Trade show lead capture
Lead capture that keeps the conversation.
MeetZaa is a trade show meeting management and lead capture platform built for exhibitors. Most tools capture who a person is. MeetZaa captures what they said, so every lead leaves the hall with context, a score and a follow-up ready to send.
Your first 20 meetings are free. Then from $99 per show. No card to start.
Tobias Weller
Operations Director · Nordvik Logistics
t.weller@nordvik.example
Card read. Lead created.
How does lead capture work in MeetZaa?
A rep scans the business card, taps Met, and records a voice debrief when the buyer walks away. MeetZaa turns that into a structured lead: contact details, a summary, what they asked for, an objection if there was one, the next step, and a lead score. The whole thing takes less time than writing a name on the back of the card.
- Business-card scan, no organiser hardware
- Voice debrief in the rep’s own words
- Works offline in the hall, syncs later
Three ways stands capture leads today
Two of them lose the conversation. One of them keeps it.
| Organiser badge scanner | Business cards and a spreadsheet | MeetZaa | |
|---|---|---|---|
| What gets captured | Identity from the badge | Identity from the card | Identity plus what was said, needed and promised |
| When it is written up | Never, unless someone types notes | The Monday after, from memory | At the stand, in about thirty seconds |
| Booked meetings and no-shows | Invisible to the device | Whatever is in the diary | On the same record, with a chase list |
| Follow-up | A template from the export | A template, a week later | Drafted the same evening from the debrief |
| Cost | Rented per device, per show, typically $250 to $700 | Free, plus a weekend of typing | From $99 per show for the whole team |
Badge scanner prices are the published range from show order forms; see what lead retrieval really costs. Some shows, such as ADIPEC, include scanning free, in which case rent it and use MeetZaa for the conversation.
Every lead arrives with a reason to write back.
The card gives you a name. The debrief gives you the trucks, the route, the cold-chain problem, the November window and the competitor quote. MeetZaa writes all of it up while the rep is already talking to the next person, and scores the lead so the good ones are obvious on the flight home.
Voice debrief, summary, lead score
Voice debrief
0:31
“Tobias, ops director at Nordvik. They run 40 trucks between Jebel Ali and Riyadh, cold chain breaks on the Saudi side. Wants a trial on two routes in November. Price sensitive, he mentioned a competitor quote twice.”
Walk-ins count exactly as much as booked meetings.
Many of the useful conversations at a stand were never in the diary. A walk-in gets the same record as a booked buyer: scan the card, tap Met, debrief when they leave. And when a booked buyer never arrives, one tap marks them No-show so they are chased tomorrow instead of forgotten.
Met and No-show, one tap each
Day 2 · 15:10 · Hall 4
Someone stopped by
No appointment, still on the record
Nothing waits for the hall wifi.
Big halls have terrible signal. MeetZaa saves the scan, the record and the voice note on the phone and syncs when a connection comes back. Transcription, scoring and the follow-up draft need the connection, so they appear a few minutes later. The capture itself never fails because of the network.
Offline capture, background sync
Lena Fischer
Buyer, Ostmark Retail
Saved on phone · will sync when connected
- Voice note saved, 0:24
- Card image saved
- Summary and score queued
It leaves the hall as your data, in your columns.
One row per conversation, with the summary, what they need and the next step as their own columns. It opens in Excel, imports into any CRM, and reads like a sales handover rather than a list of names.
CSV and Excel export
| Name | Company | Status | What they need | Next step |
|---|---|---|---|---|
| Tobias Weller | Nordvik Logistics | Met | Cold-chain trial, 2 routes, Nov | Proposal by Thu |
| Lena Fischer | Ostmark Retail | Met | Private-label range, Q1 | Samples to Vienna |
| Yusuf Al Amri | Sahara Build | No-show | Booked, did not arrive | Chase Day 3 |
What is trade show lead capture?
It is how an exhibitor records the people it meets at a stand so they can be followed up after the show. The weak version is a name and a company. The useful version is the name plus what was discussed, what the buyer needs and what happens next. MeetZaa captures the useful version in about thirty seconds.
Do I still need the organiser’s lead retrieval device?
Only if you need to read attendee badges. MeetZaa scans business cards and works from your booked meetings, so most stands do not need a rental at all. Official devices are rented per device, per show, typically $250 to $700 each before data fees.
How does the voice debrief become a lead?
The rep records a short note after the buyer leaves. MeetZaa transcribes it and writes it up as a summary, what the buyer needs, the objection raised, the agreed next step and a lead score with a one-line reason. The rep can edit anything before it is exported.
What happens when the hall wifi drops?
Capture keeps working. Card scans, records and voice notes save on the phone and sync when a connection returns. Transcription, scoring and drafts need a connection, so they catch up a few minutes later.
Whose data is it?
Yours. Export every conversation as CSV or Excel at any time, with the summary and next-step columns included. Nothing is shared with organisers or other exhibitors.
Can MeetZaa capture walk-in visitors who were not booked?
Yes. Scan their business card or add them by hand. Walk-ins join the same list as booked meetings and get the same treatment: a voice debrief, a lead score and a drafted follow-up.
How long does it take a rep to capture a meeting in MeetZaa?
The rep taps met, holds a button and says what was discussed. Thirty seconds is usually enough; take five minutes when the conversation deserves it. The write-up, the lead score and the follow-up draft are done by the time the next buyer arrives.
Capture your next show properly.
20 meetings free, every feature on, no card. If it does not pay for itself on the first follow-up, you have lost nothing.
More on how MeetZaa works
- What is MeetZaaOne record of every conversation at your stand.
- Trade show meeting managementBooked, walk-in and no-show, on one schedule.
- Trade show lead follow-upFollow-ups drafted the same evening, in the buyer’s words.
- MeetZaa for exhibitorsBuilt for the team doing three to eight shows a year.
- MeetZaa for attendeesEvery conversation from the floor, kept and followed up.