It's the same story at every trade show, conference, and exhibition. Your team spends thousands getting to the event. They have great conversations. They walk away with 150 contacts in a CSV and no idea who to call first. By the time the CSV is cleaned and imported, the leads have gone cold.
"We spent £40,000 at Hannover Messe. Three weeks later we'd followed up with 30 out of 200 contacts. I couldn't even remember who half of them were."
— Sales Director, industrial manufacturer · 85 employees
"We came home from ADIPEC with 214 contacts, 47 hot leads scored above 80, and 18 meetings already booked. Our sequences fired on Saturday morning. I had nothing to do except review the report."
— Field Marketing Manager, energy services company
Whether you're on the show floor at Hannover Messe, in a meeting room at HIMSS, or at a networking dinner after the main conference day — BoothMaven captures the contact in whichever format makes sense in that moment.
At most trade shows, conferences, and exhibitions today, every registered attendee has a badge with a QR code or barcode. BoothMaven reads it in under 2 seconds. Name, company, job title, and email — populated automatically from the event registration system. Your rep doesn't type a single character.
Works at Hannover Messe. Works at HIMSS. Works at Dreamforce sponsor booths. Works at GITEX, ADIPEC, Gulfood, and every event that issues standard attendance badges. If the badge has a scannable code, BoothMaven reads it.
Event Manager note: No activation or per-event setup needed with the organiser. BoothMaven reads the standard QR badge format used at virtually every major show. Just open the app and scan.
In many industries — manufacturing, healthcare, construction, finance — business cards are still the dominant exchange format. BoothMaven's OCR engine photographs the card and extracts the full contact record: name, title, company, email, phone, website, and LinkedIn URL. Multi-language support includes Japanese, Korean, Chinese, and Arabic.
The moment the card is scanned, Apollo.io enrichment fires automatically on Essential and Business plans — appending company size, industry, revenue estimate, funding stage, and tech stack to the contact record before the conversation has ended.
Best for: Finance conferences, medical congresses, legal summits, construction exhibitions — anywhere that physical cards are still the primary exchange format.
Some contacts don't have a scannable badge or a physical card on hand — the connection happens in the lunch queue, the corridor between sessions, or a private meeting outside the main hall. Manual entry takes under 30 seconds with BoothMaven's structured form, and the contact gets the same qualifying questions, voice note prompt, and CRM sync as any other capture method.
All three methods produce the same result: a structured, scored, CRM-ready contact record with notes, qualifying data, and enrichment — regardless of how the capture happened.
Exhibition halls, conference centres, and trade show venues are notoriously poor WiFi environments. Thousands of devices competing for the same signal. Dead zones on the far end of the hall. The organiser's network dropping every twenty minutes. BoothMaven was designed for this reality from day one.
The entire BoothMaven mobile app runs with full feature parity offline — not a reduced mode, not a "capture now, configure later" fallback. Every badge scan, voice note, qualifying answer, digital card share, and meeting booking works exactly the same whether you have five bars of signal or zero. Everything queues on-device and syncs automatically the moment connectivity returns.
Event Manager note: You will not need to coordinate with the venue's IT team. You will not need the organiser's WiFi code. You will not need to worry about whether the signal holds during the peak 11am–1pm floor rush. Just open the app and start capturing.
BoothMaven was built for any event where you have a presence and a reason to capture contacts — whether that's a 3-day industrial trade show in Germany, a sponsor booth at a SaaS conference in San Francisco, a regional healthcare exhibition in Dubai, or a brand activation at a food expo in London.
Hannover Messe. IMTS. ADIPEC. CONEXPO. Badge volumes of 50–200 per day. Cards from international visitors. Card OCR with multi-language support critical. Business card scanner on all plans.
Dreamforce. AWS re:Invent. SaaStr. Web Summit. Sponsor booths and exhibition areas where badge QR scanning is the primary capture method. Content intelligence for tracking SaaS buying signals.
HIMSS. Arab Health. MEDICA. CPHI. Complex qualifying requirements, compliance-sensitive data handling, and meeting records needed for audit. Voice notes and structured qualifying critical.
Gulfood. Anuga. SIAL. HORECA. Buyer and distributor capture. Returning buyer detection critical. QR stickers on product displays, samples, and display stands.
Money 20/20. Sibos. Legal Week. Business card exchange dominant. Meeting records for compliance audit trails. Voice notes critical for capturing deal context.
GITEX. CERAWeek. Solar Power International. Long sales cycles — lead enrichment, scoring, and 90-day email sequences essential. Company size and project data appended automatically.
"Works at any event where you have a presence and need to capture contacts — regardless of whether it's called a trade show, conference, exhibition, expo, summit, congress, or anything else."
If the event issues a badge, BoothMaven reads it. If it doesn't, your team types it in or scans the card.
Capturing the contact is table stakes. What happens next — the qualification, the meeting, the follow-up, the CRM record — is where most event programmes fall apart. BoothMaven handles all of it.
Under 2 seconds. Contact lands in HubSpot or Salesforce with event context, rep assignment, and timestamp. No post-event import required. The data is there before the next visitor arrives at the booth.
The rep answers 3–5 qualifying questions on the same screen, immediately after the scan. Budget approved? Timeline? Decision-maker? Current vendor? Answers map to CRM properties on Essential and Business. Lead score calculated automatically from 0–100. Top leads visible instantly on the web dashboard.
30 to 60 seconds of spoken notes capture what the qualifying form can't — the CEO mentioned their budget cycle opens in Q4, the procurement head referenced a specific competitor, the R&D lead asked about a specific integration. Auto-transcribed on Essential and Business plans. Synced to the CRM contact record as a note.
