7 Best Digital Tools to Capture Leads at Events (No Paper Needed)

Lead generation is the lifeblood of event marketing, and it’s evolving fast. According to a report, 50% of marketers cite lead generation as their top campaign priority. However, traditional methods like paper forms and printed business cards have significant drawbacks, like lost contacts, manual data entry errors, and delayed follow-ups.

With in-person meetings making a strong comeback, businesses need faster, smarter, and more reliable ways to capture leads at events. That’s where digital tools come in. 

From QR codes and NFC tags to CRM-integrated forms, modern solutions make it easier than ever to collect high-quality leads instantly, accurately, and paper-free.

In this article, we’ll walk you through seven innovative ways to capture leads at events using digital tools that impress attendees and boost conversions.

7 best digital tools to capture leads at events 

Here are the seven most popular digital tools you can leverage for event lead generation. Also, learn how to use these tools and their key benefits. 

1️⃣ QR code lead-capture form

QR code forms are designed to capture leads when attendees scan them with their smartphones.

How to use:

• Generate a QR code linked to a custom or online lead form. You can create a customized QR code for forms, or use a Google Form, or a CRM-integrated form. 
• Display the QR code on signage, booths, badges, or business cards. 

Benefits:

• Contactless and hygienic method
• Quick and easy form submission for attendees
• Store and save lead data automatically on the dashboard
• Customized for brands and different campaigns

2️⃣ Digital business cards 

Through digital business card exchange, you can collect attendees’ names, contact numbers, email addresses, etc. 

How to use:

• Create a digital business card using platforms like QRCodeChimp that offer form integration functionality.  
• Share it via QR code, NFC tap, or link. Recipients can save your details and often share theirs in return.

Benefits:

• Two-way contact exchange
• Eco-friendly and professional
• Instant contact exchange
• Reduces the chance of losing data or forgotten paper cards
• Rich media features, including video, social media links, calendar links, etc.

3️⃣ NFC-enabled online forms

NFC-enabled forms simplify lead capture with just a single tap on devices. The form opens automatically when attendees tap or keep their phone close to the NFC tags.

How to use:

• Set up NFC (Near Field Communication) tags programmed to open a lead capture form. 
• Embed these tags in wristbands, business cards, or product samples. 

Benefits:

• Quick and seamless form access
• No app or typing required
• Modern and professional—great for impressing tech-savvy audiences
• Reduces friction in the lead capture process

4️⃣ Forms integrating with CRM tools

CRM-integrated forms enable staff at the booth to enter attendee info directly, or forms can be accessed via tablets, QR codes, or email follow-ups.

How to use:

• Leverage tools like HubSpot Forms, QRCodeChimp Forms, Salesforce Web-to-Lead, or Zoho Forms to integrate with your CRM. 

Benefits:

• Real-time lead syncing to your CRM
• No manual data entry needed
• Triggers workflows and lead nurturing automatically
• Centralized and clean data collection

5️⃣ Badge scanning

Badge scanning, especially designed with barcodes and QR codes, helps exhibitors streamline lead capture.

How to use:

• Place scanning devices or mobile apps to scan attendee badges. 
• Captures pre-registered attendee details instantly.

Benefits:

• Quick and accurate data capture
• No need to ask for contact info
• Often includes attendee interests or categories
• Enables instant follow-up tagging in CRM

6️⃣ Interactive Kiosks

Interactive kiosks allow visitors to interact with the kiosk and submit their information through a branded digital interface.

How to use:

• Set up touch-screen kiosks with lead forms, product demos, quizzes, surveys, or games, and place them at your booth. 

Benefits:

• Self-service lead capture
• Sign up for demos
• Visually engaging and draws attention
• Collects qualified leads with context
• Available 24/7 during the event

7️⃣ Mobile event apps

Mobile event apps facilitate easy lead capture by sharing key event information, such as agendas, session details, maps, attendee profiles, etc. 

How to use:

• Encourage engagement using Q&A, polling, etc. 
• Expedite built-in networking and lead capture features. 

Benefits:

• Seamless lead capture within event infrastructure
• Pre-qualified, engaged leads
• Encourages ongoing connection post-event
• Data integrated with event analytics platforms
• Useful for large-scale events with official apps

Best practices to optimize event lead generation

Follow the steps to maximize your event lead generation:

➡️ Keep the form simple 

Attendees are often busy and distracted at events. A long or complex form can be discouraging or tiresome, leading to a low chance of filling it out. 

• Make the form user-friendly, with a simple format and design.
• Limit the required fields to essentials, such as name, email, company, and position.
• Use auto-fill where possible and make the layout mobile-friendly.

➡️ Transparency with data collection 

Without building trust, your efforts to capture leads will be less impactful. Transparency is the foundation of gaining attendees’ trust. 

• Clearly communicate to attendees about why and how the data will be used.  
• A clear statement on the signage, like “We respect your privacy,” works. 
• Compliance with data protection laws like GDPR, CCPA, or PDPA is necessary.

➡️ Offer value in contact exchange

Incentivizing attendees with a good value proposition will encourage them to exchange contact information with you.  

• Share offers, including free trials, discounts, or giveaway entries.
• Offer download access to exclusive resources or premium digital content, such as an eBook, demo, or webinar. 

➡️ Pre-event strategies

Capturing leads starts early on, especially for event organizers. They can send prospective participants pre-event surveys or registration forms.

• Promote the events using email marketing, social media, and targeted advertising. 

➡️ Lead segmentation (prioritize)

Not all leads are equal. Segregate them into different segments (eg, hot, warm, and cold) based on criteria, such as job profile, buying intent, company size, or answers to qualifying questions.

• Target the high-value prospects to speed up conversion

➡️ Personalized follow-up in the post-event

Avoid generic email blasts to your prospects. Personalize the follow-up message by sharing the concerns that they mentioned to you at the event (e.g., “It was great to meet you at Booth 42 yesterday and chat about your CRM needs”). 

• Be specific to their needs and clearly mention what you can offer to solve their problem.  

Conclusion

Digital tools offer several advantages over the traditional paper method, enabling businesses to capture leads seamlessly at events. With the rise of advanced digital tools, such as digital business cards or CRM-integrated forms, brands can effectively expedite information collection from prospective customers. Moreover, it’s easier and more convenient for your prospects to fill out digitally rather than a paper form.

So, if you want to stand out at your next event, go beyond the booth—use technology to leave a lasting impression and build meaningful connections that convert.

Frequently asked questions