lead capture and post-event reporting help you demonstrate value and build stronger relationships year after year.

4. Why does a reliable lead capture tool matter?

Because it directly impacts how your exhibitors measure success. When lead capture works seamlessly, exhibitors can focus on real conversations instead of juggling paperwork or worrying about missed opportunities. eShow’s lead capture tools ensure that every scan counts, with real-time notes, lead scoring, and easy data exports that streamline follow-up. The result is a smoother experience for your exhibitors and stronger ROI that keeps them coming back.

5. How does eShow’s mobile event app improve attendee engagement and event experience?

They make it easier for participants to connect, explore, and take action. eShow’s mobile event app puts schedules, maps, and personalized agendas at attendees’ fingertips, helping them navigate your event with ease. Features like real-time push notifications, live polling, and in-app messaging keep engagement high throughout the day. Paired with tools like digital check-in, lead capture, and real-time updates, you create a connected experience that keeps everyone informed, involved, and ready to return.

6. Can I integrate eShow with my current systems?

Yes. eShow integrates with a wide range of systems, including AMS, CRMs, payment gateways, marketing platforms, and more. Our team works closely with you to keep your data connected and secure without disrupting your existing processes.

7. How does eShow support sustainability in events?

eShow helps planners reduce waste by offering digital alternatives to printed materials. On-demand badge printing, paperless exhibitor kits, and mobile apps all help lower your environmental impact while improving the overall event experience.

8. What makes eShow different from other event platforms?

eShow offers more than software. We combine 26 years of experience with strategic insight and personalized support. Our modular approach allows you to select only the tools you need, while our team works closely with you to configure them for your specific goals. You receive both powerful technology and expert guidance in one solution.

9. How do I know which eShow solutions are right for my event?

Every event has different needs. Whether you are planning a trade show, annual conference, or multi-day hybrid experience, our team will help you identify the tools that best fit your objectives, audience, and budget. We offer scalable solutions tailored to your event size and structure.

10. How do I get started with eShow or request a demo?

You can request a results-driven personalized demo with our event solutions experts. We will guide you through the most relevant features for your event and provide a customized quote based on your needs.

Connect with Us!

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Mid-Year Check-In: 5 Smart Event Technology Shifts to Make Before Fall

Insights from the Experts at eShow

As summer begins, it is an ideal time for event professionals to reassess, refine, and recharge their planning strategies. The fall season often brings a wave of events and with it, increased pressure to deliver seamless, high-impact experiences. Whether you are organizing conferences, trade shows, or association meetings, making smart event technology moves now can help you stretch your budget, save time, and reduce planning stress.

Here are five strategic shifts to consider, based on insights from eShow’s 26 years of experience helping planners run better events.

1. Reevaluate Your Event Tech Stack for Efficiency and Integration

If your current systems are disconnected or require repetitive tasks, now is the right time to consider an all-in-one event management solution. Using multiple systems often results in fragmented data and more manual work.

Expert insight: Centralizing registration, exhibit floor management, and reporting in one platform allows you to simplify operations and focus more on event outcomes rather than logistics.

2. Optimize Lead Capture Before Your Fall Exhibitors Arrive

Happy exhibitors are more likely to return, and their satisfaction often depends on their ability to capture and follow up on leads. With fall shows approaching, upgrading your lead retrieval software now can ensure your exhibitors are equipped to succeed.

Expert insight: Provide customizable lead capture tools that let exhibitors rate leads, add notes, and download reports. This not only increases their ROI, but also enhances your show’s long-term exhibitor retention.

3. Improve First Impressions with On-Demand Badge Printing

A smooth check-in process sets the tone for the entire event. On-demand badge printing allows for quick, efficient check-in while also minimizing waste from unused pre-printed badges.

Expert insight: Self-check-in kiosks can reduce staffing needs and give your participants a modern, professional first impression. They also help support sustainability goals by only printing what is necessary.

4. Use Real-Time Data to Inform Fall Event Planning

Your event data should not sit unused until after the event. Real-time insights allow you to adjust strategies while your planning is still in motion.

Expert insight: Track registration trends, session interest, and engagement now so you can refine your marketing, improve the event flow, or highlight high-demand content areas.

