Sound familiar?
Where stand leads go missing
- The stand is busiest when nobody has a hand free to captureYour peak hours produce your weakest data
- A badge scan with no note attachedA week later, nobody knows who this was or why they stopped
- Shift gaps, or everyone on lunch at onceVisitors walk past an empty stand
- Staff don't know which visitors or accounts matterYour best prospect gets the same pitch as a student
- Stand staff and floor walkers never compare notesThe same company gets two disconnected conversations
- Leads from the organiser's scanner arrive later with no notesFollow-up starts cold and late
- Nobody owns the follow-up once the stand comes downThe investment ends when the van is packed
What changes with Beagle
Before, on the day and after
Before the show
- Switch the show into exhibiting mode.
- Plan shifts and handovers, so cover is clear.
- Share one target list and stand objectives with everyone on shift.
- Send booking links so key prospects reserve time on the stand.
On the day
- Scan badges and business cards, then add a 20-second voice note for context.
- One-line Fast Log when the stand is packed.
- Every capture from every team member lands in one workspace.
- Flag hot leads so the right person follows up.
- When it's quiet, send someone to walk the halls; their captures land in the same place.
After the show
- Follow-ups owned and dated for every conversation.
- AI-drafted follow-up emails, ready to personalise.
- Review pack: plan vs actual and cost per qualified visitor.
- A team verdict on whether to rebook.
In detail
Run the stand as one team
01
Shifts and handovers, sorted.
Plan who is on and when, so the stand is never empty and the next shift picks up where the last one left off.
- 09:00 to 12:00Rep A, Rep B
- 12:00 to 14:00Rep C, Rep D
- 14:00 to 17:00Rep A, Rep C
02
Scan, then say why.
A badge or card gives you the name; a short voice note gives you the reason to call.
- ScannedJ. Carter, Ops Director
- Voice noteWants pricing for 3 sites
- HeatHot
03
One place for the whole stand.
Everyone's captures in one workspace, with no end-of-day spreadsheet to stitch together.
- Rep A11 visitors
- Rep B8 visitors
- Rep C9 visitors
04
Walk the halls between rushes.
Quiet hour? Send someone to visit target exhibitors a few aisles away.
- Brightway EnergyVisited
- Harbour LogisticsVisited
- Kestrel SystemsTo visit
05
Follow-up that outlives the stand.
Every promise owned and dated, with drafted emails ready to send.
- Send pricing · Rep AToday
- Book site visit · Rep BTomorrow
- Share case study · Rep CFri
The playbook
How strong stand teams work a show
Brief the stand before the doors open
Everyone knows the targets and the pitch.
In Beagle: Shared targets and goals
No scan without a sentence
Context is what makes a lead usable.
In Beagle: Voice note on every capture
One host per visitor
No duplicate pitches, clear ownership.
In Beagle: Captures tagged to the team member
Use quiet hours to walk the floor
Your target exhibitors are only a few aisles away.
In Beagle: Visiting and exhibiting in one workspace
Debrief at close each day
Day two improves on day one.
In Beagle: Daily capture counts
Follow up within 48 hours
Interest fades once the show ends.
In Beagle: Follow-ups and drafted emails
Judge the stand by qualified conversations, not scans
Volume flatters; quality pays.
In Beagle: Lead heat and cost per qualified visitor
What you can measure
The numbers a stand manager gets
- Visitors captured per shift
- Qualified share
- Hot leads
- Meetings held vs booked
- Cost per qualified visitor
- Follow-ups completed
- Rebook verdict
Questions
Questions stand managers ask
- Do we need the organiser's lead retrieval scanner?
- Beagle scans event badges and business cards on your team's own phones. You can use it alongside the organiser's scanner.
- Can several people capture at once?
- Yes. Every seat captures into the same workspace.
- What if the venue Wi-Fi is poor?
- Notes and logs are saved on the phone and sync when signal returns.
- Can we plan who is on shift?
- Yes. Exhibiting mode supports shifts and handovers across each day.
- Does it work for teams who visit and exhibit at the same show?
- Yes. Stand staff and floor walkers share one workspace.
Tools and reading