Trade show management · Registration

Trade show registrationVisitor flow you can plan.

Trade show registration with AirLST means you invite the right visitors, cap sign-ups per show day with capacities and waitlists, and see live on the day who has arrived, from an in-house show to an exhibition running over several days.

See it in a demo All parts of trade show management
  1. 1
    Registration per show day

    Visitors pick their day; the capacity keeps each day within limits.

  2. 2
    Live at the entrance

    The scan shows in real time who has arrived, at several entrances at once.

  3. 3
    Load per day

    Capacity and attendance show where staff is needed at the entrance.

Organizers rely on AirLST
ZalandoMercedes-BenzMunich AirportAirbusBASF
01Challenge

Unpredictable visitor flow hurts your show and your team

If every visitor shows up at once, you get lines at the entrance and crowded booths. If too few come, the show falls flat. Without central registration data, both are left to chance.

01

Targeted invitations

Reach the right contacts personally instead of casting a wide net.

02

Capacity control

Caps limit the spots per show day or program item.

03

Waitlist instead of rejection

Interested visitors stay on record when a day is full.

04

Live overview

Attendance and entry flow in real time instead of guesswork.

02How it works

From first contact to show day in four steps

  1. 01

    Invite

    Personalized invitations go to customers, prospects and partners, with responses visible per contact.

  2. 02

    Register

    Visitors sign up through custom registration forms, including plus-ones and additional details.

  3. 03

    Control capacity

    Capacities cap the available spots, and the waitlist catches every additional registration.

  4. 04

    Track live

    QR code check-in shows in real time who has arrived, with the numbers in your event reports.

03Use cases

Visitor flow in typical trade show formats

  • Multi-day in-house show

    Visitors register for their show day, and capacities keep each day within limits.

  • Exhibition with program items

    Workshop rounds and side events are selected right in the registration form.

  • Guests invited by exhibitors

    They come in through exhibitor allocations and the exhibitor portal of trade show management and land in the same guest list.

  • Several entrances

    QR code event check-in runs at as many stations in parallel as you need.

04Building blocks

Building blocks behind trade show registration

Trade show managementRegistration forms, QR code tickets, exhibitors and capacities per show day in one setup.More on trade show management →Event check-inScan QR code tickets at every entrance, online or offline, with attendance in real time.More on event check-in →Digital guest listAll visitors, plus-ones and statuses in one central record.More on the digital guest list →

More than 20 million attendees have been managed with AirLST. Companies such as Zalando, Mercedes-Benz and Munich Airport share their events in our customer stories and case studies.

05FAQ

Trade show registration FAQ

How do you set up registration for a trade show?
Start with who should come and how many people each show day can handle. In AirLST you then build a registration form with standard and custom fields, set a capacity per show day or program item and decide whether registration is invite-only or open to the public. Every registration lands in one guest list, and each visitor receives a QR code ticket for the entrance.

How do I control how many visitors come on each show day?
With capacity management you cap the available spots, for example per show day or per program item. Once a capacity is reached, the waitlist takes over, so additional sign-ups stay on record instead of being turned away.

Can I invite trade show visitors personally?
Yes. With event invitation emails you send personalized invitations in your own design, either as an invite-only registration for selected contacts or as an open registration. Responses are visible per contact at any time, so you can send targeted reminders and invite more people where spots are still free.

Can visitors bring a guest?
Yes, plus-one registration is a standard part of AirLST. Visitors add their guests directly in the registration form; each person gets a separate record and counts correctly against capacities and attendance numbers.

Can I see on show day how many visitors have arrived?
Yes. At check-in every QR code scan marks the visitor as present in real time. Event reporting and analytics show attendance, the no-show rate and how entry develops over the day, which helps you staff entrances and halls.

What happens to visitor data after the show?
All registration and attendance data sits in a structured digital guest list. You can use it for follow-ups in the event CRM or pass it to Salesforce and HubSpot via the REST API and connectors. AirLST is GDPR compliant and hosted in Germany.
Events made easy

Make your visitor flow predictable

In a short call we show you how invitations, capacity control and live check-in steer your trade show visitors.

Book a trade show registration demo Trade show management