Lead Capture at Events

The lead capture plan in six steps

Work through these in order. Steps one to three happen before the event, step four at the booth, and steps five and six afterwards.

1. 1

   Decide what a good lead is

   Write down the job titles, companies or needs you want. Without that definition every contact looks the same.

2. 2

   Pick three or four qualifying questions

   Ask what the person wants, when they might buy and who else decides. Short answers, not essays.

3. 3

   Choose how you will capture

   Scan the badge, scan a business card or use a form. Pick one main method and a backup.

4. 4

   Record every conversation

   Scan, score, add a note and move on. Capture before the person walks away.

5. 5

   Set the follow-up window

   Agree who contacts whom, with what message, within what time. Write it in the team plan before the show.

6. 6

   Review and improve

   After the event, check which questions predicted real interest and change them next time.

Qualify as you capture

A qualifier is a quick judgement made at the booth. It tells the person doing follow-up which contacts to call first. Eventdex's lead retrieval page describes lead qualifiers and scoring that rank and categorize leads, plus a star rating.

Scan, card or form: which capture method

Each method suits a different booth. If the organizer's attendees have badges with codes, scanning is usually quickest. If they do not, a card scan or a form is the fallback.

• Badge scanning with Eventdex

  Eventdex's lead retrieval page says exhibitors scan the QR code or barcode on a visitor's badge with the phone camera or an external scanner such as Socket Mobile or Linea Pro.

  Lead retrieval app for trade shows

• Business cards

  Eventdex also describes scanning business cards to collect leads.

  Business card scanner app

• Custom forms

  The lead capture page mentions custom forms for contact details, preferences and feedback.

  Lead capture app

At the booth: a capture routine

Make capture a habit, not a decision. Every team member should follow the same short routine so the data is consistent.

• Greet, then scan

  Scan early so the data is in before the conversation ends.

• Score before they leave

  A quick rating while the details are fresh beats a guess on day three.

• Write one useful line

  "Wants pricing for 200 attendees, asks about August" is more useful than "Interested".

• Promise one next step

  Say what you will send and when. This is the line you will follow up on.

• Check sync at the end of the day

  Eventdex says leads captured offline sync with the portal when connectivity returns. Confirm that the count matches the number of conversations.

Follow up inside a stated window

Pick a window your team can actually keep, and write it down: for example, hot leads contacted by a named person within a set number of days, everyone else added to a nurture email. The number is yours to choose. This guide does not claim a figure.

Eventdex's lead retrieval page describes sending materials to captured contacts in a few clicks and exporting the contact list as a CSV file for import into your CRM.

Subject: Good to meet you at [Event]

Hi [First name],

Thanks for stopping by our booth at [Event]. You mentioned [one line from your note], so I have attached [resource].

Would [day/time] suit you for a short call to talk through [their need]?

Best,
[Name]
[Company]   [Phone]

How to choose a lead capture tool

Whether you are an exhibitor choosing for yourself or an organizer choosing for your exhibitors, compare tools on the same questions.

• What Eventdex's pages describe

  QR code and barcode badge scanning, lead qualifiers and scoring, notes, offline capture with later sync, CSV export for a CRM, reporting and iOS and Android devices. Confirm the details for your event in a demo.

  Lead capture software and app