Automate trade show scheduling and operations with Cal.com workflows
Automate trade show scheduling and operations with Cal.com workflows
Coordinate exhibitors, sponsors, speakers, and attendees with automated reminders, routing, and tracking that reduce no-shows and unlock measurable ROI across your entire event lifecycle.
Coordinate exhibitors, sponsors, speakers, and attendees with automated reminders, routing, and tracking that reduce no-shows and unlock measurable ROI across your entire event lifecycle.
Trusted by fast-growing companies around the world
Trusted by fast-growing companies around the world
Trusted by fast-growing companies around the world
How it works
How it works
Coordinate multi-stakeholder trade show scheduling with automation, routing, and integrations that scale from exhibitor onboarding to post event follow-up.
Coordinate multi-stakeholder trade show scheduling with automation, routing, and integrations that scale from exhibitor onboarding to post event follow-up.
01
Connect calendars, event types, and teams
Sync organizer, exhibitor, and speaker calendars, define event types for demos, vendor meetings, and sponsor check-ins, then assign routing rules so invites land with the right person fast.
02
Design workflows for every milestone
Create templates for onboarding, booth logistics planning confirmations, session reminders, and lead capture at trade shows. Trigger by booking, reschedule, cancellation, or time windows before and after sessions.
03
Automate follow-ups and reporting
Send post event report template prompts, route warm leads to sales, and notify sponsors of performance. Push data via API and webhooks to your CRM, analytics, or exhibitor management software.
Why it works for trade show and expo teams
Why it works for trade show and expo teams
Purpose-built automation for complex event operations, designed to reduce manual tasks, protect margins, and deliver predictable attendee and exhibitor experiences at scale.
Purpose-built automation for complex event operations, designed to reduce manual tasks, protect margins, and deliver predictable attendee and exhibitor experiences at scale.
01
Unify scheduling across exhibitors, sponsors, and speakers
Replace fragmented tools with one workflow engine. Standardize confirmations, reminders, and check-ins, so every stakeholder gets the right details on time. Eliminate back-and-forth and create a consistent experience for all participants.
02
Protect revenue and reduce no-shows
Automated email, SMS, and WhatsApp reminders increase attendance for demos, buyer meetings, and sponsored sessions. Build sequences tied to time zones and event floor plan software, keeping rooms, booths, and staff utilized.
03
Streamline operations with API-first flexibility
Cal.com is open source, API-first, and supports self-hosting. Connect registration systems, exhibitor management software, or payment tools. Automate slot releases, room changes, and booth logistics planning without manual edits.
04
Plan, measure, and optimize ROI
Use workflows to distribute a trade show planning checklist, track sponsor deliverables with a sponsorship package template, and push a post event report template to stakeholders. Capture outcomes per session and tie them to your trade show budget template.
What you can do with Cal.com Workflows
What you can do with Cal.com Workflows
Powerful scheduling automation built for high-stakes events, from pre-show planning to post-show reporting, with privacy-first options and enterprise-grade controls.
Powerful scheduling automation built for high-stakes events, from pre-show planning to post-show reporting, with privacy-first options and enterprise-grade controls.
Routing forms for the right meetings
Qualify and route buyers, media, and partners to the correct exhibitor or sponsor team based on interests, location, and availability. Reduce manual triage and accelerate time to booked meeting.
Multi-channel reminders and updates
Send branded reminders via email, SMS, or WhatsApp. Include setup windows, hall numbers, and booth IDs. Adjust timing for international attendees to reduce confusion and missed sessions.
Lead capture and instant handoff
Trigger lead capture at trade shows by embedding booking links, QR flows, or APIs. Auto-create CRM records, tag sessions, and assign owners for immediate follow-up.
Resource-aware scheduling
Tie event types to room capacity, booth size, and staff coverage. Automatically prevent double-booking and keep floor operations aligned with your event floor plan software.
Self-hosting and enterprise controls
Run Cal.com in your cloud, bring your own database, and keep PII in-region. Apply SSO, SCIM, audit logs, and granular permissions to meet enterprise and compliance needs.
Analytics and post-show workflows
Kick off post event report template tasks, summarize attendance, no-show rates, and lead volume, and send stakeholders a concise outcome recap tied to your trade show budget template.
See how workflows keep your scheduling on track
See how workflows keep your scheduling on track
Watch how Cal.com Workflows simplify scheduling, automate reminders and keep your meetings running smoothly. See real examples of how teams use workflows to reduce no-shows and save time.
Watch how Cal.com Workflows simplify scheduling, automate reminders and keep your meetings running smoothly. See real examples of how teams use workflows to reduce no-shows and save time.
