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Exhibition organisers · WhatsApp marketing

Run stall bookings and visitor invitations on the app both audiences already open.

WhatsApp marketing for an exhibition organiser is the use of the business app to send floor plans, quotes, invitations and reminders to exhibitors and visitors who have agreed to hear from you. GullySales works on the business account, the message templates and the opt-in that keeps the list lawful and welcome.

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Scope, fee, reporting and term are agreed in writing after we have read your brief and spoken to you.

Realistic editorial illustration of event management companies at work in India

What WhatsApp marketing means

WhatsApp marketing is sending updates, offers and reminders to customers on the app most Indian buyers already check daily. GullySales sets up business WhatsApp, writes the message templates and keeps the list consented and current.

Also for exhibition organisers

Sales and marketing for exhibition organisers, the overview.

Last updated 18 Oct 2026.

For exhibition organisers

Where it usually goes wrong, and what we would do.

  • “Exhibitors ask for the floor plan on WhatsApp”

    A marketing head wants the plan, the stall size and the rate in a message they can forward to a manager. A clean PDF and a short note travel further than an email attachment sitting unread.

  • “Visitors register on a phone”

    A dealer or an architect decides about a visit standing on a shop floor or site. A WhatsApp invitation with a registration link that opens on the phone beats an email that waits for a desktop.

  • “Broadcasts to a bought list damage the show”

    Messages sent to numbers that never agreed to hear from you get blocked, and the account loses its standing. Build the list from registrations, enquiries and past exhibitors who opted in, and check the platform's current rules.

  • “A group for exhibitors is useful and needs rules”

    A group announcing stall allocation, set-up times and passes saves calls. Left without a moderator, it fills with chatter and exhibitors mute it before the notice that matters arrives.

What we do

What we deliver for exhibition organisers.

Every deliverable, what it covers for you, and the result it is there to produce. Nothing here is an extra.

  1. A business account set up for the show

    Profile, catalogue of stall sizes, greeting message and away message, with the show's name and dates.

    Result: A business profile an exhibitor recognises as the show's own.

  2. Message templates for each stage

    Approved templates for stall enquiry replies, quotes, deposit reminders, visitor invitations and show-day directions.

    Result: A template for each message your team sends repeatedly.

  3. An opt-in routine

    A tick on enquiry and registration forms, and a record of who agreed to receive messages.

    Result: A list built only from people who agreed.

  4. Visitor invitation broadcasts by buyer group

    Separate invitations for dealers, architects or plant heads, each naming exhibitors that group wants to meet.

    Result: One invitation per group, sent to those who opted in.

  5. An exhibitor group with house rules

    A moderated group for allocation, set-up and pass details, with rules stated at the start.

    Result: A group exhibitors keep unmuted.

How the result is measured

  • Messages delivered
  • Reply rate
  • Enquiries from WhatsApp

Recorded as a baseline before work starts, so every later report has an honest comparison.

Read the full WhatsApp marketing and automation page

What to capture or send

What to send and record on WhatsApp for stall booking and visitor invitation.

First message from an exhibitor
Reply with the show name and ask the product, the area and the hall. Label the chat as new enquiry.
Floor plan and stall options
Send the plan with two or three suitable stalls marked. Record which were sent so a later call refers to them.
Booking form and payment details
Send the form as a file with the bank detail from one approved message. Record who received it.
Visitor invitation by buyer group
Send only to registered contacts in the group, with hall, dates and entry rule.
Exhibitor group message
Post move-in times, pass collection and hall rules. Keep the group for notices and take questions in direct chat.
Opt-in record
Note when each contact agreed to messages and for what. Check the platform's current rules before any broadcast.

Who it is for

This is written for these exhibition organisers.

  • Organisers of manufacturing and engineering exhibitions
  • Building, construction and interior exhibitions that draw architects and contractors
  • Food, hospitality and agri exhibitions
  • Health, pharma and medical equipment exhibitions
  • Education and franchise expos
  • Consumer exhibitions, such as home, wedding, auto and lifestyle shows
  • Property exhibitions where developers take stalls
  • Organisers who run a series of shows in several cities

Not for

It is not the right fit if.

