Use Cases & Campaigns
How do I mail invitations to book demos at our trade show booth?
Pick the accounts you most want to meet at the show, mail each decision-maker a personalized invitation three to four weeks before the event, and put a unique QR code on the card that links to your booth booking page. Order early: production takes 2 to 3 days, and delivery usually takes about a week, sometimes 2 to 3 weeks.
Practical guide · Published October 21, 2026 · Written by Zaki Usman
The Yotru answer
Most exhibitors wait for traffic to walk past. A short list of invited accounts with booked times gives your team a schedule before the doors open. Choose accounts that are likely to attend or are based near the venue, write an invitation that names the event and your booth number, and let the QR code take them straight to your calendar.
How clients ask it
- How do I get target accounts to visit our booth?
- Can I send pre-show invitations by mail?
- How far ahead should I mail trade show invitations?
A simple timeline
| When | What to do |
|---|---|
| 5 to 6 weeks before | Choose your target accounts and the decision-makers to invite |
| 4 weeks before | Finalize the message, the booking page and the recipient list |
| 3 to 4 weeks before | Approve and pay. Yotru prints and mails within about 2 to 3 days. |
| 1 to 2 weeks before | Call or email anyone who hasn't booked |
| Show week | Confirm the booked meetings |
What the invitation should say
Lead with the reason to come: a live demo of something new, a short working session on a problem they have, or something reserved for booked meetings. Include the event name, dates and booth number, and sign it from the rep who will host the meeting. That way the person they meet at the booth is the person who invited them.
How we look at it at Yotru
We'd start with 50 to 200 accounts you'd most like to meet. The QR scan shows who looked at the booking page, so your team knows who to call before the show even if they didn't book. For the wider strategy, see how to use direct mail before a trade show.
Frequently asked questions
Three to four weeks before the show. Production takes about 2 to 3 days, and delivery usually takes about a week but can take 2 to 3 weeks.
A booking page with your available booth times. Each recipient gets a unique QR code, so you can see who scanned even if they didn't book.
Decision-makers at target accounts that are likely to attend the show or are based near the venue.
Yes. If you have guest passes, say so on the card. It gives the invitation a concrete reason to act.
Yes. Yotru can source business contacts and mailing addresses, or you can upload your own list.
Follow up by phone or email before the show. If they scanned the code, start with them, since they've already shown interest.
Related topics
Work with Yotru
Fill your booth calendar before the show opens
Choose your accounts, write the invitation and approve the list before you pay. Yotru handles addresses, printing, mailing and a QR code per recipient.