5. Move from Manual Outreach to Automated Communication

Effective communication increases engagement and improves the overall event experience. If you are still manually sending emails or reminders, it is time to explore automation.

Expert insight: Automated campaigns can deliver personalized touchpoints such as reminders, updates, and surveys. This frees your team to focus on higher-level planning while maintaining strong connections with participants.

Bonus: Prioritize Sustainability in Every Tech Decision

Event organizers are under growing pressure to align with sustainability goals. Whether you are reducing printed materials or offering hybrid attendance options, your event technology choices play a key role in minimizing environmental impact.

Expert insight: Incorporate digital solutions wherever possible to reduce waste and create a greener event. This approach appeals to participants and sponsors who prioritize sustainability and demonstrates your commitment to environmentally responsible practices.

Plan Smarter Now for a Smoother Fall Season

If you want your fall events to run more smoothly, now is the time to assess where your tools and processes can be improved. From intuitive floor plan management and onsite badge printing to automation and analytics, the right updates today can lead to stronger outcomes tomorrow.

See how eShow can help you plan smarter and execute more effectively.

Explore eShow Solutions for Fall Events

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Your Guide to Selecting the Best Lead Retrieval Tool

Planning an event means balancing a hundred moving parts, including timing, logistics, budgets, and of course, the experience you’re delivering. However, there’s one thing that should never be overlooked, which is capturing and managing leads in the exhibit hall. The right lead retrieval tool can make a huge difference in ensuring your exhibitors see real results from their investment in your event.

As event planners, we understand how important it is to get this right. Here’s what you need to know before selecting a lead retrieval solution for your next event.

What Is Lead Retrieval?

Lead retrieval is a tool that helps exhibitors collect and manage contact information from people they meet at an event. Most commonly, this data is pulled through badge scanning or QR codes, which makes the process fast, accurate, and automated.

When you invest in a smart, user-friendly lead capture system, you enhance the exhibitor experience and increase the overall value of your event.

Why Lead Retrieval Matters for Your Event

As an event planner, you want to ensure your exhibitors walk away with value. Lead capture does more than capture contact information; it enables exhibitors to qualify leads, prioritize follow-ups, and ultimately increase ROI from the event.

Here’s why investing in the right solution matters:

1. Delivers Measurable ROI for Exhibitors

Exhibitors come to events to connect with potential buyers. The right solution helps them capture qualified, organized, and actionable leads, which means faster follow-ups and more conversions. When exhibitors see real results, they are more likely to return and invest more in future events.

2. Drives Exhibit Sales

A strong lead retrieval system makes your booth packages more attractive. When you can demonstrate that your event helps exhibitors meet the right contacts and close deals, it becomes easier to sell space and increase revenue.

3. Improves the Attendee Experience

Good lead capture solutions integrate seamlessly into your event ecosystem. Attendee information can be quickly and reliably scanned, interactions are smoother, and data is handled responsibly, creating a professional, streamlined experience.

4. Provides Strategic Data for Planners

Integrated lead retrieval software gives you visibility into traffic flow, engagement levels, and behavioral trends. These insights help you optimize future events, make smarter programming decisions, and demonstrate value to stakeholders.

5. Reduces Risk and Builds Trust

A reliable and compliant system ensures that data is accurate, secure, and privacy-conscious. This builds confidence among exhibitors and attendees that their information is handled with care and protects you as the event organizer by ensuring only verified and validated individuals interact with each other.

In short, the right lead retrieval system isn’t just a tech upgrade, it’s a growth engine for your event.

What to Look for in Lead Retrieval Solutions

Choosing the right system comes down to understanding your event’s needs and what you want to achieve. Here are the key features to look for:

  • Ease of Use
    The software should be intuitive, requiring minimal setup and training for your exhibitors.
  • Scalability
    Whether you’re organizing a small trade show or a large conference, the system should scale to fit your event’s size.
  • Privacy and Compliance
    Ensure the software complies with data protection standards.
  • Exhibitor and Onsite Support
    Look for a provider that offers dedicated exhibitor support and experienced staff onsite. eShow delivers hands-on assistance before, during, and after the event to help exhibitors make the most of their lead capture tools.
  • Reliability
    Choose a tool that’s proven to work under the pressure of live events. Ensure your lead retrieval system has a track record of being dependable.