Watch how Cal.com Workflows simplify scheduling, automate reminders and keep your meetings running smoothly. See real examples of how teams use workflows to reduce no-shows and save time.
All your key tools in-sync with your meetings
Cal.com works with all apps already in your flow ensuring everything works perfectly together.
All your key tools in-sync with your meetings
Cal.com works with all apps already in your flow ensuring everything works perfectly together.
All your key tools in-sync with your meetings
Cal.com works with all apps already in your flow ensuring everything works perfectly together.
Frequently asked questions
Frequently asked questions
These are some of our most frequently asked questions.
These are some of our most frequently asked questions.
How do workflows help with exhibitor onboarding?
Create an onboarding sequence that sends deadlines, floor plan confirmations, and badge details. Remind teams to submit assets, confirm power and internet, and book setup windows without manual follow-ups.
Can Cal.com support complex sponsor deliverables?
Yes. Build workflows tied to your sponsorship package template that schedule sponsored demos, VIP meetups, and theater sessions, while sending performance summaries and reminders to sponsor contacts.
How does routing improve attendee-to-exhibitor meetings?
Routing forms qualify interests and budget, then auto-book with the best rep based on skills or product line. This reduces friction and increases show-floor conversion for exhibitors.
Can we integrate with our CRM and registration platform?
Cal.com is API-first with robust webhooks. Sync attendees, exhibitors, and meetings with your CRM and registration system, so data flows into pipelines, dashboards, and post-show analysis.
How do reminders adapt across time zones and halls?
Set reminders based on local time, include hall and booth IDs, and send different instructions for setup versus public hours. Use SMS for urgent changes like room moves.
Is self-hosting available for data control?
Yes. Self-host Cal.com to keep attendee and exhibitor data in your environment. Apply SSO, SCIM, and granular permissions to meet security and compliance requirements.
Can we standardize planning and reporting templates?
Distribute a trade show planning checklist pre-show, collect expenses with a trade show budget template, and automate a post event report template for exhibitors and sponsors after the event.
How do workflows help with exhibitor onboarding?
Create an onboarding sequence that sends deadlines, floor plan confirmations, and badge details. Remind teams to submit assets, confirm power and internet, and book setup windows without manual follow-ups.
Can Cal.com support complex sponsor deliverables?
Yes. Build workflows tied to your sponsorship package template that schedule sponsored demos, VIP meetups, and theater sessions, while sending performance summaries and reminders to sponsor contacts.
How does routing improve attendee-to-exhibitor meetings?
Routing forms qualify interests and budget, then auto-book with the best rep based on skills or product line. This reduces friction and increases show-floor conversion for exhibitors.
Can we integrate with our CRM and registration platform?
Cal.com is API-first with robust webhooks. Sync attendees, exhibitors, and meetings with your CRM and registration system, so data flows into pipelines, dashboards, and post-show analysis.
How do reminders adapt across time zones and halls?
Set reminders based on local time, include hall and booth IDs, and send different instructions for setup versus public hours. Use SMS for urgent changes like room moves.
Is self-hosting available for data control?
Yes. Self-host Cal.com to keep attendee and exhibitor data in your environment. Apply SSO, SCIM, and granular permissions to meet security and compliance requirements.
Can we standardize planning and reporting templates?
Distribute a trade show planning checklist pre-show, collect expenses with a trade show budget template, and automate a post event report template for exhibitors and sponsors after the event.
How do workflows help with exhibitor onboarding?
Create an onboarding sequence that sends deadlines, floor plan confirmations, and badge details. Remind teams to submit assets, confirm power and internet, and book setup windows without manual follow-ups.
Can Cal.com support complex sponsor deliverables?
Yes. Build workflows tied to your sponsorship package template that schedule sponsored demos, VIP meetups, and theater sessions, while sending performance summaries and reminders to sponsor contacts.
How does routing improve attendee-to-exhibitor meetings?
Routing forms qualify interests and budget, then auto-book with the best rep based on skills or product line. This reduces friction and increases show-floor conversion for exhibitors.
Can we integrate with our CRM and registration platform?
Cal.com is API-first with robust webhooks. Sync attendees, exhibitors, and meetings with your CRM and registration system, so data flows into pipelines, dashboards, and post-show analysis.
How do reminders adapt across time zones and halls?
Set reminders based on local time, include hall and booth IDs, and send different instructions for setup versus public hours. Use SMS for urgent changes like room moves.
Is self-hosting available for data control?
Yes. Self-host Cal.com to keep attendee and exhibitor data in your environment. Apply SSO, SCIM, and granular permissions to meet security and compliance requirements.
Can we standardize planning and reporting templates?
