Different groups of attendees, different needs
A trade show means handling several groups at once. Visitors expect a simple sign-up and a smooth entry, exhibitors register the staff working their stands, and partners, media and special guests may need different forms, badges and scopes of access.
Running those processes in separate tools means joining lists by hand and updating data in several places. That makes organizing entry harder, along with preparing reliable summaries once the show is over.
In CONREGO each group can use its own registration path, while all the submissions land in one database. The same data is then used for communication, check-in, access control and reporting.
What does running a trade show look like in CONREGO?
A sample process for running a trade show - from opening sign-ups to reports on registration and attendance.
You prepare separate registration processes
Visitors, exhibitors, partners, media representatives and VIP guests can use different sign-up paths, matched to their role and the terms of their participation.
Visitors can be given an open form, and exhibitors - group registration that lets them submit the staff working their stand. Selected people, in turn, can receive personalized invitations with individual links.
You publish a website and communicate with attendees
In CONREGO you can prepare a trade show website with the programme, organizational information and registration forms.
Each group is sent the messages that suit it. Visitors can receive tickets or QR codes, and exhibitors - information about setting up their stand, entry for staff and the organizational rules.
You handle entry and control access
At the reception desk staff scan QR codes or look attendees up by the details held in the system. Badges can be prepared in advance or printed on site once attendance is marked.
At the entrances to business zones, conference rooms or areas set aside for particular groups, the system lets you check an attendee's permissions and record their passage.
You prepare reports once the show is over
After the event you can build reports on registration and recorded attendance by day, by group of attendees and by access control point.
If staff record entries and exits consistently, the reports can also help analyse the use made of individual zones and the interest in parts of the programme. The data can go into summaries for your team, exhibitors, partners and sponsors.
Attendance reports for exhibitors and partners
Attendance data can be an important part of the summary of a trade show, and of the offer prepared for the exhibitors, partners and sponsors of the next edition.
In CONREGO you can build reports covering, among other things, the number of registered attendees, attendance marked by day and by group, and QR code readings at individual access control points.
Reports are available in XLSX format, so the data can be used when preparing presentations, summaries and sales materials.
If staff record both entries and exits consistently, a report can also help establish how long attendees spent in a selected zone.
Want to improve registration and entry at your trade show?
Set up a free trial account and see how CONREGO supports the registration of visitors, exhibitors and partners, badge printing, check-in and access control.
You can also book a demo, where we will show the system features that matter most in running trade shows and industry events.
Frequently asked questions
Yes. Group registration lets one person submit several of an exhibitor's staff within a single process.
Each member of the team is recorded as a separate attendee, so each can receive their own QR code, organizational messages and a badge with the appropriate marking. The organizer can also set the maximum number of people a single exhibitor may submit.
You can prepare different badge templates, markings or colours for individual groups. That makes it easier for staff to recognize an attendee's role without checking a separate list.
Once a QR code is scanned, the system can also show the details and permissions assigned to that person - access to the exhibitor zone, the conference area or the VIP zone, for instance.
You can run several reception desks working at the same time on the same attendee database. QR codes can be scanned with laptops and readers, or with smartphones and tablets running the CONREGO Check-in app.
Reading and verifying a code takes very little time, but the throughput you actually achieve also depends on the number of desks, the layout of the space and how well prepared the visitors are.
Yes. Basic visitor registration can be free, while additional workshops, accompanying conferences or other parts of the programme are paid.
The attendee selects them during registration and, depending on the configuration, moves on to online payment. The option purchased can then serve as the basis for checking the right to take part once the QR code is scanned at the entrance to the relevant room or zone.
You can prepare reports covering, among other things, the number of submissions, the attendees marked as present and the QR code readings at individual access control points.
Reports can be broken down by day, by group of attendees, by room and by zone. If staff record both entries and exits consistently, the data can also help establish how long attendees spent in selected areas. Reports can be exported to XLSX format.
Laptops and QR code readers can be used at the reception desk. For mobile access control, a smartphone or tablet with the CONREGO Check-in app and an internet connection is enough.
If you want to print badges on site, you also need a suitably configured printer and a computer station.
Yes. An exhibitor's representative can scan the QR code on a visitor's badge, and CONREGO will build a list of the contacts gathered this way.
The organizer should establish beforehand which data may be shared with exhibitors, inform attendees about it and make sure there is an appropriate basis for processing it.
Yes. Recipients can be selected by their category, submission status, registration language and the participation options chosen, among other things. That lets you prepare separate communication for each group.
Visitors can be sent a ticket and information about entry, exhibitors - instructions on setting up their stand and registering staff, and partners or VIP guests - messages matched to their scope of participation.
Yes. Visitors can sign up through a publicly available form, while partners, media representatives and special guests receive individual links leading to separate registration paths.
The form reached from an invitation can be partly filled in with the details imported earlier. All the submissions stay in one attendee database, though.
Yes. You can prepare a multilingual trade show website along with the appropriate versions of the registration forms for attendees from abroad.
CONREGO does not translate content automatically. Field names, descriptions, notices and messages have to be prepared separately in each language used.