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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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Onsite Exhibit Sales: A Comprehensive Guide to Success

Successful onsite exhibit sales are crucial for the financial health and growth of trade shows and exhibitions. Managing these sales effectively requires meticulous planning, real-time management, and post-event analysis. This comprehensive guide will provide actionable tips for running successful onsite exhibit sales, integrating insights from industry best practices and leveraging eShow’s suite of products.

The Importance of Onsite Exhibit Sales

Onsite exhibit sales are the backbone of trade shows, generating significant revenue and driving engagement between exhibitors and attendees. Effective sales strategies ensure that exhibitors receive value, attendees find the products and services they need, and event organizers achieve their financial goals.

Benefits of Successful Onsite Exhibit Sales

  1. Increased Revenue: Onsite sales can significantly boost the event’s revenue.
  2. Enhanced Exhibitor Satisfaction: Efficient sales processes and strong support lead to higher exhibitor satisfaction and retention.
  3. Improved Attendee Experience: When exhibitors are satisfied, they are more likely to offer engaging and informative booths, enhancing the overall attendee experience.

Pre-Event Planning

Effective onsite exhibit sales begin long before the event starts. Here are some crucial steps in the pre-event planning phase:

Define Clear Objectives

Set clear, measurable goals for your exhibit sales. Objectives could include target sales figures, the number of booths sold, or the level of exhibitor satisfaction.

Actionable Tip: Use eShow’s Exhibit Sales Management tools to set and track these objectives. The platform allows you to monitor progress in real-time and adjust strategies as needed.

Market Your Event Effectively

Promote your event to potential exhibitors well in advance, starting with booking exhibitors for next year’s event as the current event is happening. After the most recent event, continue to promote your next event with a mix of email marketing, social media, and direct outreach to attract exhibitors. Highlight the benefits of exhibiting at your event, such as high foot traffic, targeted audience, and networking opportunities.

Actionable Tip: Create a comprehensive marketing timeline that outlines key milestones and promotional activities leading up to the event. Use eShow’s Exhibitor Marketing tools to automate and schedule these campaigns. Include a mix of content such as blog posts, case studies, and testimonials to showcase the value of exhibiting. Regularly update your event website with new information and use social media to generate buzz. By maintaining a consistent and strategic marketing effort, you can ensure maximum visibility and attract a high number of quality exhibitors.

Offer Early Bird Discounts

Encourage early sign-ups by offering discounts to exhibitors who commit while at the current event. This helps secure a baseline of committed exhibitors and generates early revenue.

Actionable Tip: Automate the discount application process using eShow’s Registration Management system, ensuring a smooth and hassle-free experience for exhibitors.

Onsite Exhibit Sales Strategies

Once the event begins, effective management and real-time adjustments are key to maximizing exhibit sales. eShow even provides onsite sales support to help maximize booth sales for your next event.

Streamlined Check-In and Setup

Ensure a smooth check-in and setup process for exhibitors. Provide clear instructions and support to help exhibitors set up their booths efficiently.

Actionable Tip: Use eShow’s Event Management platform to coordinate check-in times, assign setup assistants, and provide real-time support.

Real-Time Lead Tracking

Track leads in real-time to identify high-interest exhibitors and prioritize follow-ups. Use tools that allow exhibitors to capture and manage leads effectively.

Example: eShow’s Lead Retrieval system enables exhibitors to scan badges and collect contact details effortlessly, ensuring no potential lead is missed.

Communicate Important Information

Use eShow’s Exhibit Sales Management Tool to communicate important information like booth set up and dismantling times with exhibitors.

Actionable Tip: Schedule automated reminders and updates using eShow’s platform to ensure exhibitors receive timely information about critical details such as setup times, dismantling schedules, and any last-minute changes. 

Personalized Exhibitor Support

Provide personalized support to exhibitors throughout the event. Assign dedicated support staff to address any issues and ensure exhibitors have everything they need for a successful show.

Example: eShow’s Exhibitor Management tools allow for efficient communication and support coordination, ensuring that all exhibitor needs are promptly met.

Post-Event Follow-Up

Effective post-event follow-up is crucial for converting leads into sales and ensuring exhibitor satisfaction.

Collect Feedback

Gather feedback from exhibitors to understand their experience and identify areas for improvement. Use surveys and direct communication to collect detailed insights.

Actionable Tip: Use eShow’s Survey Tools to create and distribute post-event surveys. Analyze the results to make data-driven improvements for future events.

Analyze Sales Data

Analyze the sales data to evaluate the success of your onsite exhibit sales strategies. Look at metrics such as the number of booths sold, revenue generated, and lead conversion rates.

Example: eShow’s Analytics and Reporting tools provide comprehensive insights into your sales performance, helping you understand what worked and what didn’t.

Build Long-Term Relationships

Follow up with exhibitors after the event to thank them for their participation and discuss future opportunities. Building strong relationships with exhibitors ensures they return for future events.

Actionable Tip: Use eShow’s CRM Integration to manage post-event communications and maintain ongoing relationships with exhibitors.

Maximizing Onsite Exhibit Sales with eShow

Running successful onsite exhibit sales requires careful planning, real-time management, and effective follow-up. By leveraging eShow’s comprehensive suite of tools, event organizers can streamline the entire process, from pre-event marketing to post-event analysis. Implementing these strategies will not only boost your revenue but also enhance exhibitor satisfaction and improve the overall attendee experience.For more information on how eShow’s tools can help you achieve onsite exhibit sales success, book a demo today.

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