10 Lead Generation Tools for Capturing Leads from Trade Shows and Events

Unlock the potential of trade shows and events with top-tier lead generation tools, as recommended by industry experts. This article delves into the mechanics of capturing leads effectively, featuring insights that can revolutionize the way businesses approach event-based marketing. Gain access to exclusive expert advice on maximizing return on investment with proven strategies and innovative solutions.

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Maximize Trade Show ROI with HubSpot

We’ve found HubSpot’s event management and lead capture tools to be invaluable for maximizing our trade show ROI. What sets it apart is its seamless integration of mobile lead scanning, real-time qualification, and automated follow-up sequences—all critical for the fast-paced environment of B2B trade shows. 

The platform’s mobile app allows our team to scan badges or business cards instantly, but more importantly, it enables us to add qualifying notes and tag prospects based on specific interest areas during conversations. This real-time data capture has proven crucial for personalizing our post-event engagement strategy. 

What really differentiates HubSpot’s solution is its ability to automatically segment leads based on interaction data and trigger targeted follow-up sequences. For instance, when we recently exhibited at a major market research conference, we could immediately categorize prospects based on their specific research needs—whether they were interested in consumer behavior studies, market entry analysis, or competitive intelligence. This granular segmentation allowed us to send highly relevant follow-up content within 24 hours of the interaction. 

The reporting functionality has also helped us optimize our trade show strategy by providing clear visibility into which events generate the highest quality leads and best conversion rates. We’ve seen a 23% improvement in our lead-to-opportunity conversion rate since implementing this systematic approach to event lead management. 

For B2B companies serious about maximizing trade show ROI, having a robust lead capture system that seamlessly integrates with your broader marketing tech stack is non-negotiable. HubSpot’s solution has proven to be that essential bridge between our in-person event interactions and our digital follow-up strategy.

Sai Sathish, B2B marketing leader, ConsaInsights

Capture Momentum Instantly with LeadSquared

Trade shows are the Wild West of lead generation: fast-paced, chaotic, and packed with potential clients who vanish the moment they leave your booth. I learned this the hard way at a tech expo a few years ago. We had great conversations, handed out sleek brochures, and even got verbal commitments. But when we followed up? Radio silence.

That’s when we discovered LeadSquared. Unlike the old clipboard-and-business-card method (which, let’s be honest, leads to a pile of forgotten contacts), LeadSquared lets you capture leads instantly, score them based on engagement, and trigger automated follow-ups before they forget who you are.

At our next event, we ditched the paper and used LeadSquared’s mobile app. When someone scanned their badge, we tagged their interests, added notes from our conversation, and here’s the magic, sent them a personalized email within minutes. The difference? Instead of cold follow-ups days later, we hit them while our brand was still fresh in their minds.

One lead even replied to our email while still at the event, asking for a meeting the next day. That deal closed within a week. Moral of the story? Trade shows aren’t about collecting leads; they’re about capturing momentum. And LeadSquared helps you do exactly that.

Martynas Siuraitis, SEO Consultant, The SEO Consultant Agency

Boost Efficiency with Cvent Event Management

Cvent Event Management is hands down my go-to tool for capturing leads at trade shows and events. It makes everything simpler, from event registration to capturing leads on-site and following up. Here’s why I really like it:

• Tailored Registration: Cvent helps us create a registration form that helps us collect the exact info we need for each event. This way, we can grab quality leads without any unnecessary hassle.

• Efficient On-Site Capture: With features like OnArrival and the Attendee Hub, our team can quickly scan badges and collect attendee details right from our mobile devices. This real-time data entry cuts down on manual errors, even when things get busy.

• Seamless Integration and Reporting: Cvent seamlessly integrates with our CRM and marketing automation tools, so we can follow up with leads almost right away. The reporting features also give us clear insights into which sessions or touchpoints generate the best leads, helping us fine-tune our strategies.

While it is a bit more expensive than the competitors, Cvent is totally worth it for larger and more complex events. It really boosts the efficiency of our lead capture and improves our follow-up efforts.

Gursharan Singh, Co-Founder, WebSpero Solutions

Sync Leads Seamlessly with iCapture

Been using iCapture for our trade show lead capture lately (honestly, took me a while to get the hang of it). The app basically turns your phone into this lead-gathering machine—way better than those rental scanners that always seem to die mid-show. Last month at DevCon, our team actually managed to sync everything straight to Salesforce without the usual post-show data nightmare. 

Still working out some quirks with the custom fields, but the basics are solid. Had to run a quick 15-minute walkthrough with the booth staff—you’d be surprised how many people try to scan badges upside down, even with the autofocus. Not perfect, but definitely beats manually typing in business cards at midnight in the hotel room.

