Exhibition lead capture checklist: 24 checks before event day

The short answer

Exhibition lead capture checklist: 24 checks before event day is not mainly about adding another tool. It is about deciding who records what, at which moment, and how that context reaches the next owner. Check QR, business cards, staff entry, ownership, giveaways, and CSV handoff before the doors open.

Why this decision belongs before event day

Exhibition lead capture checklist: 24 checks before event day is difficult to improvise once the aisle fills up. One extra field, an unclear owner, or an untested result screen can change wait time and record quality. Put the criteria below into a rehearsal and run one visitor journey from beginning to end on the devices the team will actually use.

What to diagnose first

A checklist should define the conditions for opening, not merely list preparation topics. Identify who approves the final form, which devices are signed in with field accounts, whether printed QR codes scan at real viewing distances, and whether prize counts match the published draw rules. Give every item an owner, evidence of completion, and a time for rechecking so that “done” has one meaning.

A concrete field example

Run a 30-minute rehearsal the day before. One person acts as a visitor, submits by QR, receives a staff note, presents a reflective business card for capture and correction, and goes through the configured draw and fulfillment path. Export the test leads, open the file in the program sales will use, check Korean, English, and Japanese values, then assign responsibility for removing or clearly isolating test records.

Failure patterns to watch

1. Items have no owner or deadline, so each person assumes somebody else completed them.
2. The team checks screens but never tests printed QR signs, booth lighting, or the actual network path.
3. Test leads and giveaway results remain mixed with live records when the doors open.

How to know the work is complete

Put the decision on one page

Do not compare feature names alone. Write down how each choice changes staff and visitor behavior in the booth.

A practical workflow

Give every step an owner and a deadline. A checklist without ownership is usually the first thing to fail during a rush.

1. Freeze the final event, form, and privacy notice before rehearsal.
2. Test printed QR signs and card capture under the booth's actual lighting.
3. Confirm staff accounts, assigned zones, breaks, and backup owners.
4. Reconcile prize quantities, draw rules, and the person responsible for fulfillment.
5. Export test leads and open the CSV in the program the sales team will use.

1. Freeze the final event, form, and privacy notice before rehearsal.

Turn “Freeze the final event, form, and privacy notice before rehearsal.” into an observable field procedure. Write its completion condition, owner, backup, and review point, then reproduce one important exception on the actual device. At close, pass unfinished work to a named person so follow-up can understand the result without oral reconstruction.

• Write the completion condition and owner for: Freeze the final event, form, and privacy notice before rehearsal.
• Verify one exception and its handoff on the real device.

2. Test printed QR signs and card capture under the booth's actual lighting.

Turn “Test printed QR signs and card capture under the booth's actual lighting.” into an observable field procedure. Write its completion condition, owner, backup, and review point, then reproduce one important exception on the actual device. At close, pass unfinished work to a named person so follow-up can understand the result without oral reconstruction.

• Write the completion condition and owner for: Test printed QR signs and card capture under the booth's actual lighting.
• Verify one exception and its handoff on the real device.

3. Confirm staff accounts, assigned zones, breaks, and backup owners.

Turn “Confirm staff accounts, assigned zones, breaks, and backup owners.” into an observable field procedure. Write its completion condition, owner, backup, and review point, then reproduce one important exception on the actual device. At close, pass unfinished work to a named person so follow-up can understand the result without oral reconstruction.

• Write the completion condition and owner for: Confirm staff accounts, assigned zones, breaks, and backup owners.
• Verify one exception and its handoff on the real device.

4. Reconcile prize quantities, draw rules, and the person responsible for fulfillment.

Turn “Reconcile prize quantities, draw rules, and the person responsible for fulfillment.” into an observable field procedure. Write its completion condition, owner, backup, and review point, then reproduce one important exception on the actual device. At close, pass unfinished work to a named person so follow-up can understand the result without oral reconstruction.

• Write the completion condition and owner for: Reconcile prize quantities, draw rules, and the person responsible for fulfillment.
• Verify one exception and its handoff on the real device.

5. Export test leads and open the CSV in the program the sales team will use.

Turn “Export test leads and open the CSV in the program the sales team will use.” into an observable field procedure. Write its completion condition, owner, backup, and review point, then reproduce one important exception on the actual device. At close, pass unfinished work to a named person so follow-up can understand the result without oral reconstruction.

• Write the completion condition and owner for: Export test leads and open the CSV in the program the sales team will use.
• Verify one exception and its handoff on the real device.

Adapt the method to real field conditions

There is no single lead capture fundamentals setup for every event. Conversation length, booth traffic, staffing, prize handoff location, and the team responsible for first contact all change the right design. Convert the guidance below into questions your team can verify in rehearsal. Remove a field or move a role when the observed result is clearer than the original plan.

Event-day checklist

Before the doors open, pretend one real visitor has arrived and test the full path below.

• Freeze the final event, form, and privacy notice before rehearsal.
• Test printed QR signs and card capture under the booth's actual lighting.
• Confirm staff accounts, assigned zones, breaks, and backup owners.
• Reconcile prize quantities, draw rules, and the person responsible for fulfillment.
• Export test leads and open the CSV in the program the sales team will use.
• Visitor QR forms, business card OCR, and staff entry
• Per-lead field notes, ownership, and follow-up status

Measure output and quality together

Lead count alone can make a fast form look successful. If the resulting records cannot support a relevant follow-up, that speed did not create pipeline.

How this maps to BoothCatch today

1. Visitor QR forms, business card OCR, and staff entry
2. Per-lead field notes, ownership, and follow-up status
3. Instant and scheduled giveaways with inventory and fulfillment records
4. Event lead CSV export

A 20-minute closeout review

Review delays and bad records while the event is still fresh. The goal is not to blame an individual. Find the form, signage, role, or physical path that the team can change next time.

• Records missing information needed for first contact
• Duplicates and leads without a clear owner
• The step with the longest visitor wait
• Differences between winner and physical fulfillment records
• Questions to remove or add before the next event

Frequently asked questions