Your gate number, roughly.
I do not need a file for this. Pick your biggest show, answer from memory, and this page works the number out in front of you. If it comes out wrong, say so on the spot and I use yours instead.
Desks, kiosks or handheld scanners. Whatever people queued at.
The rush, not the full opening hours.
A sentence is plenty. "We did about 900 an hour across four counters" tells me everything.
Why this number, and not any of the other things you could send me
An exhibition organiser's first fear is a queue outside the hall at 9:30 with their sponsors standing in it. So the first thing they want to know is how fast your gate moves.
Everyone in your category says fast and seamless. Almost nobody puts a number next to it. A rough number you stand behind beats an exact one you never get round to sending.
It gets written as roughly, and you see the exact wording before it goes out.
The exact version, if you ever want one (optional, skip it today)
Your check-in runs on QR, so every person who walked in is already a row with a time against it. That export turns roughly into exactly, and it also shows what happened at your worst minute of the day. If it is not easy to reach, leave it. The rough number is enough to start.
Arrival times only. Delete every other column first. Excel, CSV or PDF, up to 50 MB. Nothing is public and you can remove it again.
If the export has no time against each person: your badge-print log or your scanner log will have it, because both get written at the moment someone walks through.
What I am not asking you for, which is almost all of it
No names. No email addresses. No phone numbers. No company names. No job titles. Throughput tells me how fast your gate moves and nothing about any person who attended.
That is deliberate. Your client owns that visitor data and you handle it for them, so the fewer personal columns that leave your building the better for both of you.
Who I can name
For the registration and check-in side specifically, not the booth side.
One per line. Typing a name here is your written permission, which is what my own checks need before a name goes in an email.
Why I cannot just use the logos already on your site
A logo on your own site is permission for your site. It is not permission for me to put that client's name in an email to a stranger, and my own checks block the send without a written yes from you. This box is that yes.
If you would rather not name anyone, that is a fine answer. I write everything without a client name. It reads thinner, it is still true, and it still goes out.
The rooms you already pay to be in
This is probably the single biggest shortcut on the page.
IEIA
You are already an IEIA member, listed as an Associate Member under Service Providers against neel@bilimbe.in. I pulled the public directory myself and counted it: 68 organiser members publish a named person and a direct email, and I have those 68. Another 33 organiser members have their email deliberately withheld from the public page.
A member login usually sees the full directory. That is 33 organisers I cannot reach any other clean way, behind a door you already hold the key to.
Any format. A spreadsheet, a PDF of the member book, even screenshots of the directory pages. Up to 50 MB each.
Anything else you hold a card for
Same question for every other body. EEMA, a city chamber of commerce, a venue's preferred-supplier list, an organiser's own vendor panel, a WhatsApp group that only members get added to. Each one is a room full of organisers with a door already open to you.
Just the names. I will look up what each one publishes.
What I will and will not do with a member directory
A member directory exists so members can reach each other about business. That is exactly what this is, and your name is on every message, not mine alone.
It still gets handled carefully: one person per organisation, a real reason to write that names their show, and a clean way out of the list in every single message.
If the directory's own terms say it is not for outreach, we do not touch it, and I would much rather hear that from you now than find out later. The 68 published emails are public either way, so none of the plan depends on this.
Four read-only invites
Your accounts, my email invited at the lowest level that works. No password goes anywhere. Tick each one as you do it.
The address to invite every time is avinash@matrixgard.com
The exact screens, one at a time
Google Search Console. Go to search.google.com/search-console, pick the Bilimbe site in the dropdown at the top left, click Settings in the left menu, then Users and permissions, then Add user. Paste the address, set permission to Full. Full can read and submit pages but cannot add anyone else, so it cannot lock you out.
Google Analytics. Go to analytics.google.com, click the gear icon at the bottom left, and in the Property column click Property access management. Click the blue + at the top right, then Add users. Paste the address, role Viewer. Viewer can only look.
Your Google business listing. Go to business.google.com, open the profile, then Business Profile settings, then People and access, then Add. Paste the address, role Manager.
Bing Webmaster Tools. Go to bing.com/webmasters, click the gear at the top right, then Users, then Add user. Paste the address, choose Read-only.
Two of those may not exist yet, and Bing almost certainly does not. Tick "we do not have it" and I set it up on your account and hand it back verified.
What these four actually change for you
They are how I give you a real number at the end of a month instead of an opinion. Which searches brought people in, which pages they landed on, how many turned into an enquiry.
One thing I can fix the day I get the business listing: it is currently set up as a photo booth business, so when somebody in Chennai searches for event registration or check-in, your listing does not come up. The registration side of what you do is invisible on the exact surface where local searches land. That is a settings fix, not a project.
