Trade Show Meeting Planner
Enter the days of the show, when the stand opens and for how long, the length of a meeting, the breaks each person needs and how many of you are taking meetings. The planner counts the slots, prints a meeting sheet per day and gives you a calendar file for the stand days.
Your stand
Goes on the printed sheet and in the calendar file.
Lunch, walking the floor, a rest.
Meeting slots
Meetings you can take
84
28 a day across 2 people. Do not expect to fill them all: book half ahead and leave the rest for walk-ups.
- Slots per person, per day
- 14
- Slots per day, 2 staff
- 28
- Over 3 days
- 84
- Spare minutes a day
- 0
Pick the first day of the show to date the sheet and enable the calendar file.
Trade show: meeting sheet
One grid per day. Write the visitor's name and company in the slot. 2 staff, 30-minute meetings.
Day 1
| Time | Staff 1 | Staff 2 |
|---|---|---|
| 09:00 | ||
| 09:30 | ||
| 10:00 | ||
| 10:30 | ||
| 11:00 | ||
| 11:30 | ||
| 12:00 | ||
| 12:30 | ||
| 13:00 | ||
| 13:30 | ||
| 14:00 | ||
| 14:30 | ||
| 15:00 | ||
| 15:30 |
Day 2
| Time | Staff 1 | Staff 2 |
|---|---|---|
| 09:00 | ||
| 09:30 | ||
| 10:00 | ||
| 10:30 | ||
| 11:00 | ||
| 11:30 | ||
| 12:00 | ||
| 12:30 | ||
| 13:00 | ||
| 13:30 | ||
| 14:00 | ||
| 14:30 | ||
| 15:00 | ||
| 15:30 |
Day 3
| Time | Staff 1 | Staff 2 |
|---|---|---|
| 09:00 | ||
| 09:30 | ||
| 10:00 | ||
| 10:30 | ||
| 11:00 | ||
| 11:30 | ||
| 12:00 | ||
| 12:30 | ||
| 13:00 | ||
| 13:30 | ||
| 14:00 | ||
| 14:30 | ||
| 15:00 | ||
| 15:30 |
Let visitors book a slot on your stand
BookingMachine gives each member of staff a diary for the show days, shows visitors the open slots and sends reminders, so the sheet fills itself before you arrive.
How the slots are counted
Each person has the stand hours less their breaks, divided into meetings of the length you choose. Multiply by the people taking meetings and by the days of the show and you have the most meetings the stand can hold. The spare minutes are what does not divide evenly, which is useful slack at the start and end of the day.
Do not plan to fill every slot. A good rule is to book about half in advance and keep the rest for the people who walk up. A diary that is full before the doors open turns away the visitors you did not know about.
The printed sheet and the calendar file
The sheet has one grid per day with a row per slot and a column per member of staff. Print it, put it on the stand, and write names in as meetings are agreed. It works when the Wi-Fi does not.
The calendar file adds the stand days to your calendar as all-day blocks, so nothing else is booked over them. Open it in Outlook, Google Calendar or Apple Calendar. Nothing you type is sent anywhere: the file is made in your browser.
Questions
How long should a trade show meeting be?
Twenty to thirty minutes for a first conversation, which leaves time to swap details and reset. Longer meetings suit a demo or an existing customer, and are better booked at the quieter end of the day.
How many meetings should I pre-book?
About half of the slots. Pre-booked meetings guarantee the show pays for itself; the open slots catch the visitors who stop because they saw something. If the show is quiet, you can always fill the gaps on the day.
Should every member of staff take meetings?
Keep at least one person free to greet visitors and manage the stand while the others are in meetings. Count only the people who will actually sit down with a visitor.
What is the .ics file for?
It is a standard calendar file. Importing it puts the show days into your calendar as all-day events, so colleagues see you are away and nothing else is booked for those days.
Can visitors book a slot themselves before the show?
Yes, with a booking link that shows your stand hours and open slots. Put it in the pre-show emails and on the stand itself as a QR code, and the diary fills without anyone keeping a spreadsheet.
Keep reading
More free tools
- Deposit CalculatorWork out how much deposit to take on a booking, from what a no-show actually costs you.
- Cancellation Policy GeneratorBuild a cancellation and no-show policy in your own terms, ready to paste onto your booking page.
- No-Show Cost CalculatorSee what missed appointments cost you in a year, and how much of it a deposit would recover.
- Booking Payment Fee CalculatorSee the card fees on a deposit and balance, what you keep, and what to charge to net your price.
- Book Now Button GeneratorMake a Book Now button and QR code for any booking link, then copy the code onto your website.
- Photography Pricing CalculatorFind the session price that pays you properly, counting editing time and the cost of your kit.
- Pet Sitting Rate CalculatorWork out what to charge per visit or walk, with the unpaid travel between clients counted in.
- Personal Trainer Rate CalculatorFind your price per session and per block, from the income you want and the sessions you deliver.
- Day Rate Calculator for TradespeopleWork out your day rate, hourly rate and minimum charge from the income you want and your running costs.
- Cleaning Price CalculatorBuild a cleaning price list by home size from your hourly rate and how long each clean takes.
- Car Valeting Price CalculatorBuild a valeting and detailing price list by vehicle size from your hourly rate and job times.
- Pressure Washing Price CalculatorBuild a pressure washing price list for patios, driveways and decking from your hourly rate.
- Google Review Link GeneratorMake a direct link and QR code that opens the review box for your business on Google.
- Appointment Reminder TemplatesText and email templates for confirmations, reminders, missed bookings and review requests.
- Invoice GeneratorMake a clean PDF invoice with your items, tax and any deposit already paid taken off.
- Travel Fee CalculatorWork out what to charge for driving to a customer, from your vehicle costs and the time at the wheel.
- Trade Job Quote CalculatorBuild a quote from labour, materials with markup, call-out and tax, with the deposit worked out.
- Dog Grooming Price CalculatorBuild a grooming price list by size, coat type and service, with add-ons, from base prices you set.
- Dog Walking Rate CalculatorWork out what to charge per walk, solo or group, and price blocks of 5, 10 and 20 walks.
- Tutoring Rate CalculatorSet an hourly tutoring rate from the income you want, your prep time and the level you teach.
- Landscaping Quote CalculatorQuote a landscaping or outdoor cleaning job by area and by crew time, with materials and disposal.
- Venue Hire CalculatorPrice a venue booking by the hour, half day or day, with peak days, a cleaning fee and a deposit.
- Tour Pricing CalculatorFind the price per head that covers the guide and the costs at the group size you really get.
- Booking QR Code GeneratorTurn your booking link into a QR code in your colours, and download it as a PNG or SVG.
- Review Request TemplatesSix ways to ask for a review by text or email, written in your name with your review link in place.
- Seasonal Pricing CalculatorSet a base nightly price, seasons and a weekend uplift, and see the price for any date or month.
- Service Area Page PlannerPlan a page for every service in every town you cover: title, heading, description and address.
Let visitors book a slot on your stand
BookingMachine gives each member of staff a diary for the show days, shows visitors the open slots and sends reminders, so the sheet fills itself before you arrive.