A paper or screen form
- You decide every field and every question.
- It works with no signal and no battery, if it is on paper.
- Someone has to type it in after the show, and handwriting gets lost.
Exhibition lead capture form: fields, questions and a printable template
A lead capture form is the list of things you write down about every visitor who stops at your stand. A good one is short enough to fill in during a conversation and specific enough to tell you, a week later, who to call first. Copy the fields and questions below, or print the one-page version.
The fields to collect
- Who they are
- Name, company, job title and country. You cannot do without these.
- How to reach them
- An email address and a phone or WhatsApp number. Ask which one the visitor prefers.
- Why they came
- The product or service they asked about, in a few words.
- What happens next
- The one thing you promised: a brochure, a call, a quote or a demo, and by when.
- How they agreed
- A line that records how the visitor agreed to be contacted, for example that they handed you the card or agreed to an email.
Five qualification questions
Use two or three of these, not all five, so the form can be filled in during a conversation.
- Is there a project or a need now, within six months, later, or are they only looking?
- Is there a budget: approved, being planned, or unknown?
- What is their role in the decision: they decide, they have a say, or they only collect information?
- When do they expect to decide: this quarter, within a year, or no date yet?
- What did you promise, and who does it?
An A, B or C rule
- A: call within two days
- There is a need now or within six months, the person decides or has a say, and you agreed a next step.
- B: send material and follow up in one to two weeks
- The need is later, or the person has a say but there is no budget yet.
- C: say thank you and nothing more
- The person was only looking, or has no need. Add them to a newsletter only if they agreed to one.
This rule is a starting point, not a standard. Change the limits to fit your sales cycle, and write the rule on the form so that everyone at the stand grades in the same way.
A printable one-page form
Press the button to print only the form below. Print as many copies as you expect conversations, and add the name of the show at the top.
Trade show lead capture form
Show
Date
Taken by
Who they are
Name
Company
Job title
Country
Email
Phone or WhatsApp
Why they came
The product or service they asked about
Qualification
Need
NowWithin 6 monthsLaterOnly looking
Budget
ApprovedBeing plannedUnknown
Role in the decision
DecidesHas a sayCollects information
Expected decision
This quarterWithin a yearNo date
What happens next
Promised
BrochureCallQuoteDemoMeeting
Who does it, and by when
Agreed to be contacted
Handed me the cardAgreed to an emailAgreed to a call or WhatsApp
Grade
ABC
Notes
A: need now or within 6 months, a say in the decision and a next step agreed. B: a later need, or no budget yet. C: only looking.
A form, or a business card scan?
Scanning the business card
- Name, company, email and phone come from the card, so nobody types them.
- You say one sentence about the conversation, and the lead gets an A, B or C grade.
- It needs a phone and, today, a connection.
Where Followbooth fits
Followbooth is the card-scan version of this form. You scan the card, say what you talked about, and the right brochure goes to the visitor by WhatsApp or email while they are still at the stand.
Scan the card
Point the phone camera at the card. AI reads name, company, email and phone. Printed name badges work too.
Say what you talked about
Hold a button and speak for a few seconds. The note is transcribed and saved with the lead.
It goes out
If the number is on WhatsApp, the brochures go there. If not, they go by email. Files are picked by the visitor's language.
Call the right people first
Each lead gets a short company brief, an A, B or C grade and a suggested way to open the call.
What Followbooth does not do today
No native CRM connectors yet (CSV export, an API, webhooks and Zapier instead), no badge barcode scanning, and the native apps are not in the stores yet: the iPhone app, which works without signal, is in testing, and the Android app is coming to Google Play. In the browser, reading a card needs a connection. WhatsApp messages go out from your team's own linked number; an official WhatsApp Business route is planned.
Prices
Start free with 10 business card scans, no card needed. Prices exclude VAT.
- Event Pass: €149 per show
- Up to 3 people and 300 leads, with access for 30 days after the show. For teams that exhibit a few times a year.
- Team Annual: €790 per year
- Up to 5 people, unlimited shows and 1,500 leads a year, then €0.30 per lead. Includes QR file groups for every show and a data processing agreement.
Questions about lead capture forms
What should a trade show lead capture form include?
Who the person is, how to reach them, why they came, what you promised and how they agreed to be contacted. Add two or three qualification questions, and no more.
How long should the form be?
About one minute of writing. If it takes longer, visitors queue at the stand and staff skip fields. Move anything that is not needed for the first call to a later conversation.
Do I need the visitor's consent on the form?
Record how the visitor agreed to be contacted, for example that they handed you the card or agreed to an email. Rules for business contact differ between countries, so check yours.
Can I use these questions in an online form?
Yes, they work in any form tool. A form on a tablet saves typing later, but it needs a charged device and, in most tools, a connection.
Related pages
Try it at your next show
Start free: 10 business card scans, no card needed.