Picky Assist Official Blog

WhatsApp Chatbot & CRM for Events & Exhibitions

In today’s digitally-driven world, there’s an increasing need for events and exhibition organizers to leverage technology for enhanced attendee engagement. Among the emerging tools, WhatsApp chatbots and conversational CRM systems stand out as remarkable assets. Here’s a closer look at how these tools can be harnessed for exhibitions and events

WhatsApp Chatbot Integration into Social Media Ads for Exhibitions

The digital age has profoundly impacted the way exhibitions and events are marketed. Social media ads have become a vital tool for attracting potential attendees, and the integration of WhatsApp chatbots into these ads is taking engagement to the next level.

How It Works

  1. Direct Engagement: Once a prospect clicks on a paid social media ad, instead of being redirected to a traditional landing page, they are introduced to a chatbot on WhatsApp. This provides an interactive experience right from the first click.
  2. Automated Information Collection: The chatbot is designed to ask pertinent questions, guiding the prospect through the data collection process. Whether it’s contact details, preferences, or specific inquiries about the exhibition, the bot gathers it all effortlessly.
  3. Seamless Handover: After the interaction, the collected information is handed over to the event organizing team, allowing them to conduct further engagement, follow-ups, or even send personalized offers.


Boosted Conversion Ratios: The direct interaction and instantaneous response provided by chatbots can lead to a 23% increase in conversion ratios. This is because prospects are engaged actively, making them more likely to complete the registration process or show further interest.

Continuous Availability: Chatbots don’t need breaks, holidays, or sleep. Their 24/7 availability ensures that no lead is left behind, regardless of the time they engage with the ad. This continuous engagement model can potentially lead to a 24% higher return on investment (ROI).

Transparent Campaign Performance: One of the most significant advantages of integrating chatbots is the data they provide. Organizers can gain insights into how well their paid campaign is performing by analyzing chatbot interactions, lead generation rates, and other key metrics. This allows for real-time adjustments and fine-tuning, ensuring optimal ad performance.

Visitor, Exhibitor, and Conference Registrations via WhatsApp Chatbots

Registering for a conference, exhibition, or as a visitor can be a tedious process. However, with the integration of a WhatsApp Chatbot, the entire registration procedure can be fully automated. Here’s how it benefits both organizers and participants:

  1. Automated Registration Process: Upon reaching out on WhatsApp, the chatbot prompts users with a series of questions, collecting required details one by one. The bot is designed to guide users through each step, ensuring a seamless registration experience.
  2. Less Human Intervention: The beauty of the process lies in its self-sufficiency. Human involvement is limited, thus reducing the chances of errors and ensuring consistent information collection.


Increased Instant Engagement: The direct and prompt interaction of chatbots contributes to a 23% higher conversion ratio, turning potential visitors into confirmed attendees.

24/7 Availability: In our global world, timing is everything. With the chatbot available round-the-clock, there’s assurance that no leads are missed. This continuous availability can drive a 24% higher return on investment (ROI).

Unified CRM Integration: All the data collected by the chatbot can be directly channeled into a unified CRM system. This ensures that all registrations are centrally located, making it easier for organizers to follow up and take necessary actions post-registration.

Automatic Lead Nurturing via WhatsApp

In the modern business ecosystem, speed and automation are crucial. One area where this becomes evident is in lead nurturing. Enter WhatsApp chatbots, which have revolutionized how businesses nurture and engage their leads. When a prospect makes an inquiry, instead of manual follow-ups that might take time, a chatbot can immediately spring into action.

How it Works

Automated Messaging Sequence: Once an inquiry is made, the chatbot initiates a pre-configured sequence of messages. These messages, spaced out at intervals set by you, can offer prospects a treasure trove of information. From showcasing videos of the last event to sharing compelling testimonials, giving insights about current participants, and even highlighting the unique value proposition of participating – the content is tailored to nudge the prospect closer to a positive decision. Add to that enticing early bird offers, and you have a recipe that significantly influences decision-making.


Enhanced Lead Closure: With the constant drip of relevant information and persuasive messaging, there’s a 30% higher likelihood of sealing the deal with leads.

Timely and Relevant Engagement: By serving prospects with timely, pertinent messages, there’s a 23% greater influence on their decision-making process. Instead of overwhelming them with a barrage of information all at once, spacing out the content ensures they digest and consider every piece.

