Easily Capture & Retrieve Leads At Events Using Our Lead Scanning App

Whether you’re an exhibitor who wants to scan leads at an event, or the organizer who needs to provide lead scanning and retrieval apps to your exhibitors, one thing is for certain, whatever you choose, it needs to be easy and simple to use.

When you want to scan leads, the best and cheapest way to do it is using a lead scanning app that is installed on your mobile phone.

The smartphone is essentially a ready made lead scanning device. It has a camera to scan badges, the operating system to run software, and is internet enabled so it can store and retrieve your lead scanning data in the cloud.

As everyone owns a either an iPhone or Android phone these days, there really isn’t a need to rent or buy dedicated lead scanner devices. Therefore, the cost of lead scanning technology for an event organizer is greatly reduced.

5 Essential Lead Scanning Features For Exhibitors

We believe that our lead scanning app for events is the best on the market. Unlike many other providers who have separate apps for their attendee event participation and exhibitor lead scanning needs, our mobile app is multi-functional.

When you login, our system recognizes your active roles within an event. If you’re an attendee, you see just the attendee features. If you’re an exhibitor, you see the attendee features and your lead scanning features in one app experience.

This means that you don’t have to switch between multiple conference apps and gives you a much nicer and trouble free event experience.

1. Super Fast QR Code Detection For Frictionless Lead Scanning

We have worked hard to refine our technology to make QR code detection as fast as possible when compared with laser scanning barcodes.

When you launch the lead scanning feature, your mobile camera will automatically open. All you need to do is point your camera at the attendee’s QR code on their badge and it will auto detect without you needing to press a ‘capture’ button.

Our QR code detection will work efficiently for for QR codes within 1.5 meters of you, but for best results with 1 second detection, hold your camera approximately 15-45 centimeters from the attendee’s badge.

Once the app has detected the QR code, the attendee’s information is retrieved and you can save your lead.

2. Increase The Quality Of Your Lead Scanning With Custom Questions

Imagine you’ve had a 20-minute conversation with a new lead, they seem really interested in what you have to offer. You scan their badge and save their details in your lead scanning app.

You go home after the event, perhaps its now the weekend, and come Monday you go to follow up and make contact. However, you can’t remember exactly what they wanted… Sound familar?

With our lead scanning app you can create your own lead qualification questionnaires. In the exhibitor portal, you can define what additional questions you want to complete when you scan a lead. These can be set by the exhibitor administrator and pushed out to all staff with the lead scan app.

You can include free text input questions, mutliple choice, or single select questions and whether they should be mandatory or optionally completed.

If you make a mistake or want to add more context to your lead notes, you can at any time by editing a saved lead.

In addition, our lead scanning app will also allow you to take freestyle notes about each lead so that when you return to follow up, all the notes are there for you to read to make your first contact email a bit more professional.

3. Start The Conversation Immediately After Scanning Your Lead

With other lead scanning apps there is no way to capitalize immediately after scanning your lead. Instead you have to export your leads to CSV and them import them into your CRM.

You can of course also do this with Just Attend. However, we have a small but incredibly useful feature for exhibitors in the app that allows you to immediately strike up a follow up email directly from your own business email account installed on your phone.

It is well proven that following up a conversation within the first 2 hours of breaking the ice is more likely to solidify a relationship and end up with a sale quicker than leaving it longer.

4. Export Leads In Real Time

Each staff member with the lead scanning app can export the leads they have generated at the event to their registered email address. The export will contain all the lead profile data the event organizer has permitted the exhibitor to see along with any custom lead questions and notes taken as part of the lead capture.

Exhibitor managers can login to the event portal and navigate to their exhibitor self-service area and see a list of leads their team have scanned.

The managers can also expand each lead to see their profile and information collected at the time of scanning, who scanned them and when.

They can then export all leads in one CSV at any time to import into their CRM.

5. Self-Register Staff As Lead Scanners

As event organizers, we know the challenge of chasing exhibitors to register their staff for the event. The fact is that most large businesses won’t actually know until a few days before your event which people from their organization will be attending.

This can be frustrating because exhibitors will give you the names of the people they think will attend, you will register them on whatever platforms you need, only to be emailed a few days later asking for them to be swapped for someone else.

With our platform, exhibitors can register their own staff members who will be attending at any time using the self-service registration. When they register an event staff member, they will automatically get access to the lead scanning feature on our mobile app. Nothing else is required from the exhibitor or you as an organizer.

This means that if you’re also using our badge printing, exhibitors can self-register at the entrance to your event on the day of the show without any hassle or problems.

5 Critical Lead Scanning & Management Features For Event Organizers

Enabling your exhibitors to scan leads at your event is a critical component and one that should never be overlooked. Exhibitors will measure your event by their return on investment (ROI). Their ROI will be measured by a few factors, most commonly:

• The number of conversations they had on stand
• The quality of those conversations and how they align to their product offering
• The number of qualified lead scans
• The level of engagement / pipeline generated by those leads post event
• The money earned from these leads in post event closed business

Whilst neither you or we can guarantee event ROI for each of your exhibitors, we can give you the tools and insights to make it easy for the exhibitor and give you the data you need to prove you’ve done all you can to help them achieve their ROI objectives.