A sending address of your own
A subdomain used for nothing else. I send you three lines, you paste them into Hostinger. Worth doing early even though no email goes out for three weeks.
Where the three lines go, and why the timing is fixed
- Sign in at hpanel.hostinger.com.
- Go to Domains and pick the domain.
- Open DNS / Nameservers, then Manage DNS records.
- Click Add record three times, once per line I send you.
I check it from the outside within the hour and confirm it is live.
On timing: a brand new sending domain has to be warmed up slowly for two to three weeks before it can send real volume, and that wait cannot be shortened by anyone. Set up in week one, month two is sending properly. Wait three weeks and month two is gone.
On keeping it separate: your main domain carries your client conversations and your invoices. Outbound never touches it, so if outbound ever has a deliverability problem your real mail keeps flowing.
Where online enquiries land
I read them, I qualify them, and you only see the ones worth your time.
Your next shows
Date and city is enough. No client names needed.
What I use them for
Two things. If you ever want the rough gate number turned into an exact one, your next show is where we measure it properly.
And organisers buy on a clock. They pick a registration supplier roughly six to three months before their show, and after that the slot is usually gone. Knowing your real dates means I plan around shows you are actually working rather than around a guess.
One story from the gate
A show where something went wrong, and what you did about it in the moment. This is the most valuable thing on the page and it costs you nothing but a memory.
Two or three sentences. Rough is fine, I will write it properly and show you before it goes anywhere.
Optional. A show that ran unusually well, and why.
Why this one sentence beats anything I could write myself
Every company in your category says fast, seamless, hassle-free. An organiser has read that line fifty times and it moves nothing.
What makes them believe a supplier has genuinely stood at a gate is the recovery. Nobody who has not run a gate can write that paragraph, which is precisely why it works on someone who has.
The page pack from October
The 25 answer pages I handed over on 13 October are not live yet. A date is enough. A seat for me is better.
Where it stands, measured this morning
On the live site those pages redirect to a 404, and on staging they return 404. Your team is clearly moving on other things, the staging site has grown and picked up structured data since October, this one pack just has not gone out yet.
Everything else I have planned was deliberately built so it needs no deploy from your side. This is the only piece where that is not true, and it affects the long game rather than the enquiries, so it is not urgent this week.
Numbers I need to get right
Your own site says two different things in two places. I will not put either in writing until you tell me which is true.
The site says 500+ in one place and 50+ in another.
The site says 6 in one place and 8 in another.
Hardware you own, software you built, people you can field at short notice.
Who to chase, and who to leave alone
This one makes everything I send sharper. It is the difference between volume and the right volume.
Event types, sectors, sizes, cities. Be specific if you can.
Clients you already have a relationship with, people a partner owns, sectors you do not want, anyone you have had trouble with. I will not touch them.
Names are useful. Knowing who is in the room changes how I write the first line.
How you want to be introduced
Everything that goes out carries your name, so you decide how it reads.
In your words, not marketing words. I will work from this.
Gates, badge counters, kiosks, queues moving. Real ones beat stock every time, and I have none.
Whatever you have. A PDF of a brand sheet is perfect if one exists.
Only if you are comfortable
None of this goes in anything public. It decides how hard I push and what a lead is worth chasing.
A range is fine. It stays between us, and I never publish a price for you.
What I am not asking you for
Worth saying before you wonder.
- No visitor names, emails, phone numbers, companies or job titles. Not now, not later.
- No logins to anything belonging to your clients.
- No access to your team's day to day, their groups, or your pipeline. That side is yours and I am not going to ask about it.
- No introductions to your referral contacts. Referrals are your channel and I do not reach into them. This is a second source sitting next to them.
- No one on your side running anything daily. If a system needs that, I do not build it.
What you get back
So this is not just a list of things to hand over.
A number nobody else publishes
Roughly how fast your gate actually moves at a real show. It goes into the outreach, onto the site, and into every first conversation. You see the wording before it does.
A monthly number, not an opinion
Which searches found you, which pages they landed on, how many became an enquiry. Plus the business listing fixed so the registration side is findable at all.
Organisers reached in time
Named decision-makers at shows that are still three to six months out, which is the window where a supplier actually gets chosen.
Only the enquiries worth your time
I read and qualify everything that comes in online, and pass you the ones with a real event behind them, with a note on what they asked for.
One thing to be clear about up front. You win work through referral today, and that keeps running exactly as it is. Nothing here replaces it or touches it. This is a second source alongside it, and the first month of email is deliberately quiet while the sending domain warms up, so judge it from month two.
If you only do two things on this page: answer the five taps at the top, and send the four invites. Those two unlock the rest.
Everything is saved as you type, so this just tells me to come and read it. You can still come back and add more afterwards.