Help center / Exhibitors, sponsors & leads

Choose what exhibitors see when they scan

Decide which attendee details are shared with an exhibitor on a badge scan.

Who can do thisowneradmin

When an exhibitor scans a badge, they receive the attendee's details. You decide which ones.

Steps

Open Leads.
Under Fields shared with exhibitors on scan, tick what should be shared.
Leads settings showing the list of shareable fields with tickboxes
Save settings.

What is always shared

Name and email are always shared. Without them a lead is worthless and the feature has no point.

What you can choose

Beyond name and email you can share standard details and answers from your registration form — company, job title, phone, industry, whatever you asked.

The tension is real: exhibitors want everything, and your attendees trusted you with their details, not the exhibitors.

A reasonable default:

Share — name, email, company, job title. This is what someone would put on a business card, and it is what makes a lead actionable.

Do not share — phone numbers, personal addresses, dietary requirements, accessibility needs, anything free-text where someone may have written something personal.

Look at what your registration form actually asks before ticking anything. A free-text "anything else we should know?" field can contain medical information, and sharing it with sixty exhibitors is a serious problem. Share structured fields, not open ones.

Phone numbers deserve their own thought. Sharing them means your attendees get sales calls, and they will associate that with your event, not the exhibitor. Most organisers leave phone off.

Tell people

Whatever you decide, say it in your registration terms: which details are shared with exhibitors when a badge is scanned. Attendees can then decide whether to let someone scan them.

What happens next

Exhibitors see exactly the ticked fields on each lead they capture, and in their export.

Changing the setting affects future scans. Leads already captured keep what was shared at the time.

Common problems

Exhibitors ask for more fields. Your call. Consider whether attendees would expect it.

A shared field is empty for many leads. Those attendees were never asked it — usually people added manually, which does not collect form answers.

You shared something you should not have. Untick it now to stop future sharing, then contact the exhibitors who already have it. This is why the conservative default is worth starting from.

An attendee asks what was shared. The ticked list is your answer. Include it in a GDPR data export if they ask formally.