ⓘ This article is for Event Organizers
Manage how lead retrieval will be paid for - by exhibitors, with a markup, or paid by your as the Event Organizer.
Set Up Lead Retrieval Payment Option
❗ Important: Only the Event Owner will have access to the Payments section. Additional users that are added to the Event will not be able to see this section.
1. Login with your credentials into Expo Pass and choose the appropriate event.
2. Under the Exhibitors section of your event, click on Set Lead Retrieval Costs.
3. Here, you can choose which pricing options to offer:
A. Paid by the Exhibitor - Standard (our most popular option)
Each Exhibitor is responsible for the $250 fee for Lead Retrieval.
B. Paid by the Exhibitor – Advanced
This option allows the Organizer to increase the fee for Lead Retrieval.
The Organizer can mark up the cost over the base fee and receive the additional funds raised minus your processing fee
In order to access this option, you must first complete your Merchant Agreement.
C. Paid by the Event Host
Choose to cover the cost of Lead Retrieval for your Exhibitors.
Some events choose to include this fee in their Exhibitor registration cost. You will only be charged when an Exhibitor signs up for Lead Retrieval.
D. Purchase Promo Codes
Promo codes in the Expo Pass platform allow event organizers to manage the lead retrieval access for exhibitors and sponsors. These codes can be distributed to exhibitors and sponsors or purchased to cover the costs associated with lead retrieval. Below are the step-by-step instructions for both processes.
❗ Important: If you purchase Promo Codes, please make sure to purchase only the amount you need and you can always come back and purchase more. All purchases are final and are not able to be refunded. Key Reminder: Promo codes are non-refundable, so be sure to purchase only the quantity that you need. Additional codes can always be bought if necessary.
Promo Codes for Lead Retrieval – How It Works
As the Event Organizer, you have the option to purchase Promo Codes in advance and distribute them to your Exhibitors. These codes can either:
Cover the full cost of Lead Retrieval, or
Offer a discounted rate — totally your call.
The standard Lead Retrieval cost in Expo Pass is $250, unless you’ve set a different amount.
🧾 If You’re Covering the Full Cost
Make sure the Promo Code amount matches the full dollar value listed in your pricing — either:
“Paid by the Exhibitor – Standard”
or “– Advanced”
If you’re adding a markup, your Promo Code must reflect the total price including your markup — not just the base $250.
💰 What Happens When You Mark Up Lead Retrieval
If you’re marking up the cost and buying Promo Codes:
You’re essentially paying the full (marked-up) amount up front when you buy the Promo Code.
It’s a wash transaction — you front the cost, then get reimbursed when the code is redeemed.
This ensures that Expo Pass and your event are each paid their share of the total.
👉 Note: The cost per code cannot exceed the total cost of Lead Retrieval. If you chose Paid By Event Host, there is no need to use Promo Codes.
How to Purchase Promo Codes
Enter the number of promo codes and the cost per code.
Provide the required payment details, including a valid credit card.
Complete your purchase for the entered promo codes.
You want to offer free Lead Retrieval to your Sponsors who are exhibiting the match the cost of Lead Retrieval (make sure to include your markup for the total cost. You will get your portion back!)
You want to offer a discount on Lead Retrieval for Exhibitors who sign up early.
You want to offer discounted Lead Retrieval for Alumni Exhibitors.
2. Once you have purchased Promo Codes, you can view them here:
The table will let you know the actual Code that should be shared with the Exhibitor. Promo codes are managed by the Event Organizer rather than the platform itself. This ensures that they remain tailored and relevant to the specific event requirements. Users requiring promo codes should contact their event's organizer for assistance.
