Can Trade Show Prep handle scheduling across different time zones?

Yes. The agent is designed for global operations and automatically calculates time zone differences, suggesting optimal meeting slots for both parties regardless of their physical location.

Does it integrate with my existing CRM and Calendar?

Absolutely. It syncs bi-directionally with major platforms like Salesforce, HubSpot, Outlook, and Google Calendar to ensure real-time availability and data capture.

What if the event attendee list is not public?

The agent can utilize 'Intent Signal Monitoring' and scraping of public professional networks (like LinkedIn) to identify likely attendees and relevant local businesses to target surrounding the event.

Can it communicate in languages other than English?

Yes. Advanced agents utilize Natural Language Processing (NLP) to engage prospects in over 100 languages, handling cultural nuances to ensure effective communication with international buyers.

How does it qualify the leads before booking?

It uses conversational AI to ask specific qualifying questions (BANT framework) during the chat. It only books meetings with prospects who meet your predefined criteria for budget and authority.

Trade Show Prep | AI Workers

Trade Show Prep is an AI worker that autonomously fills calendars before GITEX, Hannover Messe, or Canton Fair.

It builds waterfall enrichment dossiers from 30+ sources, pre-qualifies leads via BANT, and schedules meetings 24/7-increasing meeting density 40% while reducing qualification costs 75%.

What is Trade Show Prep?

Pre-Event Revenue Engine. GITEX, Hannover Messe, Canton Fair cost tens of thousands in booth fees and travel. Traditional approach: arrive with empty calendars, hope for foot traffic, scramble to prove ROI. Trade Show Prep inverts this-autonomous advance team securing qualified meetings weeks before doors open.
Waterfall Enrichment Dossiers. Ingests exhibitor/attendee lists, floor plans. Identifies ICP decision-makers. Builds detailed dossiers from 30+ verified sources-prospect pain points, technology stack, recent news. Reps walk in with deep context, not cold intros.
Calendar Tetris Mastery. Understands trade show floor logistics-schedules meetings with transit buffers between halls. Operates 24/7 eliminating timezone friction. Dubai buyer books New York seller slot instantly without email lag.
BANT Pre-Qualification. Autonomously qualifies leads via Budget, Authority, Need, Timeline frameworks before meetings. Sales team prioritizes high-probability targets over casual browsers. Measure success by qualified meetings, not business cards collected.

Replaces:

Copying attendee names from PDF directories to spreadsheets.

Endless email threads finding mutual timezone slots.

Unprepared cold booth meetings without research.

Spray-and-pray generic invite blasts.

Post-show CRM data entry causing lead leakage.

Ready to see Trade Show Prep in action?

Why Trade Show Prep?

40% Higher Meeting Density. Traditional manual outreach yields spotty calendars. Conversational AI engages prospects with relevant value propositions. High-cost sales staff fully utilized-maximizing travel and booth ROI.
20x Outreach Scale. Humans manage 50-100 outreach attempts daily. Agent executes 1,000+ interactions without fatigue. Blanket entire attendee list-no potential partner overlooked.
7x Lead Qualification Speed. Responding within an hour increases qualification 7x. Agent operates 24/7, booking slots while human team sleeps. Seamless global buyer experience.
75% Lower Qualification Costs. Automates research and initial vetting. Filters unqualified prospects before they reach sales calendars. Focus shifts from quantity to quality.

How It Works

Workflow Automation

How Trade Show Prep integrates with your systems

Pre-Show Intelligence

Trade ShowsLead GenerationEvent Prep

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Scrapes attendee lists, matches target buyer profiles, and schedules meetings before the event.

Audience Ingestion & Enrichment. Weeks before event, ingests exhibitor/attendee lists or scrapes local businesses. Waterfall enrichment locates verified emails and phones for decision-makers.
Multi-Channel Outreach. Launches coordinated email and LinkedIn campaigns. Context-aware messages reference event and prospect's recent activities. Two-way conversations handle objections autonomously.
Intelligent Scheduling. Accesses real-time availability, accounts for booth distances, proposes optimal slots. Handles rescheduling and cancellations automatically-zero double-bookings.
Dossier Handoff. 24 hours before meeting, compiles prospect bio, financials, news, chat transcript. Syncs to CRM ensuring rep is fully briefed and ready to close.

Get Started

Stop leaving your trade show ROI to chance. Deploy the Trade Show Prep AI Worker today to fill your schedule with qualified buyers before you even pack your bags. Transform your next exhibition into a precision sales operation, reduce your cost per meeting, and ensure your team spends their time closing deals, not chasing them.

See how Trade Show Prep works for your business

Core Capabilities

Autonomous Meeting Negotiation

Negotiates time slots and locations for meetings autonomously, managing calendar conflicts and time zones without human intervention.

Waterfall Data Enrichment

Aggregates data from 30+ sources to build detailed prospect profiles, ensuring reps have deep context before meetings.

Intent-Based Prioritization

Scans real-time news and digital signals to prioritize outreach to companies with active buying intent or growth triggers.

Dynamic Agenda Contextualization

Auto-generates meeting agendas and briefing dossiers based on the prospect's specific business needs and pre-chat interactions.

Who It's For

Export Sales Directors

To pre-book high-value meetings with distributors and buyers at major international exhibitions like Canton Fair or GITEX.

Trade Promotion Organizations

To coordinate B2B matchmaking schedules for entire national delegations attending foreign trade missions.

Enterprise Event Marketers

To maximize booth ROI by ensuring sales staff have fully booked calendars with qualified leads prior to show start.

Value Outcomes

Meeting Conversion

40% increase

Maximize booth time. Conversational AI qualification increases meeting booking rates by **40%** compared to standard outreach.

Outreach Scale

20x volume increase

Reach everyone. Capable of executing **1,000+** personalized outreach attempts daily, ensuring total market coverage.

Qualification Speed

75% time savings

Filter faster. Reduces the time required to research and qualify potential meeting partners by **75%**.

Response Velocity

Real-time response

Never miss a lead. Provides **instant 24/7** responses to inbound meeting requests, eliminating time zone latency.

Strategic Value for Decision Makers

For the CFO

**Measurable Event ROI.** Trade shows are expensive. Trade Show Prep ensures we monetize that spend by guaranteeing high-quality meetings. It moves event marketing from a 'brand awareness' cost center to a trackable revenue generator.

For the COO

**Staff Efficiency.** This agent eliminates the weeks of administrative scheduling work that precedes every show. Our sales team arrives focused and prepared, not exhausted from logistics, maximizing their billable value.

For the Owner

**Market Dominance.** While competitors wait for foot traffic, we arrive with a full calendar. This tool gives us a first-mover advantage at every show, ensuring we capture the best opportunities before the doors even open.

Why Export Arena

Trade Show Prep is not a standalone tool - it's part of Export Arena's AI & Automation Department as a Service. Pre-trained on global trade nuances, from HS codes to geopolitical risk, it delivers strategic insights tailored to C-suite decision-making. We provide resilience as a service.

See how Trade Show Prep works for your business