We do all this in ways that make your life as an event organizer as simple as possible.

1. Limit The Number of Lead Scanning Staff Per Exhibitor

Depending on your chosen venue or budget you might have restrictions on the number of people you’re allowed at your event. To adhere to these restrictions it will be important to control how many staff members from each exhibitor are allowed to register.

You can do this by setting the number of booth staff an exhibitor is allowed to register based on their exhibitor level.

This is also a good way to restrict the number of people who can scan leads via the app too as each booth staff member will have this capability.

Don’t worry though, if some exhibitors want to bring more staff to your event and you have capacity, you can upsell them additional tickets. This can be a good way of earning some, or all of your event platform costs back by selling ‘lead scanning licenses’ of your own.

2. Empower Exhibitors to Self-Register Their Lead Scanner Staff

A big focus of ours is self-service. Our platform is designed to relieve the reliance on event organizers to complete admin tasks so that you can run large scale events with a small team.

One of these efficiencies is the ability to allow exhibitors to self-register their event team to your event.

They can register their presence, complete all registration steps, and also setup and manage their staff profiles so their brand and presence is properly represented at your event.

3. Allow You To Step In And Manage Lead Scanning Setup

As exhibitors ourselves we get frustrated by the lack of flexibility in lead scanning apps. Sure they scan and save the lead, but when we want to add notes or even add our own questions to qualify the lead better, we can’t.

With Just Attend however, you can let the exhibitor decide what questions (if any) they want their staff to complete when a lead is scanned. This allows them to collect additional lead scoring metrics that will help with their post event follow up.

By default, our scanning app will always allow the exhibitor to write their own lead notes.

The exhibitor (or you on behalf of them) can add questions and order them in the correct manner. If you or they change their mind, they can delete the questions at any time and any data that was saved against the deleted question isn’t lost. They retain it and it can be exported through the lead export.

4. Allow You To Control What Attendee Profile Data Is Provided

When you register attendee you can create your own registration data capture form. This form can be as long or as short as you need in order to profile your attendees.

Some of the data fields may not be for exhibitor consumption. Questions like “what is your next of kin name?” etc.

When you create your registration fields you can choose whether each field is exportable by exhibitors when they’ve scanned a lead. This way you can supply an enriched profile to the exhibitor beyond name and email address.

5. Track Lead Scanning Activity Across All Your Exhibitors

Understanding how many leads are generated at your event is a critical data metric for you to measure your event success and provide data insights to help sell your next event.

With our lead reporting in your conference admin portal you can check at any time how many leads are being generated overall.

You can drill down into each exhibitor and see how many leads they have scanned, who the most active lead scanner is, and which attendees have been the most open to having their badges scanned ay your event.

The reports also provide you deeper insight into when your exhibitors were the most busy by looking at the lead scans over the duration of your event.

At the end of the event you can use the leaderboards to issue prizes to the most engaged exhibitor, lead scanner, and attendee.

How You Can Offset Lead Scanning Costs For Your Event

When you look for event platforms that include lead scanning features, you may find that some will sell ‘lead scanning license’ add-ons. These licenses can cost anywhere from $50 to $250 per person.

It is important that when evaluating the costs of these platforms that the base platform cost may appear cheap, but beware of the hidden add-on.

Some will say the license cost for lead scanning can be passed onto your exhibitors. They will pay if they need it.

However, as exhibitors ourselves at events we showcase Just Attend, we find it increasingly frustrating when we’ve paid $10,000 for a space at the exhibition we have to pay $250 per scanner on top just to be able to have the opportunity to build a pipeline of leads.

Some event companies will provide at least 1 license for us to use, which for us is adequate enough for our needs. But this license will need to be paid for by you, the organizer.

For example, we have been quoted in the past for an event platform for $1,750 to give us ticketing, exhibitor management, and session agenda planning. If we wanted lead scanning, we had to pay $150 per license on top.

We had 51 exhibitors at our event that year, which if we were going to provide 1 lead scanning license per exhibitor would push our event platform cost to $9,400.

With Just Attend we don’t do this. We have one price for the size of your event. You can add as many lead scanning exhibitor accounts as you want and all you will pay is the same fee as if an attendee was registered.

If you took our unlimited registration plan at $15,000 and registered 3,000 attendees and 500 exhibitor staff all requiring access to lead scanning, your per person cost for your event would be $4.29 per exhibitor person. When you compare this cost to what you could be paying elsewhere, the savings are considerable.

That said, we do offer you a way to offset your platform costs by allowing you to limit the number of exhibitor staff you want to each exhibitor by restricting their exhibitor level.

For example, you can prevent exhibitors from registering more than 2 staff per exhibitor. This protects your event plan from being over consumed by exhibitor staff, allowing for more attendees to sign up within that plan.

You can then sell additional tickets to exhibitors through their exhibitor self-service portal which they can buy at a cost that is completely up to you.

As long as you’re selling them for more than $5 per ticket, you’re making profit which could ultimately end paying your entire event platform cost!

If you’d like to find out more about Just Attend and what we can offer you, please book a demo.