AI & Technology · Exhibition Meeting Programme

HUMAIN at LEAP 2026 — Meeting Booking Platform Case Study

HUMAIN · in partnership with LifeStamp

A custom meeting booking and approval platform built around HUMAIN's own way of working — three meeting rooms on one shared calendar, 30-minute slots, designated approvers, and automated email, SMS and WhatsApp communication across four days at LEAP 2026

Meeting Rooms

Event Days

30 min

Slot Length

9 hrs

Daily Booking Window

HUMAIN at LEAP 2026

HUMAIN · in partnership with LifeStamp

3 meeting rooms

4 event days

Challenge:

At LEAP, HUMAIN's teams meet potential customers on the exhibition floor — and the value of that conversation depends on how quickly it becomes a structured, confirmed meeting. Turning a floor conversation into a booked room needed far more than a generic scheduling tool. HUMAIN operates three very different meeting spaces on its stand, each with its own capacity, its own availability window and its own on-stand experience; only designated HUMAIN team members are permitted to confirm a meeting; and both the HUMAIN staff member and the visiting customer have to be kept informed from the moment a request is made until an hour before the meeting starts.

Our Solution:

Alongside the people, training and operational delivery led by LifeStamp, StampIQ designed and developed the technology layer behind HUMAIN's visitor engagement and meeting-conversion process at LEAP. Rather than using an off-the-shelf meeting-booking tool, the platform was configured around HUMAIN's internal workflow: each meeting room is its own calendar with its own hours, capacity and customised design; approval permissions are limited to designated HUMAIN approvers; and a request holds no slot until it is approved, so a room can never be double-booked. The platform also manages every message around a booking, so visitors and internal teams stay informed at each step of the journey.

Results:

Custom booking and approval platform live ahead of LEAP

3 meeting rooms running on one shared 30-minute calendar

Approval permissions restricted to designated HUMAIN staff

Email, SMS and WhatsApp communication automated end to end

Meeting Rooms

Event Days

30 min

Slot Length

9 hrs

Daily Booking Window

The Challenge

Three meeting spaces of different sizes — a VIP room, a booth meeting room and a 30-person hospitality suite — each with its own availability across the four LEAP days

Only authorised HUMAIN team members may approve a meeting; a generic booking tool would have let anyone claim a room

Meetings run in strict 30-minute slots, so double-booking a room during a live exhibition had to be impossible

The staff member and the visiting customer both need confirmations, changes and reminders — across email, SMS and WhatsApp

Our Approach

One booking link for the whole stand — the visitor picks a date and time first, and only the rooms genuinely free at that moment are offered

Each room modelled as its own calendar with its own capacity, availability window and customised on-screen experience

Approval restricted to designated HUMAIN approvers, with a pending request holding no slot until it is confirmed

Qualification captured at the point of booking — sector, product interest, discovery call or qualified lead, and whether the customer is Riyadh-based

Automated confirmation emails, calendar invites, follow-ups, and email, SMS and WhatsApp reminders one hour before the meeting

A private self-service link on every booking so it can be checked, rescheduled or cancelled without going back to the desk

HowWeDidIt

Workflow Mapping

Mapped how HUMAIN's teams actually work at an exhibition — who books, who approves, which room suits which conversation — and turned that into the structure of the platform rather than bending the team to a generic tool.

Rooms, Slots & Approvals

Configured each meeting space as its own calendar with its own capacity and availability, set 30-minute slots across all four LEAP days, and limited approval rights to the designated HUMAIN approvers.

Booking Journey & Branding

Built the branded booking journey — date and time first, then the rooms free in that slot — with qualification questions captured at the point of request and a per-room customised design.

Automated Communication

Wired up the full message chain: request received, approval, confirmation with calendar invite, follow-ups, and email, SMS and WhatsApp reminders an hour before each meeting.

Location

HUMAIN Booth · Hall 2, LEAP 2026, Riyadh, Saudi Arabia

Industry

AI & Technology

Event Type

Exhibition Meeting Programme

Platform in Action

Date, Time, Then the Free Rooms

The visitor picks a day and a 30-minute slot first; the platform then shows only the meeting rooms actually available at that time, with the remaining capacity on each. The notice is deliberate — the time is not held until HUMAIN confirms it.

Qualification at the Point of Booking

The request form captures both sides of the meeting — the HUMAIN staff member and the customer — along with sector, product interest, whether the lead is already qualified or this is a discovery call, and whether the customer is Riyadh-based.

Request Received — and Nothing Held Yet

The confirmation screen states plainly that the slot is not reserved until an approver confirms it, and hands the requester a private link to check, change or cancel the booking later.

Confirmed, With the Calendar Invite Attached

On approval, both the HUMAIN staff member and the customer receive the confirmation — room, time and duration, Google Calendar, Outlook and .ics options, and a link to manage the booking.

"LifeStamp manages the human experience; StampIQ provides the digital infrastructure behind it. The journey doesn't end when a team member spots an opportunity on the booth — the conversation moves straight into a structured digital workflow: engagement, qualification, meeting request, internal approval, confirmation, automated communication and follow-up."

Meeting Programme Lead

Visitor Engagement & Meeting Conversion

HUMAIN at LEAP 2026