BoothSync is the AI agent that schedules every meeting, demo, and workshop at your trade show booth — automatically matching attendee calendars, room capacity, and approval rules so nothing slips through the cracks.
A Fortune 500 company sends 12 reps to a trade show. They have 3 meeting spaces. There are 47 meeting requests across 3 days. The current system: a shared Google Sheet, a coordinator managing email approvals, and a WhatsApp thread for the floor team.
No tool has ever been built for the exhibitor. Bizzabo, Cvent, Stova — all built for the event organizer. The booth team is an afterthought in someone else's software.
BoothSync changes that.
Meeting requests come in. BoothSync auto-schedules against attendee calendar availability AND room capacity — matching a 7-person workshop to the Demo Suite, not the 2-person pod.
Auto-approve internal attendees when calendars show availability. Route external or VIP requests to the event admin for review. No manual triage — the rules are configurable per event.
Internal attendees link their Google Calendar, Outlook, or Apple Calendar. BoothSync reads availability in real time — no manual check, no double-booking.
Event admins link Salesforce, HubSpot, or Microsoft Dynamics. When a meeting books, the rep's CRM record is pre-populated with context — eliminating post-show data entry.
Every meeting type has its own calendar invite, prep email, and follow-up sequence — fire automatically based on the event type field. Demo gets a demo flow. Executive briefing gets an exec flow.
Every rep sees which rooms are booked, when, and for whom — on a live floor plan. No more walking up to a pod and finding it occupied. No more confusion.
Set up your meeting spaces — Pod A, Pod B, Demo Suite — with capacity limits, amenities, and availability windows for the show.
Internal or external attendees submit meeting requests. BoothSync reads their linked calendar and checks attendee availability instantly.
Internal attendees on a free slot get auto-approved. External or VIP requests route to the event admin for review. All done in under 60 seconds.
Event-driven templates send the correct calendar invite to all attendees. Prep email goes out. Follow-up sequence triggers. Everyone's in sync.
Not every meeting request should go to a human. BoothSync's rules engine routes automatically:
Rules are fully configurable per event — override at the show level, or the booth level.
BoothSync is built for the company that sends a team to a trade show and needs that team to operate like a well-oiled machine — not a chaos zone with a shared doc.