ⓘ This article is for Event Organizers
When you offer Lead Retrieval (LR) to your Exhibitors through Expo Pass, we help you drive adoption and engagement by automatically handling some of the outreach for you.
This guide walks you through what communications are sent, what you’re responsible for, and how to maximize the experience for your Exhibitors.
What Happens When You Offer Lead Retrieval
When Lead Retrieval is activated for your event:
✅ Expo Pass will send automated outreach emails to your exhibitors so they can:
Claim their exhibitor profile
Purchase Lead Retrieval
These emails aim to boost engagement and drive usage ahead of your event.
Need something now? You can also download and share this quick-start guide:
💡NOTE: If you’re not using Expo Pass for Lead Retrieval, you are responsible for communicating how Exhibitors should claim their profile. No automated emails will be sent in this case.
HERE is a resource to share with your Exhibitors
Expo Pass can provide a Claim Your Profile PDF for Exhibitors upon request
Upload Your Exhibitors Early!
To ensure proper communications: Upload your full Exhibitor list at least 2 weeks before your event starts.
We cannot schedule or send emails until your Exhibitor data is in the system.
ℹ️ Upload or Manually Add Exhibitors: How to upload a list of your Exhibitor companies and/or manually add Exhibitor companies one at a time, so they have access to your event.
How and When Emails Are Sent
If you're using Expo Pass for Lead Retrieval and have followed the process noted above, two emails will be sent to all Exhibitors from email, exhibitor@exposent.com.
10 days before the event start date
1 day before the event start date
❗ Important: If you upload new Exhibitors after the first email has been sent, please note that they will only receive the final email, the 1 day before event email.
To enable this feature
Log into the Admin Home page (accessible to Event Organizers only).
Navigate to Event Settings → Email.
Locate the section labeled “Exhibitor Lead Retrieval Email.”
Toggle the switch ON (it will turn green).
ℹ️ These emails are not customizable. If you wish to send your Exhibitors additional information, you will need to do so outside of Expo Pass.
Once enabled, two emails will automatically be sent to all uploaded Exhibitor Admins:
10 days before the event (midnight delivery)
1 day before the event (midnight delivery)
These emails include instructions on how to:
Claim their Company Profile
Sign up for Expo Pass Lead Retrieval
The emails also direct recipients to exhibitor@exposent.com for any questions or support. For a sample of the email sent, see image sample below.
Sample Automated Email
Here is a sample of the content for these automated emails.
ℹ️ The email will:
Come from: exhibitor@exposent.com
The name of the event, how it is noted in Expo Pass, will be clearly noted in the first sentence.
The Event Code each Exhibitor will need to claim their profile will also be included.
What Data Do Exhibitors Receive When Scanning Leads?
When Exhibitors use Lead Retrieval to scan attendee badges, they receive:
All available attendee data, including custom fields
Except: Any fields marked as "Hidden from Exhibitors" in your Attendee Field Setup
❗ Important: If the data does not exist in the event, the Exhibitors will not receive it, so make sure to add enough data to make it worth their while!
Common Mistakes to Avoid
Uploading exhibitors too late:
Delayed uploads mean exhibitors may miss important emails — aim for 4+ weeks before the event.Not notifying Success of late additions:
Any Exhibitor added after the first email goes out won’t get the second unless your Success Team is informed.Forgetting to request the Exhibitor Toolkit:
The toolkit is an easy win — it helps exhibitors get started fast and reduces your support load.Missing field visibility settings:
Fields hidden from Exhibitors won’t appear in lead scans — double-check visibility settings for key data.