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Most people go to events, collect a stack of business cards, feel good about it... and then never follow up properly. Or worse, they go in with a clipboard and a “Can I scan your badge?” energy that screams desperate.
If you’ve been there (we all have), this one’s for you.
We’re not talking about gimmicks. We’re talking about strategies that work — real, data-backed, human-centered ways to capture leads at events without making anyone cringe.
Most people treat events like a first date. But the pros? They show up like it's the third.
Here's how:
A week before the event, run targeted LinkedIn outreach or email drips to attendees (most event platforms share participant lists, or at least the sponsor/vendor ones do). Drop a friendly note saying:
“Hey, saw you're attending XYZ Conference — would love to say hi or show you something cool we’re working on!”
You're not pitching. You're warming. By the time they see your booth or run into you, you're already a familiar face.
According to Bizzabo, 68% of attendees are more likely to stop by a booth if they recognize the brand or name beforehand.
QR codes are back — but only if you use them smartly.
Don’t just link to your homepage.
Link to:
And here's a cool trick: Label the QR code clearly. Add something like:
“Scan for a free gift ”
“Join our lucky draw – takes 7 seconds”
“See how we helped [Company] grow 3X”
Pro tip: Track each QR with UTM parameters. Know exactly which event, which booth, or even which banner drove the most leads.
Everyone loves free stuff. But cheap pens and stress balls don’t convert.
Here’s what does:
The catch? To enter, people fill a quick form. But not the boring name-email-phone kind.
Ask questions like:
“What’s your current biggest challenge with [X]?”
“How are you currently solving [problem]?”
This way, even if they don’t convert now, you’ve got context to follow up smart later.
📈 Events that use strategic giveaways see 30–45% more lead capture compared to standard booth setups — EventMB Trends Report 2024
Most people collect leads and then scramble to enter them into their CRM days later — messy, error-prone, and honestly, a waste of good momentum.
Here’s the better way:
Use Salesforce right at the booth.
✔️ Sync lead forms (from iPads, QR scans, badge scans) directly into Salesforce.
✔️ Auto-assign leads to your sales team with tags like “Hot Lead – XYZ Event”.
✔️ Trigger instant follow-ups while the memory is still fresh.
With custom Salesforce flows (which we help clients set up), you can even auto-send:
No leads lost. No manual work. Just clean, live capture → instant action.
This is the part where good CRMs make great events even better.
Clipboards are dead. But iPads? Oh, they’re still sexy.
Set up a clean, one-question form on a tablet. Just one question.
“Want our event-only toolkit? Enter email to get it instantly.”
Bonus: use offline sync tools like Jotform Mobile, Typeform Kiosk, or HubSpot iPad apps to collect leads without WiFi panic.
Here’s a pro move most people sleep on:
Let them book a follow-up right there.
Pull out your phone or tablet and open a Calendly link.
Say:
“Let’s not play email ping-pong. Want to book a quick 15-min catch-up next week?”
No forms. No hoping they reply later. It’s locked in.
According to Chili Piper, scheduling demos on the spot increases post-event conversion by 60% compared to cold outreach later.
Yes, scan their badge. But don’t stop there.
Ask:
“Can I send you a cheat sheet we made just for [industry] folks like you?”
Now you’ve got two signals:
Later, you’ll know who actually cared and who was just passing by for the candy.
People won’t remember you after Day 3 unless you give them a reason.
When they say “Sure, send me something,” respond with:
“Cool — we’ll send you the post-event bundle: slides, best frameworks, and our top tools. Most people love that one resource on [XYZ] — I think you will too.”
Make it about them, not about you. Tie it to something they already said in your chat.
Human follow-up always beats generic sequences.
This is where your event game becomes lead-gen gold.
Create a page titled:
“Your Event Name – Exclusive Resources & Recap”
On that page:
Now, in all your follow-up emails, LinkedIn messages, and post-event social posts, you drive traffic here.
Bonus: Add a “Weren’t there? Get the highlights anyway” CTA to collect non-attendee leads too.
People love swag — but only if it’s clever.
Add a custom card or tag with a QR code or custom URL printed on your merch.
“Unlock your exclusive demo by scanning this card.”
“Secret offer inside — scan to see.”
The trick? This card isn’t just about the freebie. It’s the bridge between offline and online. From T-shirt to lead funnel.
Brands who use physical-to-digital CTAs at events see up to 35% higher post-event engagement – Splash Event Report 2023
Lead capture at events isn’t about collecting emails. It’s about creating moments people actually care to continue after the event is over.
Be human. Be helpful. Be unforgettable.
The brands that win at events aren’t the loudest or flashiest. They’re the ones that listen better, follow up smarter, and make the interaction count.
If you’re still doing the old “stand here, hand flyers, hope for the best” routine — now’s the time to step it up.
Salesforce
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