Lead Capture for Live & Hybrid Events

Get to know how lead retrieval & lead capture technology can help you collect good quality leads from your live or hybrid events

Hot Topics

What Is Event Lead Capture Technology?

How Lead Capture Technology Can Boost Your Events

How to Improve Your Event Registration Process

Improving Your Attendee Experience & Engagement

How To Operate Live Events In a Safe Environment

How to Reach a Sustainable Event Management

Using Lead Capture Technology for Event Personalization

How Lead Capture Tech Can Help You Measure Your Event ROI

1. What is Lead Capture Technology in Hybrid & Live Events?

Regarding what event lead capture technology is, we can think of it as a process of collecting data from event attendees or people who registered to attend it, and get it readable by an event management platform.

1.1 Lead Retrieval vs. Lead Capture

Depending on your event type and goals, it might need to be covered by both lead retrieval and lead capture solutions:

  • Lead Retrieval is basically the process of managing data that have been collected before your event occurs. It relies on reading smart badges, wristbands or any other event tech wearables that have the function to digitally identify all the participants;
  • Lead Capture in hybrid or live events includes adding new contacts into your database during your event. Most lead capture tools have exactly the same features as lead retrieval tools and they’re both typically supported by contactless technology. You’ll also be able to collect new contacts while eliminating the need to constantly exchange paper business cards or write down contacts on mobile phones / notebooks. Usually, these leads are highly qualified because the beamian system guarantees that the participant’s data is shared in the most relevant way, only with those who have decided to do so.

1.2 Event Lead & Data Capture Methods

Your lead data can be collected in a number of ways. There’s actually an endless amount of possibilities to collect data at the disposal of each organizer before, during and after the event. We list some of them:

  • Registration forms
  • Registration through WiFi networks
  • Mobile event apps
  • Event surveys
  • Requests for information
  • Scanning smart badges or QR codes

1.3 GDPR & Events

Don’t forget that as you’ll end up managing personal data, it also requires you to take into account some data protection good practices to get fully compliant with the GDPR legislation. And choosing a technological solution that allows a quick and effective adoption of these requirements is essential. 

2. How Lead Capture Technology Can Boost Your Events

Wondering how lead capture technology can work for your next event? We all know that it’s not relevant anymore to host an event just for show, you’ll have to establish important KPIs to measure your event success.  Let’s outline what you can get from incorporating lead capture technology at your live or hybrid events:

  • You’ll have the means to manage different onsite activities in a more efficient way, such as check-in processes, access / capacity control for specific areas through an occupancy tracking app, the number of participants at any given time, and even the number of established interactions between your participants and exhibitors;
  • You’ll be able to analyze your event entrances and exits based on the date / time of the day and get to know your best lead capture performance hours;
  • You’ll have the possibility to turn your collected leads into sales opportunities, and then you can use it to prove your event ROI;
  • Gathering and organizing all the lead data you captured into an unique platform;
  • After the event you’ll have access to valuable information and insights, which will give you the possibility of organizing future editions based on the collected event data.

The exhibitors that pay to be present at your event will also benefit from your lead capture technology. And their success is your success too. They’ll have in hands an interactive lead capture tool which makes the process of exchanging contacts way more simple. As we already mentioned, the concern with carrying around paper business cards is replaced with the sharing of experiences that will close deals more effectively.

3. How to Improve Your Event Registration Process

As you already know, offering a seamless event experience to your attendees begins way before your event starts and means that you’ll need to provide an easy way for them to get registered. With the beamian platform, they can do that intuitively by simply filling a registration form or through a ticketing solution (when it involves payments). The event exhibitors can also register for the event in advance.

Make sure you have an efficient and secure registration solution for your next live, hybrid or virtual event, and don’t waste your participants’ time with a cumbersome registration process. And more important, ensure their safety even before your event starts.

Get to know how to build a successful and fast event registration process.

