Multi-pavilion B2B fair

Large-scale B2B fairs (50+ exhibitors, 5,000+ visitors) have management needs typical of a small airport: flows, interactive map, lead retrieval per booth, route analytics, integration with pavilion electrical/wifi/security network. OAK EVENTS handles this complexity level with dedicated tools for organizer and exhibitor.

Typical scenario

• Size: 50–500 exhibitors, 3,000–50,000 visitors
• Duration: 2–5 days
• Format: thematic pavilions, parallel agenda of workshops and presentations, gala dinner
• Audience: nominally registered B2B buyers, unregistered daily visitors (walk-in)
• Exhibitors: gold/silver/bronze packages with differentiated benefits (booth size, lead allocation, app visibility)
• Operations: fair staff, security, simultaneous translation, food court

Typical challenges

• Interactive map: multi-pavilion floor plan with search by exhibitor, product, sector, turn-by-turn wayfinding
• Lead retrieval for 50+ exhibitors: each booth scans attendee QR, qualifies, exports CRM
• Walk-in management: 30–50% of visitors arrive without pre-registration
• Flow analytics: which pavilions most visited, typical routes, bottlenecks (useful for organizers and for selling exhibitor upgrades)
• Exhibitor tiers: differentiated app visibility, per-tier lead allocation, invoicing for additional services
• Multi-app: visitor app + exhibitor lead retrieval app + staff app, all under fair brand

How OAK EVENTS handles it

OAK EVENTS has a dedicated B2B fairs module that integrates all necessary tools:

Multi-pavilion interactive map: floor plan with advanced search (exhibitor, product, sector), wayfinding integrated with own position in the app, markers for thematic zones.

Modular lead retrieval: each exhibitor has its own dedicated app, QR scan attendees, qualification with custom fields, export to CRM (HubSpot, Salesforce, Pipedrive). Automatic lead dedup.

Structured walk-in management: dedicated stations with lean form, on-demand badge printing, configurable capacity to control flows.

Aggregated flow analytics: pavilion heatmaps, typical visitor routes, average time per booth. Data monetizable by organizer by selling to top sponsors/exhibitors.

Configurable exhibitor tiers: app visibility per tier (gold = home banner + push notification, silver = listing + map highlight, bronze = standard listing), per-tier lead allocation, automatic invoicing for additional services.

Coordinated multi-app: visitor app, exhibitor app, staff app — all under fair brand, real-time database sync.