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Trade expo and exhibition registration software for India

Trade shows run on two things: getting the right visitors through the door, and giving exhibitors leads they can actually follow up on. Between pre-registration, a walk-in kiosk with badge printing, booth QRs that capture scans as leads, GST invoicing for booth packages and a live footfall dashboard, that's the whole show on one platform. Yours.

What runs on the expo floor

Who runs their shows on this

• Industry trade shows: auto expo, jewellery, textiles, tech, food & beverage
• Consumer expos: wedding fairs, education fairs, real estate expos
• B2B buyer-seller events with hosted-buyer programmes and matchmaking
• Association and chamber shows with 500+ exhibitors
• Regional trade councils, export promotion councils, MSME expos

A real exhibition timeline

Three-day jewellery expo at Bombay Exhibition Centre, Goregaon. 187 exhibitor booths, 14,200 pre-registered visitors, projected 22,000 walk-ins. Two of those days were during the monsoon, but the halls held up. Here is how the tool actually held the crowd.

T-60 days. Exhibitor onboarding through the Booth Portal. Every exhibitor filled a self-serve form: booth number, category (bridal / gold / diamond / silver), sponsor tier. GST invoices auto-issued through the exhibitor's own Razorpay flow. 174 of 187 booths paid in the first three weeks. The 13 stragglers were followed up via Ask Desk: "list exhibitors who haven't paid".

T-30. Visitor registration opened. Multi-category form: Buyer, Trade Visitor, Media, VIP. Trade visitors uploaded a GST cert for verification (auto-check via file field). By T-14, 8,400 registered. Live footfall projection recalculated daily.

T-14. Sponsors got their private CRM view. The three title sponsors got the platinum lounge access QR to distribute among their invited VIPs.

T-7. Category-coloured badge templates finalised. Buyer=blue, Trade=green, Media=red, VIP=gold. Kiosk hardware tested at BEC (three thermal printers, two tablets each).

Show day, 09:00. Kiosk running. Walk-in-to-badge median: 71 seconds. Peak hour saw 2,140 badges printed. One printer jammed at 11:40, second printer absorbed the queue without a slowdown.

During the show. Booth scanning captured 47,300 lead scans across three days. Every exhibitor could download their own CSV in real time. One diamond exhibitor closed a ₹4.2 lakh order on Day 2 from a scan on Day 1. Sponsor Reporting rolled up scans-by-booth for the title sponsors.

T+7. Post-event NPS to exhibitors: 71% response, 68 NPS. Renewal conversation started Day 12.

What breaks when you use a general tool for exhibitions

The moment you tell an exhibitor "your leads live in this Google Form response CSV", you have lost them. Exhibitors want a dashboard, not a spreadsheet from you. They want to scan a badge and see the visitor's company, designation and notes in the same view. They want to CSV-download at 3 PM without emailing you.

Eventbrite treats every visitor as a paid ticket, which is wrong for a free trade visitor tier. Google Forms has no concept of category-coloured badges. WhatsApp broadcast cannot handle 22,000 recipients without being flagged as spam by afternoon.

Booth staff logins are the other break. A general tool has one login. Your title sponsor wants five people to scan simultaneously across their booth. Without staff-level logins per exhibitor, either everyone shares one password (audit nightmare) or exhibitors use pen and paper.

The killer is sponsor reporting. Sponsors paid ₹8 lakh for the platinum tier. At the end of the show they want a PDF with "these leads visited your booth, this was your share of voice, this was your engagement rate". Without a platform that thinks in booths and scans, that PDF is a 40-hour post-event manual project. With one, it is a button.

The modules exhibition organisers use most

Common questions