Using Lead Retrieval to Maximize Your Event’s Value

Lead retrieval is more than just an operational necessity, it’s an investment in your event’s overall success and growth. High-quality lead capture tools can enhance exhibitor ROI, drive booth sales, and provide actionable insights, all while increasing your event’s value. Here’s how you can strategically integrate lead capture into your event’s broader goals:

  • Boost Booth Sales
    Offering a high-quality lead capture tool makes your exhibit packages more attractive. When exhibitors know they will walk away with qualified, actionable leads, they are more likely to reserve space and return year after year.
  • Gain Actionable Insights
    When combined with session tracking, check-in processes, and mobile app engagement, lead retrieval provides a detailed understanding of attendee behavior. This enables you to refine your event layout, enhance content, and boost engagement, ensuring future events are even more impactful.
  • Enhance Post-Event Value
    Giving exhibitors easy access to manage their own follow-up data helps them convert leads faster. When exhibitors succeed, your event gains a reputation for delivering results, making it easier to grow in the future.

If you are looking to improve the exhibitor experience and create a more engaging, data-driven event, eShow’s eConnect Lead Retrieval offers a comprehensive solution. With over 26 years of experience, eShow understands how to deliver seamless, reliable lead capture for events of all sizes.

Take a quick look at our webinar to discover how eConnect Lead Retrieval boosts exhibitor ROI and elevates your event:

Lead Capture That Works for You: Drive Exhibitor ROI and Increase Value

In this webinar, our lead retrieval expert, Lawrence Givens, Director of Onsite Solutions at eShow, demonstrates how eConnect Lead Retrieval simplifies lead capture, improves exhibitor engagement, and delivers measurable value across your events.

Watch the Webinar Recording

By integrating the right lead retrieval tool, you can turn every interaction on the show floor into an opportunity for growth and stronger exhibitor relationships. Explore how eConnect Lead Retrieval can support your next event’s success today.

Ready to learn more? Let us know how we can help you get started.

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5 Expert Secrets to Drive Impactful Event Growth

If there’s one thing we’ve learned in over two decades of planning events, from intimate association meetings to large-scale conferences, it’s this: growth doesn’t happen by chance. It happens through intentional design.

Whether you’re looking to expand attendance, drive higher attendee engagement, or increase revenue, event growth comes down to strategic choices that center your audience, streamline operations, and deliver value before, during, and after the event. Here are a few “secrets” successful planners don’t always say out loud… but absolutely rely on behind the scenes.

1. Don’t Just Know Your Audience. Anticipate Their Needs.

Too many events are planned for people rather than with them. Always start with insights: surveys, behavior data from last year’s event, social media feedback, and even informal calls with longtime participants. The more you understand their goals, the more targeted (and successful) your programming and event marketing become.

Pro Tip: Use registration data and session attendance to personalize the event marketing for next year. Segment communications on interests or professional levels to improve response.

2. Automate Administrative Tasks to Elevate the Experience

Success stalls when planners are overwhelmed by logistics. Use event technology to manage badge printing, check-in, session tracking, and lead capture. This gives you more time to focus on strategy, programming, and engagement, which are the true drivers of growth.

Bonus: A smoother process improves perception. Quick check-in and easy badge pickup leave a strong first impression and set a positive tone for the rest of the event.

3. Focus on Engagement, Not Just Attendance

You can grow your numbers, but if people are zoning out or skipping sessions, the event is not reaching its full potential. Create interactive moments and build touchpoints that invite interaction—think guided networking, live polls, speaker Q&A sessions, and casual areas for spontaneous conversations.

And yes, mobile apps help. But they need to do more than list agendas—they should drive action and connection, enhancing attendee engagement and overall event success.

4. Revenue Grows When Relevance Is Clear

Sponsors and exhibitors don’t come back unless they see ROI. Work closely with your sales team to strengthen your value proposition. Highlight the quality of leads, opportunities for exposure, and measurable post-event impact. When exhibitor goals align with attendee interests, growth naturally follows.

Pro Tip: Provide matchmaking tools and post-event analytics that demonstrate long-term value beyond booth traffic.

