SHARE-ME GUIDE

Staff Practice for Business Card Exchanges the Day Before an Exhibition

Share-Me | Published October 30, 2026

At an exhibition, simply having the page open on a staff member's smartphone does not mean you are ready for business card exchanges. In the field, you will need to make decisions beyond basic operation, such as when a visitor prefers paper, the connection is slow, or you need to hand over to another staff member.

During the day-before practice, do not just check if the page loads. Practice the entire sequence: addressing the visitor, switching to an alternative method, storing the received business card, and handing over information during a staff change. This article provides instructions for role-specific rehearsals. The scripts provided are fictional examples and do not reflect results from actual testing of devices or venue connectivity.

The Goal: "Do Not Keep the Visitor Waiting, Do Not Leave Them Wondering Who Is in Charge"

Passing the rehearsal does not mean everyone has memorized the same set of steps. The goal is for staff to be able to demonstrate the following four points in their own words and actions:

• Ask the visitor their preferred sharing method and stop the process if they decline to use the digital method.
• Offer an alternative when the planned sharing method cannot be used.
• Distinguish between successfully sharing business card information and arranging a follow-up contact.
• Hand over received business cards and unanswered questions to the designated staff member.

This is not a competition to see how many devices work. Record any conditions that have not been tested as "Unverified," and decide how to handle them if they occur on the day of the event. Do not assume that because it worked on one tested device, it will work on every visitor's device.

Assign the Staff Member, Visitor, Observer, and Manager

• Staff Member: Handles everything from introductions and sharing to receiving and closing the interaction. Do not operate the visitor's device without permission.
• Visitor: Acts out the assigned scenario. Do not simply provide the expected answer; point out any instructions that are unclear.
• Observer: Do not assist with the conversation. Record where the staff member becomes confused. Provide feedback on what actually happened after the practice session.
• On-Site Manager: Determines how to handle unresolved issues, restock paper, and manage staff changes. If technical verification is needed, connect the staff member to the appropriate internal team or official support channel.

In small groups, one person may serve as both observer and manager. However, the staff member should not judge their own performance; instead, confirm whether the visitor understood the instructions. After one round, switch roles so everyone experiences both providing and receiving information.

Items to Prepare on the Table

• The cards to be used on the day of the event, the QR code to be displayed, and the link to verify the correct public profile.
• A visitor's device with permission to use it. A notepad to record the model, OS, browser, and connectivity conditions.
• Paper business cards and backup materials displaying the company name, staff member, and contact information.
• Fictional business cards for practice, boxes or envelopes to indicate where to store them, and a section for recording handovers.
• Contact information for the manager, the person responsible for restocking, and the person responsible for verifying specifications.

If using a personal device, do so only to the extent agreed upon by the owner. Saving personal contact information or sending test emails is not required. Use fictional names and contact details for practice, and decide how to handle any unnecessary data that remains after the session.

Scenario-Specific Rehearsals: Act Out Four Scenarios in Sequence

For each scenario, follow this order: read the conditions → act out the scenario → have the observer confirm → repeat the same scenario. The following conditions and dialogue are fictional settings for practice. If you have not actually changed the connectivity or device settings, record it as "Practice for guiding a visitor when connectivity is slow" to distinguish it from a functional test.

Scenario 1: Ask a First-Time Contact to Choose a Sharing Method

Visitor Role Conditions: Has never used a digital business card and does not know what will open.

Staff Member Script Example: "I can show you a page containing my company's and my contact information. Would you prefer to receive it on your smartphone or on a paper business card?" If they prefer the digital method, continue with: "Could you please check that the company name and my name are displayed on the screen?"

Observation Points: Did the staff member bring the card close to the device before explaining? Was the visitor able to determine whose page was displayed? Did the staff member assume that simply viewing the page meant the contact information had been saved to the device? After sharing, did the staff member clearly end the interaction with "That is all for now," and explain that the next contact will be discussed separately?

Scenario 2: NFC Does Not Work, So Offer an Alternative Method

Visitor Role Conditions: Taps the card, but the page does not load, and they are in a hurry.

Staff Member Script Example: "Thank you for waiting. I can also show you the page via QR code or provide a paper business card. Which would you prefer?" If they choose paper, take it out and hand it to them immediately.

Observation Points: Did the staff member repeatedly ask the visitor to perform the same action? Did they instruct the visitor to change their settings without first asking what they preferred? Does everyone know where the paper cards are stored? If the cause needs to be investigated, were they able to assign one staff member to continue assisting the visitor and another to investigate?

The Share-Me Official Guide provides instructions for sharing via QR code when a tap does not work. Separate device-specific settings and detailed troubleshooting from the checklist for when NFC business cards do not respond. In this practice, the goal is to confirm that the staff member can switch to an alternative method without keeping the visitor waiting, rather than identifying the cause.

Scenario 3: The QR Code Was Scanned, but the Page Will Not Open

Visitor Role Conditions: The link appears to have been recognized, but the page is still loading.

