Best way to capture leads at events from your phone – for free!

Events, exhibitions, and trade shows are great places to find new leads for your business.

However, they’re only worth your time and financial investment if you’re well prepared on how to capture leads at events efficiently.

If you struggle with an inefficient event lead capture process, it can also slow down your subsequent follow-up activities with those leads, thus lowering your chances of converting them.

So let’s dig into how you can solve this problem quickly. We’ll show you how to capture leads at your events so you can easily access, manage, and contact them later. Plus, get tips on how to maintain their interest and attention after the event.

⚠️ Common issues with capturing leads on-site

You probably find it time-consuming to manually transfer your event leads to your phone or CRM after the event has ended.
This often happens when you’re using Google Forms or its equivalent to capture leads on-site. At the end of the day, you may have collected a lot of leads, but they sit in some spreadsheet or online database – not where you need them to be to implement your sales follow-up.

Their details still need to be sorted, assigned, and transferred to the phone of the person who will be following up – and many sales teams still do all of these tasks manually.

By the time they get to it, a few days or weeks may have passed since the event. This only makes it more difficult for you to convince leads to buy, because they lost interest or forgot about you.

How to capture new leads effectively at your event

Here’s a faster way to capture lead information at events. You can easily set up a Privyr Lead Form on your phone – for free!

When someone fills out your form at an event, their details will be instantly sent to your mobile phone. And you can quickly send them a template message you prepared for this event via WhatsApp, iMessage, and more.

This Lead Form is integrated with Privyr mobile CRM. You can even automatically tag new leads when they get sent to your phone, so you know which category they fall into (e.g. Leads from Road Show A, High Value Buyers).

Creating a Privyr Lead Form on your phone:

1. First, create a free Privyr account here if you don’t already have one.
2. Open the Privyr mobile app – available for both iOS and Android phones.
3. Go to your Account and find Lead Forms. This is where you can create or edit your Lead Forms in Privyr.

How to use the Lead Form on the day of your event:

So how can you share this Lead Form and encourage people to fill it out on-site for maximum efficiency? Here are our recommendations!

Each Privyr Lead Form you create comes with their unique link and QR code. You can:

• Set up a tablet or laptop with the link to your Lead Form open. This way, the participants won’t need to open your link themselves or try to get their QR code scanner to work. If they agree to share their contact information, you can just ask them to use the tablet you’ve set up. This method reduces friction so you can capture a lead successfully!
  
• Screenshot the QR code and set it as your phone screen. This will come in handy when you’re walking the floor and jumping into unexpected conversations along the way. If you’re having a particularly interesting conversation, you can ask them to share their contact details for further discussion.
  
• Print the QR code and display it at your booth. Remember to include a clear and enticing CTA on the print, so even those people who walk past your booth while your team is busy will be convinced to leave their details.

When a person visits your link or scans your QR code, here’s how the form would generally look:

You can customise the Lead Form with your preferred images, description, and thank you text. During setup, you can also specify how you want the lead who fills out a specific form to be tagged in Privyr CRM.

Want a more detailed walkthrough? Check out our help guide for details, or watch this YouTube tutorial on how to use Privyr Lead Forms:

How to keep leads interested and engaged after the event

The short answer is regular follow-ups! Even if a person seemed super enthusiastic when talking to you at the event, it usually takes a couple of touchpoints before you can convert them.

More importantly, you should not wait too long before contacting your new event leads – ideally on the same day you received their contact details, rather than weeks or months later. The longer you wait, the harder it will be to get the conversation going.

To speed things up, you can save and send a message template via WhatsApp or iMessage through the Privyr app, so that the message can be auto-personalised for your event leads. Check out 20 of our best WhatsApp introduction message templates here. 

If you’re out of ideas on how to consistently engage your leads beyond the first outreach, check out one of our tried-and-true message scripts below.

• 20 WhatsApp follow-up message templates for sales

Want a more structured follow-up plan? Save these follow-up templates that can be sent in a sequence:

• 5-step follow-up sequence to engage and convert new real estate leads 
• 5-step follow-up sequence for new insurance leads 

Feel free to customise these scripts for your business and event in the Privyr app before sending.

Summary

It’s a huge time-saver to have all your lead forms, leads, and sales scripts saved in a place you can easily access at any time of the day – your phone.

With Privyr, you can quickly create beautifully designed Lead Forms for different events without needing additional tools or complex setup.

The app also goes one step further by helping you engage your new leads effectively with automatic follow-up reminders and one-touch auto-personalised messages for WhatsApp, iMessage, and more.

Sign up for Privyr today – it’s free!