ⓘ This article is for Event Organizers
New to Exhibitors and Lead Retrieval in Expo Pass? This quick start guide walks you through how it all works, in the order you'll set it up, with buttons to the detailed guides along the way.
Lead Retrieval is a software license your Exhibitors purchase and use to scan Attendee badges with the Expo Pass mobile app on their own phones. There's no scanning hardware to rent.
Most setup questions come down to three things: add your Exhibitors early, know what a license includes, and know which emails Expo Pass sends for you versus which ones you send yourself.
Before You Start
Only the Event Owner can see Set Lead Retrieval Costs and buy Exhibitor Promo Codes. If that's not you, loop them in early.
Need teammates, or an outside planner, to help manage Exhibitors? Add them as Event Users instead of sharing a login, and give them the permissions they need. If someone can't see the Exhibitors section, they're missing that permission.
Key Dates: Your Exhibitor Timeline
When | What happens | Who |
4+ weeks out | Event Users added, full Exhibitor list uploaded, payment option chosen, Exhibitor Lead Retrieval Email turned on, Attendee field visibility checked | You |
3–4 weeks out | Promo Codes generated and emailed to comped sponsors | You |
2–3 weeks out | Heads-up sent to all Exhibitors with the Exhibitor Handout PDF | You |
10 days out | Automated email #1 to every Exhibitor Admin | Expo Pass |
1 day out | Automated email #2 to every Exhibitor Admin | Expo Pass |
❗ Important: Upload your full Exhibitor list at least 2 weeks before your event, and ideally 4+ weeks. Expo Pass can't schedule the automated emails until your Exhibitors are in the system.
1. Add Your Exhibitors
Nothing else works until your Exhibitor list is in. Exhibitors can't claim their profile until their company is on the list.
Upload your full list at once, or add companies one at a time.
Include a correct contact email for each company. That person becomes the company's Exhibitor Admin and receives the Expo Pass emails.
2. Choose How Lead Retrieval Is Paid
1. Log in to Expo Pass and choose the appropriate event.
2. Click Exhibitors in the left-hand menu, then Set Lead Retrieval Costs.
3. Choose Standard or Advanced.
4. If you chose Advanced, enter Your markup. Expo Pass shows what the Exhibitor pays.
5. Click Save Payment Option.
Payment Option | How it works | Good to know |
Standard | Each Exhibitor pays the standard Lead Retrieval cost directly. | Our most popular option. |
Advanced | Add a markup on top of the standard cost. Exhibitors pay the total, and your markup is paid out through your event's Stripe account. | Requires a connected Stripe account. |
👉 Note: Want to cover the cost for some Exhibitors, like sponsors? Use Exhibitor Promo Codes. Head to 3. Comp Sponsors with Exhibitor Promo Codes below.
What a Lead Retrieval License Includes
Question | Answer |
Who buys it? | One license per exhibiting company. The Exhibitor Admin purchases it in the Expo Pass mobile app. |
Price | The standard Lead Retrieval cost, plus any markup you add with the Advanced option. |
How many people can scan? | Up to 5: the Exhibitor Admin plus up to 4 Exhibitor Users they invite. Additional users are $50 each. |
What data do Exhibitors get? | All Attendee data in your event, including custom fields, except fields marked Hidden from Exhibitor. |
3. Comp Sponsors with Exhibitor Promo Codes
Want to give a sponsor free (or discounted) Lead Retrieval? Buy them a Promo Code, then send it to them.
1. In your event, click Exhibitors in the left-hand menu, then Exhibitor Promo Codes.
2. Click the blue Actions button, then Generate Exhibitor Promo Codes.
3. Enter the Number of Codes you need.
4. Enter the Promo Code Value. For a free license, click Use 100% of cost.
5. Click Generate Exhibitor Promo Codes and complete payment.
6. Copy each code from the Exhibitor Promo Codes table and email it to the sponsor.
❗ Important: Promo Codes are non-refundable, so only buy what you need. You can always come back for more. If you added a markup, the code value needs to cover the full marked-up price.
👉 Note: Expo Pass doesn't send Promo Codes to Exhibitors. Email each sponsor their code yourself. Head to Email Template: Send a Sponsor Their Promo Code below.
4. Turn On the Exhibitor Emails
Expo Pass sends two automated emails to every Exhibitor Admin you've uploaded. Everything else is up to you.
Communication | Sent by | When | What it covers |
Automated email #1 | Expo Pass | 10 days before your event | Event name, Event Code, how to claim their profile and buy Lead Retrieval |
Automated email #2 | Expo Pass | 1 day before your event | Same as email #1 |
Promo Codes for comped sponsors | You | As soon as you generate codes | Their code and how to use it |
Early heads-up and Exhibitor Handout | You | Anytime, ideally weeks out | How to claim their profile and set up Lead Retrieval |
To turn on the automated emails:
1. In your event, click Event Settings in the left-hand menu, then the Emails tab.
2. Toggle Exhibitor Lead Retrieval Email ON.
Good to Know:
The emails come from exhibitor@exposent.com. Let your Exhibitors know to watch for it.
These emails can't be customized, sent manually or re-sent.
Exhibitors added after the 10-day email has gone out only get the 1-day email, so reach out to late additions yourself.
Many Exhibitors look for information well before 10 days out. A note from you early on prevents a lot of questions.
5. Share the Exhibitor Handout
Expo Pass creates a one-page PDF with your event's title and Event Code already filled in. Attach it to your emails or add it to your exhibitor packet.
1. In your event, click Exhibitors in the left-hand menu, then Exhibitor Handouts.
2. Choose a Document Type:
Lead Retrieval: downloading the app, entering the Event Code and scanning leads.
Claim Exhibitor Profile: claiming and completing a company profile, without Lead Retrieval.
3. Click Download PDF.
Email Template: Send a Sponsor Their Promo Code
Copy this, fill in the brackets and attach the Lead Retrieval Exhibitor Handout.
Subject: Your complimentary Lead Retrieval for [Event Name]
Hi [Contact Name],
As a [Platinum/Gold] sponsor of [Event Name], [Company Name] receives a complimentary Lead Retrieval license through Expo Pass. It lets up to 5 people from your team scan Attendee badges with the Expo Pass mobile app.
Your Promo Code: [code]
To get set up:
1. Follow the attached handout to claim your Exhibitor Profile.
2. Purchase Lead Retrieval and enter your Promo Code at checkout.
3. Invite your colleagues as Exhibitor Users so they can scan too.
Expo Pass will also email you setup instructions from exhibitor@exposent.com before the event. For setup questions, email exhibitor@expopass.com or see the Exhibitor FAQ.
Thank you for your support,
[Your Name]
During and After Your Event
Exhibitors download their own leads from the app at any time.
Want to see scanning activity? Click Exhibitors in the left-hand menu, then Lead Scans.
To see who bought Lead Retrieval, look for Payment Successful in the Payment Status column of your Exhibitor List.
Where Exhibitors Can Get Help
Exhibitors can email setup questions straight to exhibitor@expopass.com, so you don't need to field every question yourself. For self-serve help, point them to the Exhibitor FAQ and the Exhibitor Help collection.
Need help or have questions?
Just click the red Chat Bubble in the bottom right corner of Expo Pass. We're here to support you!