The Badge Scanner for Exhibitors
What is The Badge Scanner?
The Badge Scanner is an app-based system for exhibitors and sponsors at exhibitions to capture the details and interests of visitors they meet at the show.
It speeds up the process of capturing contact details, enabling the exhibitor to spend more time showcasing their products and services and ultimately meet more visitors.
It improves the quality of leads captured by allowing exhibition stand staff to capture meeting details, such as the products that the visitor expressed an interest with.
It transforms the way in which the sales leads are then handled. Your sales team can follow up leads while your event team is still on site.
Benefits for exhibitors and sponsors
The primary objective of most exhibitors is to maximise the number of leads collected. at the show, yet so many leads are not being followed up. The Badge Scanner helps exhibitors achieve more leads, and more conversions:
Instant capture
No more handwritten notes or typing long email addresses into a phone. The Badge Scanner is way faster, meaning your team has more time to do what you’re there for - meeting and selling to prospects.
Accuracy
We can all mishear a spelling, or find we can’t read our own handwriting! With The Badge Scanner contact details are straight from the registration database so far more likely to be correct.
Automatic backup
So many leads don’t get followed up because the notes are lost when packing up in a hurry, or a business card gets mixed up in the wrong pile. With The Badge Scanner the user’s phone sends the lead straight to the cloud. No more lost leads.
Richer lead data
Capture notes, products of interest, preferred follow-up timeframe and even photos or voice memos. Better lead data = more conversions.
Easy to use
The app is available from your favourite app store, and needs no special training to use.
Leads straight to the sales team
Why should prospects wait until your exhibition team have packed up, travelled had their post-event rest before they get the info they asked for? With The Badge Scanner the sales team can start following up leads even while the event is still live.
FAQs from Exhibitors
Getting started & using the app
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Yes. The Badge Scanner reads virtually any QR-coded or barcoded badge, whoever produced it. You can keep your existing registration provider and add lead capture on top. There is no lock-in and no requirement to move your registration.
Yes, however, this is dependent on your event organiser working with The Badge Scanner and sharing the attendee data with us.
It is available as a free download from the Apple Store and Google Play Store.
You provide two things: your visitor data and your exhibitor list. From there our team can email every exhibitor, onboarding every stand, answering questions, and send reminders to anyone who has not yet started. The setup work sits with us, unless you want to do it.
If you are a Company Admin (the person who the organiser considers to be responsible for your Company’s stand) then you will be sent this directly.
The Company Admin can then add their stand staff directly into the system, and an email including login information will be sent to those users.
Use your iPhone with iOS 13, or Android phone with Android 11, or more recent versions. Your phone must have a fair-quality rear-facing camera.
The Badge Scanner will work with some tablet devices but we highly recommend using it on a phone for the best exhibitor experience.
Getting your leads
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Leads are instantly saved to your secure online account. You can download your leads at any time via your Online Account. The leads are downloaded in Excel format, which can be imported into your CRM or marketing tools.
Yes, each of your users gets their own login and we use this to show who scanned each lead, as well as when it was captured.
The app will automatically back leads up to our server as long as your phone has a good internet connection.
Even if you lost or damaged your phone, any leads that were scanned and synced to the server will be saved.
All of the key contact information captured by the organiser during the registration process, plus the data your staff have captured at the show, e.g. products the visitor was interested in, follow-up timeframe, type of lead, notes, photos and voice notes.
You can download your leads in Excel format. The data is provided in a database-friendly format that you can upload to your CRM system.
Accordion Content
Technical support & troubleshooting
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Yes. Write your written notes for each lead, or if you prefer voice memos, we have that covered too.
Pro tip: If you have a microphone icon next to your device’s on-screen keyboard, that allows you to transcribe your voice notes. Transcribed notes can be easier to use than voice recordings after the event.
In every moment designing The Badge Scanner, our priority was that exhibitors don’t have to wade through instructions. Why? Because they won’t. They don’t have time. They get onsite (some 5 minutes before the show starts) and they just want to get scanning.
So from the initial invite to log in, to getting the post-event report, the experience is optimised for simplicity.
It just works. Let us give you a demo so you can see for yourself.
Purchasing licenses and pricing
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The licensing model is determined by the organiser and so is different for each event. However, if you are able to add users from your online account, then these are included within your licence. If not, you can contact us to request extra user licences.
If you have received this invite from us, then your user licence is part of your company’s allocation of free licences, or your colleague has agreed to purchase a licence for you. You won’t be required to pay any additional money for the licence.
No. Typically organisers will either:
- Include The Badge Scanner as part of the exhibition package
or - Allow exhibitors to purchase their own licence.
Including it as part of the package attains the best pricing, and gives you as the organiser a complete picture of how the show is performing for your exhibitors. That data is especially powerful when compared year on year, and helps you prove the relevance of the show when selling stand space.
If you choose to allow exhibitors to purchase their own licences, you can set the pricing, which may include some margin. Remember, you’re not just providing an app – you’re also providing access to the visitor data that you’ve captured, and that has a value.
This depends on the policy agreed between the event organiser and us. The event organiser must always agree to the use of the app on their event. Please contact us with the name of the event you are attending to find out the policy for enlisting exhibitors.
App features and customisation
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Yes. Write your written notes for each lead, or if you prefer voice memos, we have that covered too.
Pro tip: If you have a microphone icon next to your device’s on-screen keyboard, that allows you to transcribe your voice notes. Transcribed notes can be easier to use than voice recordings after the event.
Every exhibiting company can customise the app within your online account with up to 20 separate products or services. Then you can register that a stand visitor is interested in any of those products with a single tap.
We want the whole stand team to have access to The Badge Scanner, because that means more leads get captured and the event is more successful.
We agree on a number of licences per exhibitor with the organiser before the show. There is an option for exhibitors to buy additional user licences.
Every scan feeds into a single company account, so exhibitor stakeholders see performance across the full team in one place: leads per person, quality metrics, and when the stand was busiest so you can manage staffing.
No, you only need an internet connection (Wi-Fi or cellular) to download the app to each device, to log in, and to upload your scan data to the server. Once logged in, you can still scan badges even without an internet connection. Once you’re back online, your leads will update to your secure online account.
Sales management can view reports online for each member of their sales team at any time to track their activity levels at the event. The app also includes lead ranking and follow-up scheduling functionality, which sales management can use post-show to monitor follow-up activity.
If your stand staff take notes when they capture a lead, this can also be a useful tool for sales management to see how their sales proposition is being received at events.