Live Event Lead Capture Playbook: No Clipboard. No Badge Scanner. Just Scan and Done.
A QR code at your booth, booth banner, or event badge replaces the paper sign-up sheet and the badge scanner — capturing verified phone numbers, names, and qualification data in real time while the event is still running. Leads delivered before the event ends.
Live EventsLead CaptureQR CodesTrade Shows
The Problem with Current MethodsPaper sign-ups get transcribed later with errors. Badge scanners capture contacts you can’t reach for days. Both methods produce cold leads by the time anyone follows up.
The TextingOnly DifferenceA QR scan triggers OTTO immediately. Name captured, service interest captured, Final Message delivered — all while the contact is still at your booth. Warm lead in real time.
Post-Event CampaignThe event list is built automatically. Within 24 hours of the event, an outbound re-engagement campaign reaches every attendee while the conversation is still fresh.
Events are the highest-intent lead capture opportunity most businesses underutilize. The contact is physically present, actively interested, and in a buying mindset. This playbook captures that intent immediately — before the event ends and the context fades.
The Full Setup — Step by Step
1
Create a Custom Questions, Captures Name collector for the event
Name capture is essential at events — your rep needs to reference the contact by name in the follow-up. Add 1–2 qualification questions: “What brought you to the event today?” or “What service are you most interested in?”
2
Configure the Final Message as an event-specific confirmation
“Thanks [Name] — great meeting you at [Event Name]! [Rep name] will follow up within 24 hours from this number: (410) 555-0100. Save it!” Contextual Prepare Caller that references the event.
3
Associate a list named for the event
“[Event Name] — [Date] Attendees.” Every opt-in from the event QR auto-populates this list.
4
Print the QR code on booth signage, handout materials, and badges
Large format for the booth banner. Smaller for handouts. “Scan to connect” with a clear CTA. Download the QR code from the collector’s Options & Details in both PNG (standard) and SVG (large format).
5
At the event — demo the scan live to interested attendees
Show the contact how it works: “Scan this with your camera — it opens a text message automatically, just tap Send.” Many attendees won’t scan on their own; showing it converts significantly more.
✓
Send the post-event campaign within 24 hours
Outbound to the event list. Dynamic keywords: “Hi [first_name] — great connecting at [Event]! Here’s the information I promised…” with a CTA and OTTO reply automation for interested responses.
During the Event
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Monitor live opt-ins
The collector leads view shows every new opt-in in real time. A rep with the dashboard open on their phone can see new contacts as they scan — useful for following up with high-interest contacts before they leave the booth.
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Start 1-to-1 conversations on high-value contacts
When a particularly qualified contact scans and completes OTTO, a rep can open a 1-to-1 conversation from the platform immediately — texting them at the event while the context is live.
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Bilingual events
Use a Custom Questions (Multilingual) or ITR (Multilingual) collector, or add a language selector interstitial — so Spanish-speaking attendees are captured and qualified in their language at the same event.
Go Deeper
📖 Related Insight
SMS Entry Points: Streamline Customer Journeys and Own Your Data
How QR code event entry points fit into the broader TextingOnly entry point strategy — and why the real-time data capture at events outperforms every alternative.
The specific collector type for event lead capture — name-first question sequence, setup steps, and Final Message configuration for event-specific Prepare Caller.