If you’ve ever participated in a trade fair, you already know that during the exhibition days you interact with dozens—if not hundreds—of different visitors!
That’s why it’s essential to collect their contact details (email or phone number) so that you can maintain a relationship with visitors once the event is over.
Contacts Are Key
Every visitor to your booth is a potential customer. For this reason, it’s crucial to analyze and categorize them so you can focus on those who are most likely to become valuable clients—a smaller but more strategic portion of all the people you’ve met during the event.
You can classify visitors into several types:
- Generic visitor – someone who visits without a specific interest in your company.
- Target visitor – someone potentially interested in your products or services.
- Booth visitor – someone drawn by your booth’s setup but not necessarily by your brand.
- Contact visitor – someone with whom you establish an informational exchange.
- Sales contact visitor – someone who becomes a lead for sales follow-up after the fair.
Every person has their own story, values, and culture. To build a strong relationship, you need to get to know them: imagine their daily life, ask thoughtful questions, understand their preferences, the brands they follow, and the professional or personal challenges they face.
Once you have this information, you can decide:
- how to prioritize the contact,
- how to nurture and maintain the relationship,
- how your products or services can help them,
- and how to prepare and present your sales proposal.
When and How to Reconnect with Visitors
It’s usually best to wait a few days before reaching out to potential clients after the event.
Why? During the trade show, visitors meet dozens of exhibitors—many of whom may offer similar solutions. They need a few days to process all the options they’ve seen and heard.
The best strategy is to wait about 4–5 days, then contact them via email to thank them for visiting your booth. You can include a personalized offer or follow up on the conversation you had during the fair.
To organize this process, it’s useful to create a profile sheet for each contact—recording their details and the offer you want to present. This also helps you monitor the progress of each relationship and evaluate the overall effectiveness of your event participation.
How to Organize Contact Collection at Trade Fairs
From the very beginning, plan your participation with a focus on collecting and using visitor data efficiently:
- Prepare an appointment schedule and specific questions to quickly identify genuinely interested visitors.
- Use digital spreadsheets or event apps to collect names and contacts in an organized format.
- Register interested visitors directly to your newsletter for future engagement.
Simplify Visitor Relationship Management with Letzfair
With an event management platform like Letzfair, the process of collecting visitor contact information becomes even easier and more intuitive.
Letzfair allows exhibitors and visitors to exchange contact details digitally, track interactions, and maintain relationships after the event—all within the same platform.
If you’re looking for a solution that helps you strengthen your relationship with visitors and turn them into loyal customers, while simplifying your data collection process, request a demo today and discover how Letzfair can help your business grow!
