Lead Collection at Conferences: Enabling Exhibitor Lead Capture in the Event App

April 2, 2026 | 3 min read

Lead collection is a central part of exhibitor activity at conferences and professional events.

A structured digital process helps ensure that leads are captured consistently, correctly associated, and available for follow-up after the event. The Event App includes a built-in lead capture feature, allowing exhibitor representatives to scan participant badges and store leads directly in the system.

This guide outlines how to configure the feature for use during the event.

Overview: How Lead Collection Works

Leads are collected by scanning participant QR codes. The participant's details are then saved in the system and automatically associated with the relevant exhibiting company.

This enables:

• Immediate capture of participant details
• Centralised storage of leads
• Clear association between leads and exhibitors
• Continuous use throughout the event without additional tools

Step 1: Set Up the Event App

Ensure that the Event App is configured and active before enabling lead collection.

• Go to Project Overview.
• Select Add Event App (if not already configured).
• Complete the setup and publish.

Lead collection is available as part of the Event App.

Step 2: Enable the Leads Feature

To allow exhibitors to collect leads:

• Navigate to App Settings → Features.
• Add a new feature and select Leads.
• Save and publish.

The feature becomes available to users with the Exhibitor role.

Step 3: Define Exhibitor Representatives

Exhibitor representatives are responsible for collecting leads during the event.

Existing participants

• Open the participant record.
• Assign the Exhibitor role.

New representatives

• Add manually, or import via Excel.

Ensure that all relevant users are assigned the correct role.

Step 4: Create Exhibiting Companies

Define each exhibiting organisation in the system:

• Go to Exhibitors.
• Create a new company.
• Enter the relevant details.

This ensures that leads are assigned correctly.

Step 5: Assign Representatives to Companies

Link representatives to their respective companies:

• Open the company record.
• Go to Staff.
• Add the relevant representatives.

This step determines where collected leads are stored.

Step 6: Provide Access to the App

To allow representatives to use the feature:

• Create an email or SMS message.
• Include the token {Participant.LoginLink}.
• Send it to exhibitor representatives.

The link provides direct access to the app.

Onsite Use

Once logged in, representatives can:

• Scan participant QR codes
• Capture participant details automatically
• Store leads under their company
• Build a structured list of leads during the event

The feature is accessible from any smartphone (iOS and Android), without installation. Access is provided through a personal login link.

Practical Notes

• Send access links ahead of the event
• Ensure exhibitors are familiar with the process
• Test the setup before the event opens
• Confirm that roles and permissions are correctly assigned

Summary

To enable exhibitor lead capture:

1. Set up the Event App
2. Enable the Leads feature
3. Define exhibitor representatives
4. Create exhibiting companies
5. Assign representatives to companies
6. Send access links

This setup supports a consistent and reliable lead collection process throughout the event.