No Lead Left Behind: Traditional methods often lead to missed follow-ups due to human error or oversight. With automated chatbot sequences, every lead receives consistent attention, ensuring a higher conversion rate. The end result? A maximized return on investment.

Last Minute Vacant Stall Selling Using Personalized Offers via WhatsApp

In the exhibition and event industry, vacant stalls represent missed opportunities. With the competitive landscape and ever-increasing operational costs, it’s imperative to ensure full utilization. WhatsApp, given its vast user base and immediacy, can be a game-changer in such scenarios.

Imagine this: days leading up to the event, and there are still a few vacant stalls. Instead of letting them go unused, organizers can quickly send out last-minute, enticing offers via WhatsApp to prospects who haven’t yet booked a stall.

How it Works:

  1. Identify Prospects: The system will have a record of all businesses or individuals that showed interest but didn’t make a booking.
  2. Craft a Compelling Offer: A special discount, added benefits, or any other value addition can be part of this last-minute deal to make it hard to resist.
  3. Personalized Messaging: Instead of a generic message, each prospect receives a personalized offer, making them feel uniquely valued.


Targeted Messaging: Offers are sent exclusively to those prospects who haven’t booked a stall. This ensures that the message reaches the right audience, increasing the likelihood of a positive response.

Higher Conversion: A well-timed offer, especially when it provides significant value, has a 30% higher chance of closure. The sense of urgency combined with the lure of a deal often prompts prospects to reconsider.

Full Utilization Equals Higher ROI: Filling every stall not only ensures maximum revenue but also creates a bustling, vibrant event atmosphere. A fully occupied venue often translates to higher attendee engagement, more networking opportunities, and ultimately, a high return on investment.

Send Reminders via WhatsApp & Maximize Footfall

In the hustle and bustle of modern life, even the most eagerly awaited events can sometimes be overlooked. That’s where timely reminders come into play. With WhatsApp, reminders aren’t just an alert – they become a personal nudge, ensuring your event stays top-of-mind for every registrant.

How it Works:

  1. Scheduled Messaging: Once a participant registers for the event, they are automatically added to a reminder sequence. Reminders can be scheduled to be sent one week, three days, and two days prior to the event.
  2. Personalized Touch: Instead of a generic “Don’t forget about the event” message, these reminders can be crafted to resonate on a personal level.
  3. Provide Useful Information: Along with the reminder, provide essential details or updates about the event. This might include a schedule, map, or highlight of a keynote speaker.


Minimize No Shows: With regular and timely reminders, the chances of registrants forgetting or overlooking the event significantly decrease. This ensures a larger number of attendees, maximizing visitors at the venue.

Enhanced Value for Exhibitors: More footfall directly correlates with more opportunities for exhibitors. With increased traffic, exhibitors can fully benefit from networking, showcasing, and potential sales or partnerships.

Boosted Brand Remembrance: Regular touchpoints, especially on a platform as intimate as WhatsApp, ensure that your event’s brand stays fresh in the minds of attendees. This not only boosts attendance for the current event but can also build loyalty for future events.

Event Assistance through Chatbots at the Expo Centre

Navigating large exhibitions and events can often be a daunting task for visitors. With myriad stalls, various programs, and a plethora of activities happening simultaneously, it’s easy for attendees to feel overwhelmed. However, with the integration of chatbots, this daunting experience can be transformed into a smooth, interactive, and engaging journey.

How it Works

  1. Instant Access Post-Registration: As soon as a visitor completes their registration, they gain access to the chatbot assistance. A welcome message is instantly sent, offering help and guidance.
  2. Navigation & Information: From sharing the day’s program to providing the floor plan or details about exhibitors, the chatbot acts as a virtual guide. Instead of flipping through a physical pamphlet or asking multiple people, visitors can get real-time information with a few simple interactions.
  3. Direct Enquiries: Interested in a particular exhibitor? The chatbot allows visitors to directly make enquiries or even set up on-the-spot appointments, all within the chat interface.


Visitor Engagement & Tracking: The chatbot doesn’t just answer questions; it collects valuable data on visitor interactions. By analyzing which programs or exhibitors visitors inquire about most, organizers can gauge interest levels and adjust future events accordingly.

Direct Exhibitor Interaction: The beauty of the chatbot is its immediacy. Visitors don’t have to walk to the stall or wait in a queue. They can immediately send an enquiry or express interest via the chatbot, streamlining their experience.