Distribute a trade show planning checklist pre-show, collect expenses with a trade show budget template, and automate a post event report template for exhibitors and sponsors after the event.
Don’t just take our word for it
Our users are our best ambassadors. Discover why we're the top choice for scheduling meetings.
"More elegant than Calendly, more open than SavvyCal, Cal.com works and it feels just right."
Flo Merian
Product Marketing, Mintlify
I think Cal.com has a very good chance of creating a new category around being both great and well designed."
Guillermo Rauch
CEO, Vercel
"I just migrated from Calendly to Cal.com."
Kent C. Dodds
Founder of EpicWeb.dev
"Just gave it a go and it's definitely the easiest meeting I've ever scheduled!"
Aria Minaei
CEO, Theatre.JS
"I finally made the move to Cal.com after I couldn't find how to edit events in the Calendly dashboard."
Ant Wilson
Co-Founder & CTO, Supabase
"More elegant than Calendly, more open than SavvyCal, Cal.com works and it feels just right."
Flo Merian
Product Marketing, Mintlify
I think Cal.com has a very good chance of creating a new category around being both great and well designed."
Guillermo Rauch
CEO, Vercel
"I just migrated from Calendly to Cal.com."
Kent C. Dodds
Founder of EpicWeb.dev
"Just gave it a go and it's definitely the easiest meeting I've ever scheduled!"
Aria Minaei
CEO, Theatre.JS
"I finally made the move to Cal.com after I couldn't find how to edit events in the Calendly dashboard."
Ant Wilson
Co-Founder & CTO, Supabase
"More elegant than Calendly, more open than SavvyCal, Cal.com works and it feels just right."
Flo Merian
Product Marketing, Mintlify
I think Cal.com has a very good chance of creating a new category around being both great and well designed."
Guillermo Rauch
CEO, Vercel
"I just migrated from Calendly to Cal.com."
Kent C. Dodds
Founder of EpicWeb.dev
"Just gave it a go and it's definitely the easiest meeting I've ever scheduled!"
Aria Minaei
CEO, Theatre.JS
"I finally made the move to Cal.com after I couldn't find how to edit events in the Calendly dashboard."
Ant Wilson
Co-Founder & CTO, Supabase
"More elegant than Calendly, more open than SavvyCal, Cal.com works and it feels just right."
Flo Merian
Product Marketing, Mintlify
I think Cal.com has a very good chance of creating a new category around being both great and well designed."
Guillermo Rauch
CEO, Vercel
"I just migrated from Calendly to Cal.com."
Kent C. Dodds
Founder of EpicWeb.dev
"Just gave it a go and it's definitely the easiest meeting I've ever scheduled!"
Aria Minaei
CEO, Theatre.JS
"I finally made the move to Cal.com after I couldn't find how to edit events in the Calendly dashboard."
Ant Wilson
Co-Founder & CTO, Supabase
Don’t just take our word for it
Our users are our best ambassadors. Discover why we're the top choice for scheduling meetings.
"More elegant than Calendly, more open than SavvyCal, Cal.com works and it feels just right."
Flo Merian
Product Marketing, Mintlify
I think Cal.com has a very good chance of creating a new category around being both great and well designed."
Guillermo Rauch
CEO, Vercel
"I just migrated from Calendly to Cal.com."
Kent C. Dodds
Founder of EpicWeb.dev
"Just gave it a go and it's definitely the easiest meeting I've ever scheduled!"
Aria Minaei
CEO, Theatre.JS
"I finally made the move to Cal.com after I couldn't find how to edit events in the Calendly dashboard."
Ant Wilson
Co-Founder & CTO, Supabase
"More elegant than Calendly, more open than SavvyCal, Cal.com works and it feels just right."
Flo Merian
Product Marketing, Mintlify
I think Cal.com has a very good chance of creating a new category around being both great and well designed."
Guillermo Rauch
CEO, Vercel
"I just migrated from Calendly to Cal.com."
Kent C. Dodds
Founder of EpicWeb.dev
"Just gave it a go and it's definitely the easiest meeting I've ever scheduled!"
Aria Minaei
CEO, Theatre.JS
"I finally made the move to Cal.com after I couldn't find how to edit events in the Calendly dashboard."
Ant Wilson
Co-Founder & CTO, Supabase
"More elegant than Calendly, more open than SavvyCal, Cal.com works and it feels just right."
Flo Merian
Product Marketing, Mintlify
I think Cal.com has a very good chance of creating a new category around being both great and well designed."
Guillermo Rauch
CEO, Vercel
"I just migrated from Calendly to Cal.com."
Kent C. Dodds
Founder of EpicWeb.dev
"Just gave it a go and it's definitely the easiest meeting I've ever scheduled!"
