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A Guide to Mobile Meeting Management at Trade Shows

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Meetings are a cornerstone of events and tradeshows, and are crucial for measuring the success of events. Meeting managers at large tradeshows with high meeting volumes have their job cut out, because they have to balance between managing meeting requests and scheduled meetings.

That’s where a meeting management software can come in handy. For meeting managers and sales execs who are always on the go, managing their meetings through a mobile app is the solution that they’ve been waiting for.

A mobile app opens up a world of possibilities for executives at events and trade shows. Firstly, it’s the right tool for meeting managers to orchestrate all their meetings. It also empowers the attendees by giving them a degree over their own meetings. Let’s look at the features that would make a meeting manager’s life easy.

View meetings details anywhere, anytime

The biggest (and most obvious) advantage of managing meetings through an app is the mobility. Meetings by nature are very dynamic and are subject to last minute changes, and communicating these changes manually to everyone involved is not a scalable solution.

A mobile app solves this pain point for all parties involved. The meeting manager just needs to edit the meeting, and everyone gets notified on their apps. This shaves off a lot of time and effort, leaving everyone involved to focus on more important things.

Send and receive automated meeting reminders

No-shows are the bane of any meeting manager. The times spent scrambling to find the last missing attendee so the meeting can finally start might come to mind.

The same goes for attendees too. Many event venues are built like casinos – it’s easy to lose track of time. Meetings have been missed because a booth tour took longer than expected, or the line food counter moved painfully slowly.

The right meeting management app will send automated meeting reminders to all attendees involved. Which means that the meeting manager does not have to manually check-up on the attendees, and attendees get timely reminders, which leads to a drastic reduction in no-shows, and costs savings on meeting rooms. Which leads us to:

Receive alerts when customers check in for meetings

Reminders are the first part of getting attendees to show-up. But it’s unreasonable to expect meeting managers to follow-up with each and every attendee. But even if one attendee is missing, it could seriously affect the progress of the deal being discussed in the meeting.

A meeting management app can notify the meeting manager when the attendees check-in to their respective meetings. So they no longer have to spend their resources checking if everyone has showed up or not.

Send meeting requests, and respond to existing ones

A competent meeting management app takes the burden of micro-managing all the meetings, and empowers the attendees. Through the app, attendees can directly send meetings requests, and respond to meeting requests from other attendees.This takes the onus of running each and every meeting from the meeting manager, and puts the attendee in control of their meeting agenda.

Publish meeting lists on other mobile apps

Information becomes more powerful when it’s shared. A meeting management app will be able to securely export meeting data into other third-party apps. This increases the visibility of the meeting data and makes it useful to a wider audience.


A meeting management mobile app can make life easier for the meeting manager and attendees. It removes the complexities and uncertainties associated with managing meetings at such a large scale, and makes it easier to have successful meetings that push deals faster down the sales pipeline.

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