💡 Key Takeaways
- Useful exhibitor notes connect each visitor with their requirements, open questions, and an agreed next step.
- Boya Notra Nano supports wearable, independent recording, with recordings synced to the app afterward.
- Boya OS supports transcription, AI summaries, and App and Web access. AI processing requires connectivity, and transcription is subject to your plan’s allowance.
- Contact matching, lead qualification, task assignment, and customer follow-ups remain manual steps in the workflow described here.
A visitor stops at your booth, asks about a product, and explains what their company needs. You discuss specifications, demonstrate a feature, and agree to send more information.
Then another visitor arrives.
By the end of the day, your team may have collected business cards and scanned contacts without retaining all the details behind them. Which configuration did that buyer ask about? Was the delivery date a requirement or an initial estimate? Who promised to send the technical documents?
A practical trade show note-taking process helps exhibitors preserve that context and prepare relevant follow-ups.
Boya Notra Nano can capture the discussion, while Boya OS can help transcribe and summarize it afterward. Your team then reviews the information and decides what to do next.
1. Before the Show: Prepare Your Device and Contact Records
Complete the initial app pairing and device binding before the event, then make a test recording and check the syncing process.
Boya Notra Nano offers lanyard, wristband, and magnetic wearing options. Choose a setup that suits your clothing and booth duties.
Nano supports independent recording and saves files on the device without an ongoing app connection. Once connected to the app, recordings can be synced for further processing.
Prepare a separate way to identify each conversation using your existing contact list, spreadsheet, or event lead system. A simple record might include:
Contact name — Company — Booth representative — Conversation date and approximate start time
This is a manual reference for matching contacts with recordings later. Do not rely on the recording system to identify visitors or associate their business cards automatically.
Agree on who will review each discussion. The colleague who handled the conversation is usually best placed to clarify its context.
2. At the Booth: Record Individual Conversations with Permission
Before starting, explain why you would like to record the discussion and obtain the participants’ permission.
For easier review, start and stop a separate recording for each conversation you have permission to capture. Note its approximate start time in your contact record. This reduces the work of locating a particular discussion within a long recording.
Test your setup in the actual exhibition space. Nearby loudspeakers, demonstrations, and overlapping conversations can affect intelligibility. Review a short test recording through the app before relying on the setup for important discussions.
If speech is difficult to understand, adjust the position or move the conversation somewhere quieter when possible.
Ask Questions That Make the Recording Useful
A clear recording cannot resolve a requirement that was never explained.
When a visitor expresses interest, ask what they need to evaluate the next step:
- “What application are you considering this product for?”
- “Which specifications matter most to your team?”
- “What information would you like us to send?”
Before the visitor leaves, confirm the action you have agreed to take.
For example: “I’ll send the dimensions and mounting options, and you’ll confirm which configuration your team would like to review.”
That confirmation gives both sides a clear reference for the follow-up.
3. Between Visitors: Capture Context Separately
Audio may preserve the phrase “this version” without identifying the display model the visitor pointed to.
It may also miss a company name printed on a badge or a catalogue reference shown during the demonstration.
After the conversation, add those details to your existing contact record while they are still fresh. Identify the product or configuration discussed and explain any important visual references.
If you take a relevant photo, where appropriate and permitted, keep it with the corresponding contact notes using your normal filing method.
This workflow does not depend on adding photos or notes inside Boya OS during independent recording. The contact details and supporting materials are manually matched with the recording afterward.
Keep these additions factual. Distinguish what the visitor said from your own assessment of the opportunity.
4. After the Show: Sync, Transcribe, and Verify
Connect Nano to the app and sync the recordings you want to review.
Boya OS supports transcription and AI summaries, with App and Web access for viewing, editing, and managing recordings and transcripts across devices. Once the relevant content is synced, you can continue reviewing it on a computer.
Cloud-based AI processing requires connectivity. Check your available transcription allowance before processing event recordings, as usage is subject to your membership plan.
Match each recording with the contact reference created at the booth. Then review the transcript and summary against the conversation, checking:
- Names, companies, and product references.
- Quantities, technical requirements, and dates.
- Actions explicitly agreed by either participant.
- Questions that remained unresolved.
Return to the audio when wording is unclear. If a detail was not established, mark it as “to be confirmed.”
For example, interest in samples does not establish a quantity, delivery deadline, or commercial agreement.
5. Manually Turn Reviewed Notes into Follow-Up Actions
Use the verified information to complete a lead note in your existing spreadsheet, document, or CRM.
The table below is a suggested manual template, not a claimed Boya OS output format. The fictional example illustrates how a commercial lighting exhibitor could organize a conversation; it is not a customer case or product test.
| Field | Example of a manually reviewed lead note |
|---|---|
| Contact | Alex, purchasing manager, Example Interiors |
| Product discussed | Adjustable display lighting for retail stores |
| Intended application | Evaluating options for a store refurbishment |
| Requested information | Dimensions, mounting options, and available finishes |
| Open questions | Required quantity and installation schedule |
| Agreed next step | Exhibitor to send the requested technical information |
| Internal owner | Sales representative who handled the discussion |
| Timing | No deadline agreed; confirm during follow-up |
Boya OS lists export options including DOCX, PDF, TXT, and Markdown. Export the relevant content as needed, then manually place the verified details into your team’s records. The template above may need to be created and formatted separately.
Assign the next action through your normal team process and prepare the customer message yourself. This workflow does not assume automatic CRM syncing, task assignment, or email sending.
In the lighting example, the representative would send the requested technical information and ask about quantity and installation timing. That response continues the specific discussion started at the booth.
Conclusion
For exhibitors, a useful contact record preserves more than a name. It explains what the visitor needs, what remains uncertain, and which action was agreed.
Boya Notra Nano and Boya OS support the recording, transcription, summary, and review stages. Your team supplies the contact context, verifies the details, and carries out the follow-up.
Prepare a consistent contact reference before the show, keep conversations distinguishable, and review the information before acting on it. This gives each promising booth discussion a clearer path to the next step.