5. Keep Improving, Even If It’s Working

One of the most dangerous things we hear from other planners is, “We’ve always done it this way.” Growth demands evolution. Do a full debrief with your team and vendors after every event. What worked? What felt clunky? What do attendees want more of?

If you’re not changing, you’re falling behind.

Pro Tip: Feedback is critical for continuous improvement in your event strategy, and it keeps your events innovative and relevant.

Final Thoughts: Growth Isn’t Just Bigger. It’s Better.

A “bigger” event doesn’t automatically mean a better one. True growth shows up in attendee satisfaction, sponsor retention, and your own bandwidth as a planner. When your systems are solid, your content resonates, and your team has time to think creatively — that’s when events take off.

And trust us: the smartest growth event strategy is the one that leaves you with more time to innovate and less time scrambling behind the scenes.

By incorporating these event planning strategies and focusing on attendee engagement, event marketing, and leveraging event technology, your events will thrive, attracting more attendees, sponsors, and long-term success.

At eShow, we specialize in providing event management solutions that streamline logistics, enhance attendee engagement, and deliver measurable results. Our comprehensive platform helps planners manage everything from registration to post-event analysis with ease, ensuring your events run smoothly and exceed expectations.

Connect with us today to learn how we can help you elevate your next event to drive long-term, impactful, and sustainable growth. 

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The Power of On-Demand Badge Printing: Ditch Long Lines and Late Nights

For many event planners, the traditional method of badge management involves pre-printing badges and organizing them alphabetically for distribution. This approach, while seemingly straightforward, often results in a plethora of logistical challenges. The sheer volume of attendees can make managing these badges cumbersome and prone to errors, which can detract from the overall event experience.

Inefficiencies and Delays

Pre-printing badges inherently comes with the risk of inaccuracies, such as incorrect names or affiliations. This necessitates additional resources to make corrections, often at the last minute. Furthermore, pre-printed badges require organizers to manually sort and stuff them into holders—a time-consuming task that can extend well into the night before the event. These inefficiencies not only increase operational costs but also strain staff resources, leading to fatigue and reduced productivity.

  • Errors and last-minute changes often create unnecessary stress.
  • The process leaves little room for personalization, missing an opportunity to enhance the attendee experience.

Cumbersome Check-In Processes

The reliance on pre-printed badges can lead to long check-in lines as attendees wait for staff to locate their badge among hundreds or even thousands. This not only delays entry but also sets a negative tone for the event, potentially affecting attendee satisfaction and engagement from the outset.

  • Long wait times can lead to frustration, diminishing excitement.

The initial check-in interaction is a critical touchpoint that impacts the event’s image.

eShow badge printer


The Power of On-Demand Badge Printing

On-demand badge printing offers a dynamic solution to these challenges, providing a seamless and efficient alternative that benefits both organizers and attendees. This technology transforms the check-in process, creating a more fluid and positive experience for everyone involved.

Real-Time Personalization

With on-demand badge printing, badges are created at the point of check-in, allowing for real-time personalization. This ensures that each badge is accurate and up-to-date, reflecting any last-minute changes in attendee information. This level of customization enhances the attendee experience by ensuring that each participant receives a badge that accurately represents their identity and affiliation.

  • Real-time personalization enhances networking and interaction.
  • The ability to include QR codes or RFID tags integrates seamlessly with other event technologies.

Streamlined Check-In Experience

By eliminating the need to sort through pre-printed badges, on-demand printing drastically reduces check-in times. Attendees can simply provide their registration information, and their badge is printed instantly. This rapid process minimizes wait times and allows attendees to enter the event promptly, improving overall satisfaction and engagement from the start.

  • Staff can engage with attendees more personally, improving customer service.
  • A streamlined process creates a positive atmosphere from the outset.

Resource-Efficient

On-demand printing reduces waste by minimizing the number of unused pre-printed badges. It also decreases the need for additional staff to manage badge distribution, allowing event planners to allocate resources more effectively.

  • Sustainability: Reduces environmental impact through minimized waste.
  • Cost-efficient: Focus resources on critical aspects of event management.

Implementing On-Demand Badge Printing

For event planners looking to implement on-demand badge printing, understanding the necessary tools and technologies is crucial. Successful integration of this system requires careful planning and consideration of various factors.

