Event Lead Management System

LEAD CAPTURE

Capture Method Selection

Method	Best For	Data Quality	Speed
Badge scan	Large conferences	Basic	Fast
Form/app	Owned events	Full	Medium
Business card	Networking	Basic	Slow
QR code	Self-service	Medium	Fast

Lead Capture Form Fields

EVENT LEAD CAPTURE FORM

REQUIRED FIELDS:
☐ First name
☐ Last name
☐ Email
☐ Company
☐ Title

QUALIFICATION FIELDS:
☐ Interest area
☐ Timeline
☐ Use case
☐ Current solution

INTERNAL FIELDS:
☐ Lead rating (Hot/Warm/Cool)
☐ Next step
☐ Staff notes
☐ Follow-up owner

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LEAD QUALIFICATION

Event Lead Scoring

Criteria	Points	Notes
Title match	+20	Decision maker/influencer
Company fit	+20	Target account/size
Engaged 5+ min	+15	Quality conversation
Demo requested	+15	Product interest
Meeting booked	+20	Active next step
Budget confirmed	+10	Buying readiness

Lead Temperature Definitions

LEAD CLASSIFICATION

HOT (Score 70+):
• Budget, authority, timeline confirmed
• Requested meeting/demo
• Active evaluation
→ IMMEDIATE sales handoff

WARM (Score 40-69):
• Fit confirmed
• Interest expressed
• Exploring options
→ Fast follow-up, 24-48 hours

COOL (Score <40):
• General interest
• Future potential
• Wrong timing
→ Add to nurture sequence

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LEAD PROCESSING

Post-Event Lead Workflow

LEAD PROCESSING WORKFLOW

DAY 0 (At Event):
☐ Upload badge scans to staging
☐ Sales enters manual notes
☐ Hot leads flagged immediately

DAY 1:
☐ Consolidate all lead sources
☐ Dedupe against existing database
☐ Apply lead scoring
☐ Route hot leads to sales

DAY 2-3:
☐ Clean and enrich data
☐ Match to accounts in CRM
☐ Create/update contact records
☐ Assign campaign/source

DAY 3-5:
☐ Segment by score/interest
☐ Launch appropriate sequences
☐ Confirm sales follow-up started

CRM Integration Checklist

Field	Source	Mapping
Lead source	Event	Campaign ID
Lead status	Score	Hot/Warm/Cool
Event name	Registration	Campaign
Notes	Staff input	Activity
Next step	Staff input	Task

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FOLLOW-UP SEQUENCES

Follow-Up by Lead Temperature

Temperature	Timing	Owner	Actions
Hot	Same day	Sales	Call, meeting
Warm	24-48 hrs	Sales/Mktg	Email + call
Cool	Day 3-5	Marketing	Nurture sequence

Event Follow-Up Email Template

FOLLOW-UP EMAIL TEMPLATE

Subject: Great connecting at [Event]

Hi [Name],

Thanks for stopping by our booth at [Event]!

Based on our conversation about [specific topic],
I thought you'd find this helpful:
[Resource related to their interest]

[PERSONALIZED BASED ON TEMPERATURE:]

HOT: I've blocked time for a follow-up call—
does [Day] at [Time] work?

WARM: Would it be helpful to schedule a quick
call to explore [specific interest] further?

COOL: I'll stay in touch with relevant content.
Let me know when it makes sense to connect.

[Signature]

Lead Attribution Setup

ATTRIBUTION TRACKING

FIRST TOUCH:
☐ Campaign = Event name
☐ Source = Event type
☐ Date = Event date

MULTI-TOUCH:
☐ Event = Touchpoint in journey
☐ Weight = Per your model
☐ Include in pipeline influence

REPORTING:
☐ Leads by event
☐ Pipeline by event
☐ Revenue by event
☐ Cost per lead
☐ ROI calculation

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