4. Improving Your Attendee Experience & Engagement

Driven by the the coronavirus pandemic crisis, attendee expectations are completely shifting the scope and strategy for all event organizers worldwide.

But one thing hasn’t changed – live interactions are still a crucial point of any brand’s marketing strategy, since face-to-face is still the best way to generate and convert leads nowadays. That’s the power of human connection. So, ensuring that your audience is consistently engaged (regardless your event format) not only improves attendee experience overall, but also allows exhibitors and organizers to collect valuable data from different touchpoints.

Do you know that attendee engagement doesn’t necessarily start at the event itself? It begins long before and continues well after your event ends! In addiction to this, here are other key considerations in improving attendee experience & engagement that can be followed by virtual & live events.

5. How to operate live events in a safe environment

Ensuring security in live & hybrid events doesn’t have to be beast of a task for event organizers. In fact, it can be quite easy if most processes and event interactions become digital.

So, besides creating a health and safety plan, organizers must also ensure they monitor its effectiveness. And the best way to approach these is through the emerging tech solutions for event security. For example, imagine a far less stressful check-in experience if you have in your hands an event management platform that allows to control crowd density at your entrances. And if you’re concerned about your event success, you should know that face-to-face interactions can also be optimized towards security.

With the beamian platform, there’s a contactless way to reorganize your live or hybrid events and still capturing qualified leads, while a safe event experience is ensured for all parties involved. Get to know how to operate & optimize live events in a safe environment.

6. How to Reach a Sustainable Event Management

It’s time to ditch the paper! Event sustainability is more than just a principle. It’s a win-win-win way of hosting large gatherings, since the carbon impact tends to be a minimum of a thousand kilograms of climate pollution per person.

It’s good for the planet.

It’s good for your brand.

It’s good for your budget.

Event organizers are investing heavily in their compromise to be zero emission in a few years, but they aren’t the only ones. Attendees also care about the environment, and they give priority to events and brands that share their values.

Going green is a growing trend in the events industry. And that’s one of the reasons hybrid events are playing an important role, specially for international events where international flights are required. I’s very likely it will be a trend to reduce the number of participants by almost half in all large conferences.

Did you know that contactless & paperless interactions are one of the best ways to make an event sustainable?

7. Using Lead Capture Technology for Event Personalization

Did you know that creating customized brand experiences is closely related with event technology? Therefore, event personalization is one of the most effective ways to make events more engaging and to optimize your event data capture.

The best part is that it goes beyond setting the stone for a broader use of virtual reality (VR), augmented reality (AR) and artificial intelligence (AI) at events. These are just some of the reliable and easily implementable ideas on how event organizers / exhibitors are currently personalizing events for their attendees:

  • Activity / session suggestions based on demographics;
  • Activity suggestions based on food preferences;
  • Post event premium / downloadable content offers (so you can learn more about your event leads without asking them the same questions used on the registration process);
  • Post event newsletters / NPS surveys based on recorded interactions during the event;
  • Personalized event invitations based on last event editions / sessions behavior.

As you can see, not only does event personalization offer a more seamless experience for attendees, but event organizers benefit from the added value of collecting event analytics. Learn more about how to use lead capture technology for event personalization.

8. How Lead Capture Tech Can Help You Measure Your Event ROI

Have you wondered how lead capture tech can help you measure your event ROI?

Taking into account the fact that most companies allocate at least 1/5 of their marketing budgets to live trade shows and exhibitions, it makes sense to measure, track and attribute event ROI – for example, it’s right that companies want to know whether they’re profiting from ticket sales or registration. Parallel to that, as an event organizer, you’ll probably realize that it’s no use for a company that didn’t really engage with your visitors to be present on your next edition, right? The point is that such a decision should be data-based.

In a nutshell, it’s more critical than ever for companies / organizers to squeeze more profit out of their events and to take sustained data-driven decisions through event technology.

Let us show you how to rethink your events towards technology, ensuring your event safety and success.