Trade show meeting management
Meeting management for the whole stand.
MeetZaa is a trade show meeting management and lead capture platform built for exhibitors. Booked meetings, walk-ins and no-shows on one schedule, with a live board so the manager sees the day as it happens, not at the debrief on Friday.
Your first 20 meetings are free. Then from $99 per show. No card to start.
Today
11:40
- 10:00Lena FischerOstmark RetailMet
- 10:45Rahul MenonCedar & CoMet
- 11:30Yusuf Al AmriSahara BuildNow
- 12:15Sofia MarinBrightline Packaging
- 14:30Tobias WellerNordvik Logistics
How does MeetZaa manage meetings at a show?
Before the show, you upload the booked meetings and invite reps by link. During the show, each rep’s phone shows who is next, and one tap marks each buyer Met or No-show. The manager watches one board: meetings done, no-shows, follow-ups drafted, and who is free. After the show, the no-shows are already a chase list.
- One schedule per show, per rep
- Live board for the manager
- No-shows become a chase list, not a gap
Every rep knows who’s next without asking the group chat.
The schedule lives on each rep’s phone and updates when anything changes. Two minutes before a booked meeting, the rep sees a short brief: who the buyer is, what was said last time, what to open with. No printed sheets, no “who has Sofia at twelve?”.
Live schedule, pre-meeting brief
Today
12:12
- 11:30Yusuf Al AmriSahara BuildMet
- 12:15Sofia MarinBrightline PackagingNow
- 13:00Walk-in slotKeep free
The manager sees the whole day, live, from anywhere in the hall.
Meetings done, no-shows, follow-ups drafted, who is free right now. When Rohan is stuck in a long demo and his two o’clock is standing at the counter, the manager reassigns it to Neha from her phone. The buyer never notices the handover.
Live board, reassign
Team board
Live
| Rep | Met | No-show | Drafted |
|---|---|---|---|
Rohan With Sofia Marin | 9 | 1 | 8 |
Neha Free | 7 | 2 | 7 |
Arjun With walk-in | 4 | 0 | 3 |
No-shows become tomorrow’s plan, not a gap in the diary.
A buyer who booked you and didn’t come was interested enough to book. MeetZaa keeps the record, drafts a short note, and lists them for the next morning. Most tools have nowhere to put them. MeetZaa chases them before the show ends.
Chase list, drafted note
Chase list
3 no-shows- Booked 14:30
Tobias Weller
Nordvik Logistics
- Booked 16:00
Priya Nair
Al Noor Trading
- Booked Day 1
Daniel Achebe
Lagos Cold Store
A stand of five, three days
What changes when the schedule is on the phone.
| Today | With MeetZaa | |
|---|---|---|
| Who is next | A printed sheet at the counter and a WhatsApp group | On each rep’s phone, updated live, with a brief |
| A buyer walks up unannounced | Whoever is free improvises, maybe takes a card | Same record as a booked meeting, in one tap |
| A booked buyer does not arrive | Someone notices at the end of the day, or never | Marked No-show, on the chase list with a note |
| A rep is stuck in a long demo | The next buyer waits or leaves | Manager reassigns the meeting in one tap |
| End of Day 1 | “How did it go?” at dinner | Board shows every meeting, no-show and draft |
| Adding a sixth rep for Day 2 | Another device rental, another login | One invite link; seats are per show |
What is trade show meeting management?
Running the stand’s calendar while the show is on: who is booked and when, who is on the stand right now, who has been seen, who has not turned up, and what each rep is doing. MeetZaa puts that on every rep’s phone and on one live board for the manager.
How do I get our booked meetings into MeetZaa?
Upload the spreadsheet you already have. MeetZaa maps the columns (name, company, time, rep) and creates the schedule. Reps can also add meetings on the day from their phone.
What happens when a booked buyer does not show up?
The rep taps No-show. The record stays, the buyer goes on the chase list with a drafted note, and the manager can see every no-show for the day on the board. Nothing has to be remembered.
Can a manager move a meeting to a different rep?
Yes. From the board, any booked meeting can be reassigned in one tap. The new rep gets the brief and the meeting appears on their schedule immediately.
How many people can work a stand on one licence?
It depends on the plan for that show: 2 on Free, 5 on Starter, 12 on Business, unlimited on Enterprise. Seats are per show, so a five-person stand at one show and a twelve-person stand at the next just need different keys. See pricing.
Set up your next show in an afternoon.
Upload the meetings you have booked, send the invite link to your reps, and the stand is ready. Your first 20 meetings are free.
More on how MeetZaa works
- What is MeetZaaOne record of every conversation at your stand.
- Trade show lead captureCapture the conversation, not just the contact.
- 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.