Staff Member Script Example: "It seems the page is having trouble loading right now. This paper contains the company name and contact information. Would you like to view it later instead?" Only if the visitor asks to try again should the staff member offer another verified method.

Observation Points: Did the staff member confirm that the QR code was scanned and that the link was not loading as two separate issues? Did they explain that a page can always be viewed via QR code even without a connection? Did they suggest weakening the visitor's security settings to establish a connection?

If a paper backup contains only a QR code, the visitor will not know the contact information if the page cannot be opened. Include information that can be confirmed on the paper itself, such as the company name, staff member, and contact information. Perform checks on the printed material itself separately using the checklist for printing QR codes on business cards.

Scenario 4: A Staff Change Occurs, and Questions Remain Unanswered

Visitor Role Conditions: Hands over a paper business card and asks a question for a specialist. The initial staff member is called away by another visitor.

Staff Member Script Example: To the visitor: "May I hand you over to the staff member who can answer this question?" To the next staff member: "The visitor asked about the terms of use. We have not yet answered the question. They would like materials sent to them, but we have not scheduled a meeting."

Observation Points: Was the received business card and the conversation linked to the same person? Did the person taking over repeat the details? Did the staff member assume the interaction was complete just because they put down the business card? Were the visitor's request not to be contacted and their preferred use also handed over? Collect the practice business cards to ensure they do not get mixed with actual customer information.

Observer Checklist: Distinguish Completed Actions from Unverified Items

Record each item as "Verified," "Needs Correction," or "Not Performed." Instead of simply noting "It seems fine," record the specific statement or action and the next step for correction.

Date and Location:
Staff Member / Visitor / Observer:
Scenario Number:
Actual Device Verification / Conversation Practice Based on Assigned Conditions:
Visitor's Device, OS, Browser:
Connectivity Conditions (Record as "Unverified" if Not Tested):

Asked for the Visitor's Preferred Sharing Method:
Explained What Would Be Displayed:
Verified the Correct Company Name and Staff Member:
Switched to an Alternative Method:
Retrieved the Paper Backup:
Linked the Received Business Card to the Conversation:
Handed Over Unanswered Questions:
Confirmed the Scope of the Contact Request:

Observed Statements and Actions:
Items Needing Correction:
Responsible Person / Correction Deadline:
Scenario and Result of Re-Verification:
Method to Use When an Issue Remains Unresolved:

For example, if the staff member "provided QR instructions but did not know where the paper cards were stored," the items needing correction are the placement of the paper cards and the person responsible for restocking them. Simply repeating the NFC operation will not solve the problem. Choose the correction based on the observation.

Hand Over Unresolved Issues to the Manager with an Assigned Person, Deadline, and Alternative Method

At the end of the practice session, the on-site manager summarizes the unresolved issues. Do not simply assign a person and mark the issue as resolved; also record when and what needs to be verified to resume the interaction.

• The Wrong Person's Profile Opens: Stop using the card or QR code in question and ask the management staff to investigate. Continue using paper or another alternative until the correct sharing destination is re-verified.
• Connectivity Conditions Have Not Yet Been Tested: Assign someone to check them on the morning of the event. Until verified, mark the condition as "Unverified" and prepare a paper backup.
• Staff Members Provide Different Instructions: Decide on one short set of instructions and practice again by switching roles.
• The Destination for Received Business Cards and Unanswered Questions Is Unclear: Fix the storage location and the staff member responsible for receiving them, then repeat only the handover scenario.

When consulting the official support channel, organize the product name, device, actions performed, and the situation that was displayed. Do not attach the visitor's business card image or personal information without first confirming its necessity. The overall division of roles is linked to the Practical Guide to Business Card Management and Follow-Up at Exhibitions.

On the Morning of the Event, Check for Changes Since the Day Before

At the venue, staff assignments, device charging levels, connectivity, and QR code display locations may change. The manager should check whether "the sharing destination is correct," "paper backups and a storage location are available," and "the staff members assigned to unresolved issues have arrived." Even if some items remain unverified at the venue, you can begin assisting visitors as long as an alternative method and a person responsible for making decisions have been determined.

If a new problem arises during the event, prioritize assisting the visitor, then add the conditions and the response to the record after the event. Record only the facts observed on that device and in that environment. Do not generalize the findings into broad conclusions such as "Verified to Work on All Models."

With Share-Me, You Can Include Both NFC and QR Codes in Your Practice

In addition to sharing profiles via NFC, Share-Me's official guide provides instructions for downloading and sharing QR codes. During the day-before practice, you can confirm whether the profile to be used on the day of the event is displayed and whether you can provide guidance if the visitor prefers another method.

Prepare paper backups and a person responsible for handovers, assuming that differences in devices and connectivity conditions may occur. View the Share-Me Features and How-To Guide.

Official Information Verified on October 30, 2026. This is an original rehearsal proposal. We have not conducted physical device or venue connectivity testing, nor have we verified operation on all models.