Collection and return
We handle the handover of hired badge scanners so your team can start scanning quickly when the expo opens. Collection and return is arranged around build-up, show hours and breakdown, with clear check-in and check-out on both sides.
What is included
Our collection and return service covers the movement of hired badge scanning kit to your stand team and back again after the expo. The aim is simple: you receive equipment that is checked, labelled and ready for use, and we receive it back with a clear count and condition check.
Depending on the event plan, handover can be arranged at the expo in Johannesburg, Durban or Cape Town. We confirm who on your side is authorised to collect, the expected time window, and how the return will happen after breakdown. If your team is using the phone app as well, we can align scanner handover with app setup so the stand runs as one system.
- Pre-event check of each scanner and charging accessories
- Device labelling and unit count confirmation
- Collection handover to the authorised stand contact
- Return check after the show closes
- Basic incident logging for missing parts or visible damage
- Post-show confirmation that the rental is closed off
How the handover works step by step
Before the expo, we confirm the venue, hall access rules, stand number, build-up date and the main collection contact. Some venues allow early access only for approved contractor lists, while others require the exhibitor badge first, so we sort this out in advance where possible.
On collection day, the authorised person checks the kit count against the handover note. We show the team how to power the scanner on, confirm badge read success, and point out the charger and any spare items included. The handover is brief by design, but it covers the basics your team needs before visitors arrive.
At the end of the event, the same process runs in reverse. Your team powers units down, packs them together with chargers and accessories, and hands them back during the agreed return window. We check quantity and visible condition on site where possible, then log the return complete. If breakdown is rushed, a final check may be done just after collection from the stand.
- Booking confirmation and stand details received
- Collection slot agreed around build-up or first morning access
- Kit signed out by your authorised contact
- Units used during the expo, with offline scanning available where needed
- Return packed and handed back after close of show
- Rental closed once all items are checked in
What your team must prepare
A smooth handover depends on one clear contact person on your stand. That person should know who is allowed to collect the scanners, where the kit will be stored during the show, and who will physically return it after breakdown. If shifts change often, tell us in advance so we can note a backup contact too.
Please make sure your stand team has basic charging access and a safe spot for devices when the stand is unattended. In coastal venues, humidity can affect loose paperwork and labels, so keeping the kit packed away overnight helps. During power cuts some halls switch over quickly, but charging points can still get crowded, so a simple charging plan is worth it.
- Authorised collection contact and backup contact
- Stand number, hall name and access instructions
- A secure place on the stand for kit storage
- Charging access during the event
- A return plan for the final hour and breakdown period
If your team is also using the phone app, make sure each operator is signed in before the doors open. That saves time at the stand and avoids a last minute scramble, which happens more often than people think.
How pricing is worked out
Pricing for collection and return is based on the practical parts of the job rather than a flat one-size-fits-all fee. The main factors are the number of scanners hired, the event city, how many handover points are needed, and whether timing falls into tight build-up or late breakdown windows.
Events in Joburg, Durban and Cape Town all run a bit differently. Some stands are easy to reach with direct exhibitor access, while others need extra time for parking, security check-in, long walking distances or freight lifts. Multi-day expos with staggered team shifts can also change the handover plan a little.
We do not publish fixed rental figures on this page. Ask for a quote through the contact page and include your city, dates, stand number if you have it, estimated scanner quantity, and whether you want scanner hire only or scanner hire with the phone app and CRM sync support.
- Number of scanners and accessories
- Event city and venue access conditions
- Collection and return timing windows
- Any extra coordination needed for larger teams
After the show and support
Once the kit is returned, we check each unit back in and note any missing chargers, cracked screens or other visible issues. If something is still on the stand or packed into your own crates by mistake, we let you know quickly so it can be traced before the venue clears out. That little check can save a lot of running around.
If you used the scanners together with the phone app, aftercare also includes making sure your lead data is where it should be. We can confirm whether scans were captured, whether lead tags such as hot, warm or cold were saved, and whether voice notes are attached where your operators recorded them. If a team member worked offline for part of the day, we can help check that sync completed once the device was back online.
Support after the event is practical and focused on closing off the job cleanly. If you are preparing for another expo in one of the main centres, we can also advise whether to repeat the same handover method or adjust it for a larger stand, more operators or tighter access rules.
Equipment notes and operating details
The handheld scanners supplied for rental are chosen for fast badge reading at busy stands, with simple controls that suit temporary event staff. Battery life depends on scanning volume and screen use, but a full charge is intended to cover normal expo hours. We still recommend charging each night. For events with very long days or split shifts, ask us about the best unit count for your team.
Scanners are issued clean, tested and labelled. A charger is included for each unit, and the handover note records quantities so both sides have the same count. Units should be kept dry, protected from knocks and not left loose on counters during breakdown, because that is when gear often gets mixed into general stand stock.
If your team needs a quick refresher at collection, we can run through scan confirmation, basic lead tagging flow and what to do if a badge does not read on the first pass. Most operators are comfortable within minutes, even if they have not used the kit before.
What our Lead Capture customers say
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Questions we get asked
Can our team collect the scanners before the show opens?
Yes, collection is usually arranged during build-up or before doors open on the first day, subject to venue access rules and the agreed handover window.
What happens if a scanner is packed into our stand stock by mistake?
Tell us as soon as possible through the contact page. We will log the missing item and help trace it while venue breakdown and freight collection are still in motion.
Do you offer collection and return if we are using the phone app as well?
Yes. We can align scanner handover with your app setup so your operators use one lead capture process on the stand.
Also worth a look
Book scanners for your stand
Send a note through our contact form with the expo, your stand size and how many staff will scan, and our team will reply with options.
Open the contact form