Aria Minaei
CEO, Theatre.JS
"I finally made the move to Cal.com after I couldn't find how to edit events in the Calendly dashboard."
Ant Wilson
Co-Founder & CTO, Supabase
"More elegant than Calendly, more open than SavvyCal, Cal.com works and it feels just right."
Flo Merian
Product Marketing, Mintlify
I think Cal.com has a very good chance of creating a new category around being both great and well designed."
Guillermo Rauch
CEO, Vercel
"I just migrated from Calendly to Cal.com."
Kent C. Dodds
Founder of EpicWeb.dev
"Just gave it a go and it's definitely the easiest meeting I've ever scheduled!"
Aria Minaei
CEO, Theatre.JS
"I finally made the move to Cal.com after I couldn't find how to edit events in the Calendly dashboard."
Ant Wilson
Co-Founder & CTO, Supabase
Don’t just take our word for it
Our users are our best ambassadors. Discover why we're the top choice for scheduling meetings.
"More elegant than Calendly, more open than SavvyCal, Cal.com works and it feels just right."
Flo Merian
Product Marketing, Mintlify
I think Cal.com has a very good chance of creating a new category around being both great and well designed."
Guillermo Rauch
CEO, Vercel
"I just migrated from Calendly to Cal.com."
Kent C. Dodds
Founder of EpicWeb.dev
"Just gave it a go and it's definitely the easiest meeting I've ever scheduled!"
Aria Minaei
CEO, Theatre.JS
"I finally made the move to Cal.com after I couldn't find how to edit events in the Calendly dashboard."
Ant Wilson
Co-Founder & CTO, Supabase
"More elegant than Calendly, more open than SavvyCal, Cal.com works and it feels just right."
Flo Merian
Product Marketing, Mintlify
I think Cal.com has a very good chance of creating a new category around being both great and well designed."
Guillermo Rauch
CEO, Vercel
"I just migrated from Calendly to Cal.com."
Kent C. Dodds
Founder of EpicWeb.dev
"Just gave it a go and it's definitely the easiest meeting I've ever scheduled!"
Aria Minaei
CEO, Theatre.JS
"I finally made the move to Cal.com after I couldn't find how to edit events in the Calendly dashboard."
Ant Wilson
Co-Founder & CTO, Supabase
"More elegant than Calendly, more open than SavvyCal, Cal.com works and it feels just right."
Flo Merian
Product Marketing, Mintlify
I think Cal.com has a very good chance of creating a new category around being both great and well designed."
Guillermo Rauch
CEO, Vercel
"I just migrated from Calendly to Cal.com."
Kent C. Dodds
Founder of EpicWeb.dev
"Just gave it a go and it's definitely the easiest meeting I've ever scheduled!"
Aria Minaei
CEO, Theatre.JS
"I finally made the move to Cal.com after I couldn't find how to edit events in the Calendly dashboard."
Ant Wilson
Co-Founder & CTO, Supabase
"More elegant than Calendly, more open than SavvyCal, Cal.com works and it feels just right."
Flo Merian
Product Marketing, Mintlify
I think Cal.com has a very good chance of creating a new category around being both great and well designed."
Guillermo Rauch
CEO, Vercel
"I just migrated from Calendly to Cal.com."
Kent C. Dodds
Founder of EpicWeb.dev
"Just gave it a go and it's definitely the easiest meeting I've ever scheduled!"
Aria Minaei
CEO, Theatre.JS
"I finally made the move to Cal.com after I couldn't find how to edit events in the Calendly dashboard."
Ant Wilson
Co-Founder & CTO, Supabase
Trusted by fast-growing companies around the world
Trusted by fast-growing companies around the world
Trusted by fast-growing companies around the world
Get started with Cal.com
Automate exhibitor onboarding, sponsor sessions, and buyer meetings without the busywork. Start free, then scale with APIs, routing, and enterprise controls. If you run complex shows, Cal.com keeps them on schedule.
Cal.com® and Cal® are a registered trademark by Cal.com, Inc. All rights reserved.
Our mission is to connect a billion people by 2031 through calendar scheduling.
English
Need Help? [email protected] or visit cal.com/help.
Solutions
Use Cases
Resources
Cal.com® and Cal® are a registered trademark by Cal.com, Inc. All rights reserved.
Our mission is to connect a billion people by 2031 through calendar scheduling.
English
Need Help? [email protected] or visit cal.com/help.
Solutions
Use Cases
Resources
Cal.com® and Cal® are a registered trademark by Cal.com, Inc. All rights reserved.
Our mission is to connect a billion people by 2031 through calendar scheduling.
English
Need Help? [email protected] or visit cal.com/help.
Solutions
Use Cases
Resources