Choosing the Right Technology

Selecting the right badge printing software and hardware is essential for smooth implementation. Ensure the solution integrates seamlessly with your registration systems and provides user-friendly interfaces for both staff and attendees.

  • Look for cloud-based solutions and mobile compatibility.
  • Choose systems that support scalability and include security features for data protection.

Training and Setup

Proper training for staff is vital for the efficient operation of on-demand printing systems. Staff should be familiar with the software, troubleshoot common issues, and understand the check-in flow.

  • Conduct mock check-in sessions to ensure efficiency.

Train staff on customer service skills to enhance attendee interaction.

eShow badge


Real-World Success


Corporate Events

On-demand badge printing has greatly streamlined large-scale corporate events. Attendees appreciate the quick, accurate badge printing and the personalized experience. This flexibility is crucial in maintaining a professional image and ensuring success.

Non-Profit Fundraisers

For non-profits, on-demand badge printing has been a game-changer. It reduces check-in times and creates a more welcoming atmosphere for donors, improving engagement and long-term support.

Conclusion

On-demand badge printing is a transformative solution for event planners seeking to enhance efficiency and attendee experience. By reducing long check-in lines and eliminating the need for late-night badge stuffing, this technology allows organizers to focus on what truly matters—delivering an exceptional event experience.

Ready to revolutionize your event check-in process?

Explore eShow’s on-demand badging solutions, designed to enhance efficiency, personalization, and sustainability. Our experts are here to help you implement the perfect badging solution for your next event. Connect with an eShow expert today to streamline your event management and leave a lasting impression on your attendees.

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Top 3 Best Practices for Event Registration

Streamlining event registration and check-in processes is essential for a smooth and successful event.

Efficient registration and check-in processes significantly improve the attendee experience and establish the tone for the entire event. They also reduce staff workload and help maintain data accuracy.

Importance of Streamlined Registration and Event Check-In

Effective registration and check-in processes are vital for several reasons:

  • First Impressions: The registration process is often the first contact attendees have with your event. A smooth experience sets a positive tone.
  • Data Accuracy: Accurate registration data is crucial for event planning, marketing, and post-event analysis.
  • Time Efficiency: Streamlined processes save time for attendees by reducing wait time and event staff by improving the event planning process.

Top 3 Best Practices for Event Registration

  1. Simplify the Registration Process: A complicated registration process can deter potential attendees. To make it easier, require only essential information and offer multiple registration options. Utilizing eShow’s Registration Management System allows you to create user-friendly forms that gather necessary data without overwhelming registrants.
  2. Automate Emails: Providing immediate confirmation emails to attendees is crucial. Automated confirmation emails reassure attendees that their registration is complete and should include event details, payment confirmation, and any necessary instructions. eShow’s platform can automatically send customizable eBlasts and detailed confirmation emails. This helps to reduce the workload for event staff. It also ensures timely communication, which improves attendee satisfaction.
  3. Utilize Smart Technology Solutions: Transitioning from traditional check-in methods to modern technologies will significantly enhance the attendee experience. Innovative solutions like digital registration kiosks, print-on-demand badges, QR code scanning, and mobile app systems dramatically reduce wait times — while providing an effortless process that elevates the entire event for your attendees.

Enhance Engagement and Support

Incorporating these best practices not only streamlines registration and check-in but also enhances attendee engagement. Tools like eShow’s mobile app can facilitate real-time updates, notifying attendees of session changes or important information.

By leveraging these three best practices and eShow’s advanced event technology, you’ll offer a smooth, efficient experience that keeps attendees excited to return year after year.

Ready for a Game-Changer? Don’t Miss This Exclusive Webinar
Watch eShow’s highly attended webinar where experts share actionable strategies to streamline your event registration and boost attendee satisfaction. Make sure you catch the Q&A session, packed with exclusive insights and answers to real-world challenges faced by event planners.

Take the Next Steps to Make Your Event Planning Easier
eShow is your ultimate partner for saving time, reducing complexity, and ensuring event success. 