The rep shares their digital business card via QR or WhatsApp while the visitor is still standing there. On Essential, the card view — when the visitor opens it — triggers a named Content Signal in the CRM. On all plans, the rep can book a follow-up meeting on the spot before the visitor walks away.
The morning after the event ends, BoothMaven triggers personalised follow-up email sequences tiered by lead score — hot leads get one sequence, warm leads another. No rep action required. On Business, each email is AI-personalised using the voice note transcription, qualifying answers, and content engagement signals. 100% follow-up rate, every time.
Published flat pricing. Unlimited events on all monthly plans. No per-event scanner rental fees. No sales call required to get started.
Up to 3 users · Unlimited events · Perfect for solo exhibitors and small teams at 1–2 shows per month.
Get StartedUp to 10 users · Unlimited events · For sales teams attending 4–10 events per year who want to replace 3–4 separate tools.
Get StartedUnlimited users · Unlimited events · For enterprise GTM teams running 10+ events per year globally.
Get StartedSingle Event licences from $99 per event for teams exhibiting once or twice per year. No monthly commitment required.
More questions? Talk to our team — same-day response.
Yes — BoothMaven works at any event where you have a booth or exhibition presence, regardless of what it's called. It's used at trade shows (Hannover Messe, IMTS, ADIPEC), conferences with sponsor or exhibition areas (Dreamforce, HIMSS, Web Summit, AWS re:Invent), standalone exhibitions (Arab Health, GITEX, MEDICA), international expos (Gulfood, Anuga, SIAL), and industry summits and congresses worldwide.
The distinction matters because event vocabulary varies by industry and geography: "trade show" is most common in the US; "exhibition" is dominant in the UK, Europe, and APAC; "conference" is standard in tech, healthcare, and finance. BoothMaven works identically across all of them. If the event issues a badge, we scan it. If it doesn't, your team uses card OCR or manual entry.
The rented badge scanner gives you a CSV at the end of the event. BoothMaven gives you a CRM record in real time. Here's the full comparison:
Cost: Rented scanners typically cost $300–$500 per event per device. At 5 events per year with 3 reps, that's $4,500–$7,500/year just in scanner hardware. BoothMaven Capture is $49/month — $588/year — for unlimited events with up to 3 users.
Data: The rented scanner exports a flat CSV with name, company, and email. BoothMaven adds qualifying question answers, lead score, voice note, Apollo.io company enrichment, meeting records, and content engagement signals — all synced directly to HubSpot or Salesforce.
Follow-up: With the rented scanner, someone has to clean and import the CSV, then build follow-up sequences manually. BoothMaven syncs in real time and fires post-event sequences automatically the morning after.
Organiser dependency: The rented scanner only works at that specific event and requires setup with the organiser. BoothMaven reads standard badge QR codes at any event worldwide and requires no organiser coordination.
Nothing is lost. BoothMaven's mobile app stores all captured data on-device regardless of connectivity. Every badge scan, card photo, voice note, qualifying answer, and meeting booking is saved locally and syncs automatically to your CRM when connectivity returns — whether that's your rep's cellular connection, the venue WiFi coming back, or the hotel WiFi that evening.
This is full offline operation, not a degraded mode. The app runs with complete feature parity regardless of internet connectivity. Convention centres and exhibition halls are notoriously unreliable WiFi environments; we built BoothMaven's offline capability as a core product requirement, not an afterthought. At GITEX Global, where thousands of devices compete for shared WiFi, entire teams have run full days of capturing without a single lost contact.
Yes. HubSpot basic sync is included on the Capture plan ($49/month). HubSpot full field mapping — where qualifying question answers map to named HubSpot contact properties — is included on Essential ($149/month) and Business ($399/month). Salesforce basic sync is on Essential and Business. Salesforce custom field mapping and two-way meeting sync are Business-only features.
Contacts sync within seconds of capture when online. When offline, they sync automatically on reconnection. BoothMaven maintains a 99.5% CRM sync success rate across all events. The web portal shows a live sync log per contact with success/failure status, so your Marketing Ops team can confirm that every lead reached the CRM without running a manual reconciliation.
Under 5 minutes from account creation to first captured contact on your phone. The onboarding checklist covers 23 items and guides you through event creation, qualifying question setup, CRM connection, and team assignment. Most teams complete the checklist in one session, typically the day before the event.
For teams using CRM integration, the Salesforce or HubSpot connection takes one OAuth click and under 60 seconds. Field mapping configuration for qualifying question answers adds 10–15 minutes on first setup. For subsequent events, creating a new event in BoothMaven takes under 2 minutes — the qualifying questions, CRM mapping, and team assignments carry over.
Lead retrieval software — the category that includes tools like Cvent's iCapture, CompuSystems, and organiser-provided hardware — captures contact data from event badge scans and exports it. That is the first of three layers BoothMaven operates on.
BoothMaven is a complete exhibitor platform that goes beyond lead retrieval to cover: Layer 1 — Contact capture (badge scan, card OCR, manual entry, real-time CRM sync); Layer 2 — Meetings (on-spot booking, pre-event scheduler, booth booking link); and Layer 3 — Content intelligence (digital business cards, content microsites, QR sticker tracking, named engagement signals). No lead retrieval tool covers all three layers. BoothMaven is the only platform that does.
No scanner rental fees. No post-event CSV import. No cold leads three weeks later. BoothMaven captures, qualifies, and follows up — so your team doesn't have to.