Aaron Franklin, Head of Growth, Ylopo

Engage Leads Post-Event with Beehiiv

For trade shows and events, Beehiiv works great for lead generation. Instead of just collecting business cards, we capture leads by getting attendees to sign up for our newsletter through QR codes, exclusive content, or giveaways. Beehiiv lets us segment these leads, automate follow-ups, and even monetize the list later. It’s simple, scalable, and keeps our leads engaged long after the event ends.

Victor Hsi, Founder & Community Manager, Content Banks

Capture Subscribers Effectively with OptinMonster

OptinMonster is one of the most effective tools I’ve used to capture email subscribers. 

It enables us to track user behavior and help display targeted campaigns which have consistently driven results. The tool focuses on delivering relevant offers, ensuring visitors are more likely to engage and subscribe.

A standout feature is its Exit-Intent Technology, which detects when a visitor is about to leave the site and triggers a pop-up with a customized message. It captures attention at the right moment and turns potential bounces into valuable leads.

In addition to the above-mentioned feature, the tool offers extensive customization options. It allows you to tailor campaigns to fit specific audience needs, from design templates to behavioral targeting rules. These features ensure that your pop-ups feel relevant and less intrusive.

Finally, its seamless integration with major email marketing platforms makes the process efficient. 

Overall, you can automatically sync new subscribers with your email lists, streamlining your lead-generation efforts and ensuring consistent communication with your audience.

Peter Bryla, Senior Community Manager, Resume-Now

Generate High-Quality Leads with Lead Retrieval

When it comes to capturing leads from trade shows and events, I’ve found that Lead Retrieval is an incredibly effective tool. This innovative solution allows exhibitors to quickly and easily scan attendee badges, capturing valuable lead information in the process. I’ve had the opportunity to use Lead Retrieval at several events, and I’ve been impressed by its ease of use and the quality of leads it generates.

One particular experience that stands out was when I was exhibiting at a major tech conference. Using Lead Retrieval, I was able to capture over 50 high-quality leads in just a few hours. The tool’s seamless integration with my CRM system made it easy to follow up with these leads, and we ended up converting several of them into paying customers. 

I prefer Lead Retrieval because it’s so user-friendly and efficient, allowing me to focus on what matters most: building relationships with potential customers. By using this tool, I’ve been able to maximize my ROI from trade shows and events, and I would highly recommend it to anyone looking to capture leads in a fast and effective way.

Michael Sumner, Founder and CEO, ScoreDetect.com

Manage Leads Easily with Whova

I’ve been using Whova to capture leads at trade shows and events, and it’s become my favorite tool. Whova’s all-in-one event management platform makes lead capture and management a breeze when you’re juggling dozens of interactions at an event. One of the main reasons I like Whova is the attendee engagement features. The app allows attendees to create profiles, which makes it easy for me to find and connect with potential leads in real time. I can see attendee lists, sort by job title or industry, and even message them directly through the app. 

At a recent trade show, I used Whova to schedule one-on-one meetings with potential clients before the event started, and I had a full calendar of meaningful conversations by the time I got there. The lead retrieval system is another great feature. Whova allows me to scan attendee badges and capture contact information, and I don’t have to manually enter it into my CRM later. This saves me a ton of time and makes sure no lead gets lost. It also integrates with Salesforce so I can pass leads to the sales team right after the event. 

The post-event insights are what set Whova apart. After the event, I can pull detailed reports to see how my lead generation efforts went—what sessions or booths were the most popular, for example. This has helped me fine-tune my approach for future events and focus on what works. If you attend trade shows or events regularly, Whova is a great tool to capture and manage leads with ease. It’s less chaotic and more efficient.

Soubhik Chakrabarti, CEO, Canada Hustle

Improve Lead Management with Handshake

Handshake is a popular tool for generating leads at trade shows and events, making it easy to capture contact information by quickly scanning event badges or business cards. Its standout feature is seamless integration with CRM systems, ensuring leads are instantly organized and ready for follow-up.

I prefer Handshake for its user-friendly interface and real-time syncing, which eliminates the need for manual data entry and minimizes the risk of losing important contacts. After using it at a recent event, we improved lead management and enhanced our post-event follow-up process, which led to a 20% increase in conversions.

Nikita Sherbina, Co-Founder & CEO, AIScreen

Seamless Follow-Ups with Jotform and Zapier

When it comes to capturing leads from trade shows and events, I swear by Jotform combined with Zapier for seamless follow-ups. Jotform allows us to create custom digital lead capture forms that attendees can quickly fill out on a tablet or via QR code. It keeps things professional and eliminates the hassle of paper sign-ups.

The magic happens when we integrate Jotform with Zapier. The moment a prospect submits their info, Zapier triggers an automatic follow-up email and adds them to our CRM (HubSpot). This ensures we engage with leads while the event buzz is still fresh.

I prefer this setup because it’s instant, reliable, and scalable. No lost business cards, no manual data entry—just a smooth pipeline from event floor to booked service. That efficiency is a game-changer in the home cleaning business!

Hector S Garcia Monzon, CEO & Founder, Baltimore HCS Home Cleaning Services

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