Trade Show Tracker

Plan outreach before a show, capture booth conversations during the event, and convert those conversations into follow-ups like tasks and samples.

What this feature is

The Trade Show Tracker helps you plan outreach before a show, capture booth conversations during the event, and convert those conversations into follow-ups like tasks and samples. It keeps everything tied to a specific trade show so you can measure outcomes from your show activity.

Core concepts

  • Trade show: The container for all planning and activity for a specific event.
  • Target retailers (Planning): The retailers you want to meet or prioritize before the show, with goals and a primary contact.
  • Interactions (Active): Quick notes about a conversation at the booth. You can log them as unassigned and add retailer/contact details later.
  • Conversations (Active/Completed): The hub for a retailer-specific conversation, its interactions, and follow-ups.
  • Follow-ups: Action items tied to an interaction or conversation (todos, samples).
  • Files: Documents and assets attached to trade shows, targets, conversations, and interactions.

Phases and how the UI changes

Planning

Use Planning to prepare your list of target retailers and outreach goals.

  • Add target retailers with priority and goals.
  • Set a primary contact for each target.
  • Capture planning notes and files.
  • Plan outreach.

What you will see:

  • Targets are the primary tab.
  • Conversations are not the focus yet.

Active

Use Active when the show is live. This is where you log conversations and trigger follow-ups.

  • Capture interactions with quick notes.
  • Assign retailers and contacts as you learn them.
  • Set a follow-up decision (undecided, follow-up required, no follow-up required).
  • Create follow-ups (todo, sample) directly from the interaction.

What you will see:

  • Conversations become the primary tab.
  • Target retailers remain available for reference while activity happens.

Completed

Use Completed when the show is over but follow-ups are still in progress.

  • Review conversations and their follow-ups.
  • Track what converted into samples.
  • Identify missed or stalled follow-ups.

Key workflows

1) Planning a trade show

  1. Create or open a trade show.
  2. Add target retailers with priority and goals.
  3. Set a primary contact (optional) and add planning notes/files.
Tip: If a target retailer is not in your company list, you can add it during this step.

1a) Planning notes (target retailers)

Use planning notes to capture goals, context, and prep details before the show.

How it works:

  • Notes are tied to a target retailer.
  • These notes roll up into the related conversation once the show is active.
  • Notes appear in the Conversation detail under “Planning notes.”

1b) Planning files (target retailers)

Use planning files to attach prep docs like sell sheets or lineup decks.

How it works:

  • Files are tied to a target retailer.
  • These files roll up into the related conversation once the show is active.
  • Files appear in the Conversation detail under “Planning files.”

1c) Planning checklist

Use the checklist on a target retailer detail page to stay prepared:

  • Set a goal for the target.
  • Add a primary contact.
  • Add planning notes.
  • Upload prep files.

2) Logging an interaction (Active)

  1. Open Conversations and click Log interaction (or use the Trade Show overview).
  2. Add quick notes and any known details (booth number, contact name).
  3. Assign the retailer if known (or add them if missing).
  4. Assign contacts if known (or create a new contact).
  5. Choose a follow-up decision: Undecided, Follow-up required, or No follow-up required (with a note).
  6. Save your changes.

If you do not have a retailer yet, log the interaction anyway. It will show under “Unassigned interactions” in Conversations so you can assign it later.

2a) Interaction notes

Interactions have a single editable note field for quick capture during the show.

How it works:

  • Each interaction has one note.
  • Those notes roll up into the Conversation detail under “Interaction notes.”
  • Edit an interaction note from the interaction detail page.

2b) Interaction files

Attach files to an interaction (photos, quick reference docs, etc.).

How it works:

  • Interaction details have Notes and Files tabs.
  • Files roll up into the Conversation detail under “Interaction files.”

3) Creating follow-ups

From an interaction or conversation, create: Todo (a simple task for next steps) or Sample (send a product sample, pre-tagged to retailer and contact).

Tip: If you create a follow-up without saving the interaction, the system will save before navigating.

4) Working with conversations (Active/Completed)

Conversations are the central record for a retailer during the show.

  • See interactions and follow-ups tied to a conversation.
  • Track the retailer relationship across interactions and follow-ups.
  • Keep outcomes grouped in one place.

4a) Conversation notes (primary thread)

Conversation notes are the main editable notes thread for the retailer during the show.

How it works:

  • Add conversation notes from the Conversation detail page.
  • This is the primary notes thread for ongoing context and outcomes.

4b) Conversation files

Conversation files are the main editable file list for the retailer during the show.

How it works:

  • Add files from the Conversation Files tab.
  • This is the primary files thread for ongoing context and assets.

4c) Conversation status (derived)

Conversation status updates automatically based on interactions:

  • Planned: no interactions yet while the trade show is in Planning.
  • In progress: interactions exist and no follow-up is required.
  • Follow-up required: at least one interaction is undecided or requires follow-up and has no follow-ups yet.

Best practices

  • Add targets before the show so you know who to prioritize.
  • Log interactions right after the conversation while details are fresh.
  • Always set a follow-up decision to avoid losing leads.
  • Use contacts and retailers consistently so reporting stays accurate.
  • Use conversation notes for the overall narrative, and planning/booth notes for source-specific details.

FAQ

Do I need to know the exact retailer or contact at the booth?
No. You can log an interaction with notes and add the retailer or contact later.
Can I create multiple follow-ups from one interaction?
Yes. Add as many todos or samples as needed.
What happens when a show moves from Planning to Active?
Target retailers remain available, but conversations become the primary focus for tracking activity. Any planned conversations move to In progress when the show becomes Active.
Where do notes and files live?
Interactions and conversations each have Notes and Files tabs. Conversation notes/files are the primary editable threads. Planning and interaction notes/files roll up into the Conversation detail as read-only context.