  • Your contact list was bought or copied, so invitations on it would reach people who never agreed.
  • Sales executives use personal numbers and will not move to a business number, so chat history would stay with them.
  • No one reads the exhibitor group, so notices posted there would be missed.

How it works

How the whatsapp marketing work runs

The work itself, in order. How an engagement starts, from your brief to a written scope, is set out on our method page.

  1. 1

    Read the chats you already have

    We read how customers write to you, which questions repeat and where a chat goes quiet. The repeated questions decide what gets automated first.

  2. 2

    Sort the list and the permission

    Contacts who asked to hear from you are separated from numbers that only sit in a phone book. We agree the wording new contacts will see before they say yes.

  3. 3

    Choose the app or the API

    One phone and a small team can stay on the ordinary app. Several people on one number, templates or a CRM link need the API through a provider, which is its own piece of setup work.

  4. 4

    Write the replies and the plan

    The greeting, away message, saved replies and handover rule are written in your words and approved by you. The message plan and its templates follow.

  5. 5

    Connect the record and test

    Each link carries its source line and each chat lands in the CRM. We test on real phones, including a customer who asks for a person.

  6. 6

    Read the unanswered questions

    A question the first reply could not answer becomes a new saved reply or a fixed handover. Stop requests are watched too, with the number's quality rating where the API is used, since both show a message plan that has gone too far.

Where this fits

Three pieces of sales work, in this order.

This work sits inside sales process design, at stage 0, foundation. The audit comes before it, and sales management keeps it running.

  1. Step 1

    Sales audit

    Find where deals are being lost and what to fix first.

    Start here if you cannot say where orders are lost.

  2. Step 2 · you are here

    Sales process design

    One written way to sell, from first enquiry to repeat order.

    Start here if every salesperson sells differently.

  3. Step 3

    Sales management

    A target, a review routine and someone who owns the number.

    Start here if the team has targets and no routine.

Tell us what you need Your brief is read before we call. Scope, fee and term in writing.

FAQ

Questions owners ask before they call.

Not here? More answers, or ask on WhatsApp.

Tell us what you need
Can we send invitations to every number we hold?
No. Send to people who agreed to hear from you and give a simple way to stop. The platform's rules change, so check the platform's current rules before each campaign.
Should the sales team use their own phones?
Use the business account so every conversation is on the record and survives a change of staff. Personal phones take the history with the executive.
What do exhibitors like to receive on WhatsApp?
Floor plans, quotes, payment details, set-up instructions and visitor numbers by type. Keep promotional chatter out of it, and they will read the messages that matter.
Should the exhibitor group allow replies from everyone?
Set it so only organisers post and exhibitors reply in direct chat. A group where fifty companies ask about stall power and passes becomes unreadable, and notices get lost. State the rule in the first message and answer questions individually.
How much does it cost?
There is no price list, because the work differs by business. The fee is scoped after we have read your brief and spoken to you, and put in writing before anything starts, split into our time, your media spend and production.
How long is the contract?
The term is agreed in writing after we have spoken, along with the fee and the reporting. It is never a default twelve months, and renewal is decided on the numbers against the baseline recorded at the start.
How soon will we see results?
It depends on the trade, the channel and what is already in place. After we have read your brief and spoken to you, we say what we would expect to move first and how it will be measured against the baseline. Nothing here is guaranteed.
Who will actually do the work?
The person you speak to before anything starts. We work from one office in Nagarbhavi, Bengaluru, with no account managers in between.
What do you need from us?
Your brief, and a conversation. After that, access to whatever this work touches, such as your website, your accounts or your enquiry record, and time with the people who handle your enquiries.
What if we are not happy with the work?
Tell us and the plan changes. Everything is reported against the baseline, so a number that is not moving is visible to both sides. The term is in your written scope, and the refund and cancellation policy sets out the rest.

More for exhibition organisers

Everything else we would do for you.

Or start from the overview: sales and marketing for exhibition organisers.

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