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AI for Event Management: Transforming the Role of Event Planners

Artificial Intelligence (AI) is revolutionizing various industries, and event management is no exception. By integrating AI, event planners can streamline operations, enhance attendee experiences, and maximize return on investment (ROI). This blog post explores how AI impacts the role of event planners, clarifies what AI is and isn’t, and provides strategies for turning AI into ROI, all while leveraging eShow’s suite of products.

Understanding AI: What It Is and What It Isn’t

What is AI?

Artificial Intelligence refers to the simulation of human intelligence in machines that are programmed to think and learn like humans. These systems can perform tasks that typically require human intelligence, such as recognizing speech, making decisions, and translating languages. AI encompasses several technologies, including machine learning, natural language processing (NLP), and robotics.

What Isn’t AI?

AI is often misunderstood and conflated with terms like automation and advanced analytics. While automation involves using technology to perform tasks without human intervention, it doesn’t necessarily involve learning or adapting like AI. Similarly, advanced analytics can process large data sets to uncover insights but lacks the cognitive capabilities of AI systems to learn from and adapt to new data.

Clarifying Common Misconceptions

  1. AI vs. Automation: Automation performs repetitive tasks without adaptation, while AI learns and improves over time.
  2. AI vs. Data Analytics: Data analytics processes and analyzes data, but AI uses this data to make decisions and predict outcomes.

For a deeper understanding of AI, visit Freeman’s AI Basics.

How AI Impacts the Role of Event Planners

Enhanced Efficiency

AI can significantly enhance the efficiency of event planning by automating time-consuming tasks. For instance, AI-powered chatbots can handle attendee inquiries, registration, and feedback collection, freeing up event planners to focus on more strategic aspects of the event. A streamlined suit of tools helps implement these processes, ensuring smooth and efficient event management.

Data-Driven Decision Making

AI helps event planners make data-driven decisions by analyzing vast amounts of data and providing actionable insights. Predictive analytics can forecast attendee behavior, preferences, and engagement levels, allowing planners to tailor their events accordingly. eShow’s analytics tools offer comprehensive insights, helping planners optimize their strategies.

Personalized Attendee Experiences

AI enhances attendee experiences by providing personalized recommendations based on individual preferences. For example, AI can suggest sessions, networking opportunities, and exhibitors that align with an attendee’s interests. eShow’s mobile app enables attendees to create their own personalized schedules and real-time updates, creating a more engaging event experience that is ultimately more valuable both for attendees and vendors.

Turning AI into ROI

Optimizing Resource Allocation

AI helps optimize resource allocation by predicting attendee turnout and engagement levels. This ensures that resources such as staffing, catering, and venue space are allocated efficiently, reducing waste and increasing ROI. 

Enhancing Lead Generation and Conversion

AI-powered lead retrieval systems capture and analyze attendee data in real time, identifying high-quality leads and prioritizing follow-ups. This increases the likelihood of converting leads into sales, boosting revenue. eShow’s lead retrieval tools allows for converting potential leads into clients conveniently. Streamline the lead conversion process effortlessly through our Live Lead Sync, Analytics, Editable Qualifiers and Surveys, and more.

Automating Administrative Tasks

By automating administrative tasks such as scheduling, registration, and feedback collection, AI reduces the workload on event planners, allowing them to focus on more value-added activities. This increases productivity and improves the overall efficiency of the event. eShow’s Conference Management System streamlines these tasks, enhancing operational efficiency.

Real-Time Adjustments

AI enables real-time adjustments during events by monitoring attendee behavior and engagement levels. For example, if a particular session is drawing a larger crowd than expected, AI could suggest reallocating resources or adjusting schedules to accommodate the increased interest. This adaptability ensures a smooth and successful event. With AI, event management tools can provide real-time insights, allowing planners to make informed decisions on the fly.

Embracing AI for Event Management Success

Artificial Intelligence is transforming the event management industry, offering tools and strategies that enhance efficiency, personalize attendee experiences, and maximize ROI. By understanding what AI is and isn’t, and leveraging its capabilities, event planners can stay ahead of the curve and deliver exceptional events. eShow’s comprehensive suite of tools provides the support needed to integrate AI into your event planning process successfully.For more information on how eShow’s tools can help you harness the power of emerging technologies like AI, schedule a demo today.

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