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Live Event Lead Capture Playbook:
Connect Event QR Codes to SMS Conversations and Team Follow-Up

Use a QR code on approved event signage or handouts to invite an SMS conversation. Collect a name and relevant answers, then route the inquiry to your team with the event context. A scan alone does not send a text or complete signup.

Live EventsLead CaptureQR CodesTrade Shows
Plan the handoffDefine what your team needs to know and who owns the next step. Connect event context with the inquiry so staff can respond to the request without reconstructing the conversation.
The TextingOnly DifferenceThe attendee opens the QR destination and starts the configured SMS journey. OTTO can ask relevant questions and route replies. Review answers and partial journeys; a sending number does not verify identity or buying intent.
Post-Event CampaignFollow up on the information each attendee requested within a window your team can meet. Collect separate permission for recurring promotions and honor withdrawal and opt-out requests.

Use this workflow for trade shows, recruiting events, member gatherings, and other organizational events. Define the purpose, staffing, notifications, sending numbers, registration, and expected message volume before launch. Attendance alone does not establish interest or marketing permission.

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
Use a confirmation that reflects the requested next step. For example: “Thanks [Name] for requesting [information] at [Event]. Our team will follow up during [hours] from [number].” State a time window only when staff can meet it.
3
Associate a list named for the event
Name the list by event, date, and purpose, such as “[Event] [Date] Information Requests.” Preserve source and permission records. Do not treat this list as every attendee or as a recurring marketing audience.
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
Offer to explain the journey: scan the code, review the destination and disclosures, send the prepared message where supported, and complete the relevant steps. Test device behavior and event connectivity; provide a readable alternative route.
✓
Send the requested post-event information
Use dynamic contact fields to personalize the response, for example “Hi [first_name], here is the [information] you requested at [Event].” Match the message to the request and current permission. Configure reply handling, exceptions, and shared agent handoff.

During the Event

📱
Monitor live opt-ins

Review incoming conversation records and configured notifications during the event. Distinguish scans from SMS starts, answered questions, and completed signup steps. Assign a team member to review partial journeys and requests needing assistance.

💬
Assign one-to-one follow-up

Use shared one-to-one messaging when an attendee asks for help or a next step needs an agent. Review the conversation context before replying and coordinate ownership so multiple staff members do not send conflicting follow-ups.

🌐
Language options

Configure a language selector and a reviewed workflow for your audience. Available configured language packs include English, French, Spanish, Portuguese, Pashto, and Arabic. Confirm staff support and translated questions before publishing each language path.

Go Deeper
📖 Related Insight
SMS Entry Points: Streamline Customer Journeys and Own Your Data

Explore how event QR codes connect with other SMS entry points, conversation workflows, and structured records for your existing systems.

Read the Insight →
▶ Next Step
Custom Questions, Captures Name Collector

The specific collector type for event lead capture: name-first question sequence, setup steps, and Final Message configuration for event-specific Prepare Caller.

Read the KB Article →
🏢 Industry
Live Event Lead Capture: Use Case

How trade show exhibitors, open house hosts, and event marketers use TextingOnly QR codes to capture and qualify attendees in real time.

Read the Playbook →
In This ArticleFull Setup: Step by StepDuring the Event
See It Live
Go through the event lead capture flow

Explore an example conversation. Configure and test your event questions, disclosures, notifications, and follow-up before distributing the QR code.

Live Demo →
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Frequently Asked Questions

A booth QR offers another way to request information over SMS. The attendee must start the conversation and answer the configured questions. A scan is not an enrollment or verified identity.
A Custom Questions, Captures Name collector: name capture matters so your rep can reference the contact by name on follow-up.
Review conversation records and configured lead notifications during the event. Test account access and connectivity on the device staff will use. Scans and completed SMS signup steps are different measures.
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