Valuable Leads for Exhibitors: For exhibitors, it’s not just about footfall, but the quality of engagement. With the chatbot facilitating direct interactions, exhibitors receive interested leads. This not only boosts their chances for immediate sales or partnerships but significantly enhances their return on investment.

Feedback & Testimonials via WhatsApp Post-Event

Feedback is the backbone of improvement. After an event, it’s crucial to understand what went right, what could be better, and gather insights directly from the participants. Here, WhatsApp steps in as an indispensable tool, offering a convenient and direct channel for collecting feedback and testimonials from both visitors and exhibitors.

How it Works

  1. Scheduled Messaging: Three days post-event, an automated WhatsApp message is sent to all attendees and exhibitors. This message can contain a link to a feedback form or even be a series of interactive questions directly within the chat.
  2. Personalized Approach: The feedback process can be personalized to resonate better. For instance, “Hello [Name], we hope you enjoyed [Event Name]. Would you mind sharing your experience with us?”
  3. Easy Sharing of Testimonials: Satisfied visitors or exhibitors can be encouraged to share their positive experiences as testimonials, which can then be used for promotional purposes for future events.


Enhanced Engagement: By reaching out post-event, shows its genuine interest in the opinions of its visitors and exhibitors. This proactive approach makes participants feel valued and more likely to engage.

Valuable Insights for Improvement: Feedback provides direct insights into areas that need improvement. Whether it’s the venue layout, the quality of presentations, or any logistical aspects, the information gathered can guide the planning of future events.

Boosted Brand Remembrance: This post-event interaction reinforces the event’s brand in the minds of attendees. Even if someone had a neutral experience, the mere act of reaching out can leave a lasting positive impression, ensuring they remember and potentially return for future events.

Full CRM to Manage Entire Event

The event industry is vast, multifaceted, and brimming with details that need meticulous organization. A Conversational CRM (Customer Relationship Management) system has emerged as an indispensable tool, especially tailored for the nuances of event management. It’s not just about contact storage; it’s about creating meaningful interactions, insightful analytics, and efficient management throughout the event lifecycle.

How it Works

  1. Unified Dashboard: From initial inquiries to final feedback, every interaction – be it with prospects, leads, or visitors – is captured and stored in a unified dashboard. Whether it’s from social media campaigns, website registrations, or in-person engagements, every data point gets its rightful place.
  2. Customizable Views: Every event is unique and so are its requirements. The CRM allows customization where organizers can create different views, set up filters, and categorize data according to various event stages or criteria.
  3. Real-Time Analytics: With dynamic dashboards, the management team can track real-time metrics, analyze engagement rates, measure campaign performance, and more. This offers invaluable insights for on-the-fly adjustments and post-event reflections.


Centralized Data Management: One of the most significant pain points in event management is scattered data. With this CRM, all information about prospects, leads, and visitors is consolidated in one place, ensuring no detail is overlooked.

Enhanced Process Visibility: The ability to create different views and apply filters means teams can track various processes separately. Whether it’s monitoring early-bird registrations, analyzing exhibitor engagement, or following up on leads, every process gets its dedicated focus.

Informed Decision Making: A well-structured CRM provides actionable insights. From understanding which marketing channel brings the most ROI to evaluating attendee satisfaction, management can make data-driven decisions for future strategies and improvements.

Picky Assist – Your Comprehensive Solution for Exhibitions & Events

Navigating the multifaceted world of exhibitions and events can be overwhelming. The success of an event is not just in its execution but in the myriad details that precede and follow it. This is where Picky Assist steps in, streamlining and enhancing every phase of your event management.

Whether it’s nurturing potential leads, managing registrations seamlessly, gathering insightful feedback, or efficiently handling data within your team, Picky Assist has you covered. Its suite of tools and features is designed specifically to cater to the unique demands of the event industry, ensuring nothing is left to chance.

But don’t just take our word for it. Experience the transformative power of Picky Assist for yourself. We invite you to embark on a free 7-day trial. Dive into its capabilities and witness firsthand how Picky Assist can elevate your exhibitions and events to unparalleled heights.

Remember, in the world of events, success is not just in the grandeur but in the granular. With Picky Assist by your side, every detail is given its due diligence, propelling your event towards resounding success.

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