Event and exhibition
Event and exhibition CRM for organisers and expo teams
Turn registrations into confirmed attendees, check-ins and follow-ups, and run the sponsor and exhibitor pipeline beside them. Telecallers confirm seats while your floor team scans QR passes.
Your pipeline, ready on day one
These stages come with the template. Rename, add or remove any of them.
- Stage 1RegisteredA visitor signs up through your form, a paid ticket or a Facebook lead ad and lands with the ticket type and company.
- Stage 2ConfirmedA telecaller calls to confirm attendance, and the pass with its QR code goes out on WhatsApp.
- Stage 3Checked-inThe QR is scanned at the gate, the badge is printed and the attendance time is stamped on the record.
- Stage 4Follow-upNo-shows get a recording and next-edition offer, and attendees get a feedback call and a sponsor-lead handoff.
What is a event and exhibition CRM?
An event and exhibition CRM keeps two funnels in one place. The first is attendees: people who register, get a confirmation call, show up at the gate and are followed up afterwards. The second is money: sponsors and exhibitors who are pitched, sent a proposal and finally pay for a booth or a package. Gandiv holds ticket type, company and designation on every contact, so your team can call a delegate list by role or an exhibitor list by industry. QR passes, badge printing and booth lead capture sit on the same records, so the data you collect at the show becomes next year's calling list.
Why event and exhibition teams need one
Problem
Registrations pile up on a sheet and half never turn up.
With Gandiv
Confirmation calls and WhatsApp passes go out automatically, and reminders fire the day before.
Problem
The gate team scans on one list while sales works from another.
With Gandiv
QR check-in writes straight to the same contact, so sales sees who actually attended.
Problem
Badges are typed by hand the night before the event.
With Gandiv
Badge data comes from the registration record with company, designation and ticket type.
Problem
Sponsor and exhibitor talks run on personal WhatsApp.
With Gandiv
A separate Pitch, Proposal, Paid pipeline with owner, quote and follow-up dates.
Problem
Exhibitors complain that booth leads reach them days late.
With Gandiv
Booth lead capture saves visitor details on the spot and shares them with the exhibitor.
Problem
After the event nobody calls the no-shows.
With Gandiv
Post-event journeys call no-shows and attendees with different scripts the next morning.
Key features
Ticketing
Ticket types that sit on the record
Create free, paid, VIP and delegate tickets, each with its own fields. Payment links are issued from the CRM, and every registration carries ticket type, company and designation so callers know who they are speaking to.
- Free and paid ticket types
- Razorpay payment links
- Company and designation fields
Free and paid ticket types
Razorpay payment links
Company and designation fields
QR check-in
Scan at the gate, update the record
Each confirmed attendee gets a QR pass on WhatsApp. The gate team scans it from a phone, the check-in time is stored and the contact moves to Checked-in without any manual entry.
- Phone-based scanning
- Duplicate scan warning
- Live count at the gate
Phone-based scanning
Duplicate scan warning
Live count at the gate
Badges
Badges printed from registration data
Print name, company and ticket colour from the same record that the telecaller confirmed. On-spot walk-ins are added in seconds, so queues at the desk stay short and the data stays clean.
- Badge layout by ticket type
- Walk-in registration
- Reprint with audit trail
Badge layout by ticket type
Walk-in registration
Reprint with audit trail
Sponsor pipeline
A second funnel for sponsors
Track sponsors and exhibitors through Pitch, Proposal and Paid with their own owner, package value and follow-up dates. Quotes and payment links stay attached, so a booth is never promised twice.
- Package and booth fields
- Proposal and payment link
- Owner and follow-up reminders
Package and booth fields
Proposal and payment link
Owner and follow-up reminders
Booth leads
Capture visitors at the booth
Exhibitor staff capture visitor name, number and interest on a phone form. Leads reach the exhibitor the same day and the organiser keeps a record of how many each stall received.
- Mobile capture form
- Same-day lead export
- Per-stall lead count
Mobile capture form
Same-day lead export
Per-stall lead count
Follow-up
Calls after the event, not before
Segment by attended, missed and sponsor-interested, then drop each list into a campaign with its own script. Feedback and next-edition offers go out on WhatsApp the morning after.
- Segments by attendance
- Different script per segment
- Feedback request on WhatsApp
Segments by attendance
Different script per segment
Feedback request on WhatsApp
What is inside the template
Everything below is created in your workspace when you pick this template.
| Fields | Ticket type · Company · Designation · Industry · Pass number · Sponsor package · Booth number |
|---|---|
| Automations | QR pass on WhatsApp after payment · Reminder call list the day before the event · No-show recall the morning after · Sponsor proposal follow-up in 3 days · Feedback request after check-in |
| Reports | Registered vs confirmed vs checked-in · Attendance by ticket type · Sponsor pipeline value by stage · Registrations by source · Booth leads per exhibitor |
| Message templates | Your pass for the expo, show this QR at the gate · Reminder: gates open tomorrow at 10 am · Sorry we missed you, here is the session recording · Sponsorship deck for the next edition |
| Call script | Hello, this is [Name] from [Event]. You registered for the [date] expo. May I confirm that you will attend, and shall I send your QR pass on WhatsApp? |
Fields
Ticket type · Company · Designation · Industry · Pass number · Sponsor package · Booth number
Automations
QR pass on WhatsApp after payment · Reminder call list the day before the event · No-show recall the morning after · Sponsor proposal follow-up in 3 days · Feedback request after check-in
Reports
Registered vs confirmed vs checked-in · Attendance by ticket type · Sponsor pipeline value by stage · Registrations by source · Booth leads per exhibitor
Message templates
Your pass for the expo, show this QR at the gate · Reminder: gates open tomorrow at 10 am · Sorry we missed you, here is the session recording · Sponsorship deck for the next edition
Call script
Hello, this is [Name] from [Event]. You registered for the [date] expo. May I confirm that you will attend, and shall I send your QR pass on WhatsApp?
By role
Organiser or event head
- See registered, confirmed and checked-in counts live
- Watch sponsor pipeline value by stage
- Compare registration sources by cost
Telecaller or sales executive
- Call the confirmation list with the script open
- Log sponsor pitches with a follow-up date
- Send passes and proposals on WhatsApp
Gate and floor staff
- Scan QR passes from a phone
- Add walk-ins and print badges
- Capture booth leads for exhibitors
Integrations for this industry
Related industries
Frequently asked questions
Can I sell tickets through the CRM?
Yes. You can create ticket types and send Razorpay payment links to each registrant. Payment status shows on the contact, so a pass goes out only after payment is received.
How does QR check-in work?
Every confirmed attendee gets a unique QR pass on WhatsApp. Staff scan it from a phone at the gate, and the contact moves to Checked-in with the time stamped.
Can I run sponsors and attendees separately?
Yes. Attendees and sponsors use two pipelines in the same workspace, with different fields, owners and reports, so one does not clutter the other.
Do exhibitors get their booth leads?
Booth lead capture records visitors on a mobile form. You can share each exhibitor's leads as a sheet the same day, while the organiser keeps the master record.
Can I import an old attendee list?
Yes. Upload a CSV or connect Google Sheets, map the columns, and duplicates are flagged by phone number before they enter the pipeline.
Start with the event and exhibition template
Your pipeline, fields and messages are created for you. Change anything later.