Lead capture is not a task to leave until the booth is busy. A short, agreed workflow before doors open helps every team member collect the same useful context and makes the next conversation clear.
Before the exhibition
- Choose the event, booth details and the people who will capture leads.
- Agree the minimum fields: a name or company, one contact method, interest and a short note.
- Set the interest tags your sales team will actually use after the event.
- Agree what Hot, Warm and General mean for this exhibition.
- Prepare a short consent statement and a visitor QR form for people who prefer self-registration.
- Test the full capture flow on every phone, including a business-card review and an offline save.
- Write approved follow-up templates for the most common requests.
On the exhibition floor
Capture the lead immediately after a useful conversation. Keep the form short, then add the detail that makes follow-up personal: what interested them, who should respond and what was agreed next.
- Review business-card text before saving; correct uncertain names, companies and contact details.
- Record the product or service discussed, priority and one useful note.
- Set a next follow-up date for Hot leads before moving on.
- Use the duplicate prompt to avoid creating a second record when a visitor returns.
- At the end of each day, review Hot leads and unresolved pending syncs.
After the exhibition
Start with the promises made at the booth. Send information, arrange calls or introduce the right colleague while the conversation remains recognisable. Then export the event data and review which interests, locations and staff workflows produced the most qualified conversations.
See the ExpoCollect workflow or set up a lead-capture workspace before your next exhibition.