72 delegates. 1,158 meetings. Maximum connection.
Operators at their tables. Agents on the move. Every delegate knowing exactly where to be and when - all from just entering one 6-digit attendee code.
The challenge
A showcase like this succeeds by answering one question: does every Agent get in front of the right Operator, on time, without confusion? With 72 delegates and more than a thousand meetings to choreograph across four blocks, the organiser needed a system that would work in the room, not just on paper.
The solution: CrowdJoin TradeShow
Once the administrator has uploaded attendee data, CrowdJoin TradeShow builds the whole programme in one pass. Operators remain at their own tables while Agents rotate through, round after round. Every pairing is scheduled once, and the schedule is built so nobody is sent to a neighbouring table two rounds running, which helps to keep the energy high and the room flowing.
There was nothing to download or install. Each delegate simply typed their unique six-digit code into their phone’s browser and saw exactly what mattered: who they were meeting, where, and when, plus a notes field of their own. Simple functionality, keeping the focus on connections.
Built for what actually happens in a live room
- Plans change, so the schedule did too. When partners became unavailable on the day, the administrator flagged the affected meetings and each delegate’s schedule updated instantly with a clear, courteous notice. No reprinting, no confusion at the table.
- Shared attendees, handled. Where one person represented a wider group and their availability shifted mid-event, the administrator simply adjusted their schedule without disturbing anyone else’s.
- Notes by typing or by talking. After each meeting, delegates could type a note or simply say it and have it transcribed on the spot in their phone’s native transcription tool.
The results
- 1,158 scheduled meetings across 24 rounds in four blocks: 95% of every possible Operator-Agent pairing, with no repeats.
- Full diaries. Operators were booked with up to 45 Agents each, and the average Agent had nearly 26 meetings.
- Grouping & sharing feature. Streamlining the allocations so multiple Agent colleagues could meet with one seller, or vice-versa - aligning schedules and maximising Agent’s time and availability.
- Follow-up captured on the spot. 32 of 72 delegates (44%) saved notes, 394 in all: real detail, ready for the follow-up. And the schedules and notes remain on the site, accessible by each delegate for up to 90 days post-event.
- Contact details that travelled. Email and phone number details were shared automatically (with permissions from the attendee base) with meeting partners, so follow-up needed no chasing.
- For the attendee: Zero app download required. Zero schedule printing required. Zero account creation required. Zero complications.
What delegates said
“Super simple, best event app I’ve ever used. The voice-note feature is a gamechanger.”
Fay Clarke, Forrest Wines
“Simplest event app I’ve ever used.”
Zachary Stoltzfus, Woodside B&B
Why it matters
TradeShow wasn’t built from a features list. It was built around what someone actually needs at a showcase: to know where to go next, who they’re meeting, and an effortless way to remember what was said. Everything else was left out on purpose. As Fay Clarke put it: simple, and a gamechanger.
Planning a showcase, expo or buyer-seller day?
Let’s put your crowd to work. Call Greg Ward on 027 285 3310 or email enquiry@crowdjoin.nz.
crowdjoin.nz · enquiry@crowdjoin.nz · 027 285 3310