Best Practices: Lead Retrieval for Event Registration and Lead Retrieval Companies
The codeREADr app and SaaS platform enable event service providers to offer exhibitors versatile, cost-effective lead retrieval tools integrated with their registration databases.
The video below shows screenshots and the basic features of the app for recording sales lead information at Trade Shows and Expos. Check out a PDF version of the video.
Service providers typically print an attendee’s badge with a barcode representing the person’s name and contact info or simply an ID linked to an attendee database securely stored on their servers. The service provider can then offer various services to exhibitors, most importantly facilitating their ability to contact attendees after they have visited their exhibit.
Listed below are the general requirements and most common steps used for deploying codeREADr for lead retrieval applications. Here we cover the Recording Scans service type. For services requiring validation, such as ticket, session or attendance validation where the barcode ID must be validated against a database, the methods vary somewhat and are covered here in another ‘Best Practices’ tutorial.
Badge IDs: Administrators will need to print attendee badges for the event, each with a unique ID. On the administrator’s server each ID should be associated with the attendee’s profile and contact information. For the fastest scanning we suggest the ID be 8-12 numeric/alphanumeric strings.
Barcodes: If you instead want to have longer IDs or include the attendee’s name and contact information, you should consider using QR codes for the badge. For the very fastest scanning of virtually any barcode type, you may want to consider upgrading to our SD PRO scan engine.
We strongly recommend using QR codes whenever possible. Why? Consumers are increasingly presenting tickets, coupons, vouchers, loyalty rewards, etc. using the electronic display of their mobile devices. QR codes are the easiest barcodes to scan from an electronic display – they are not only faster but can also be easily read off-access.
For printed QR codes we recommend they be 0.8” (20.3mm) to 1.0” (25.4mm) square, including a mandatory white border at least the size of one element of the code – typically 0.1″ (2.5mm) The better the camera on the scanning device the smaller the QR code can be, however you might not have control of which device is used for scanning so the above minimums should be followed for the best performance.
No barcodes? No problem! You can print your own badges using desktop programs like iBarcoder for PC or MAC.
Can’t use QR? There are alternatives. When using a device with an auto-focus camera, our apps can read Data Matrix, UPC/EAN, Code 39, Code 128 and many other barcode types – if it can be read, we can read it!
Users: Here you create the usernames and passwords which authorize app users to sign-in to the app and access the service(s) you created. Each exhibitor may have a single username for everyone at their booth or each person working for the exhibitor can have their own.
If the exhibitor wants each salesperson to receive only their own leads (an incentive to work harder) then each person will need their own username or you will need to have one of the Question entries identify the salesperson. For example, the first question might be a multiple choice question listing all the salespeople at the event.
To create a username for the booth, we suggest using something like ‘Event-Exhibitor’. If each person gets their own username, we suggest using something like ‘Event-Name’ or their email address.
When creating your Services, on the Users step be sure to associate that username to the Service(s) you authorize them to access.
Scans: On the scans page you can create, view, filter, share and export exhibitor scan data. For exporting we suggest creating an Export Template to export just the information you want and have the columns in the order you want for importing to Excel or similar programs for generating your own reports.
<< See our general Step-by-Step here. >>
- Service Types: You can have more than one service type available to the exhibitor.
Lead retrieval applications use the ‘Record Scans’ service type if a) the attendee information is embedded in the barcode or b) the attendee information is not available for presenting to the app user when scanning at the event. The ‘Validate Scans’ option is used when the attendee information is available when scanning.
The ‘Online’ option is ideal for real-time access to scans but it is CRITICAL to determine if there will be stable internet access at the venue. Particular caution must be exercised as many venues may either not have good Wi-Fi or 3G internet access or, if they do, both may become overloaded when the venue is crowded. Often the ‘On-Device’ (offline) option is the best choice so scans are saved to the device and can be uploaded by the exhibitor at their convenience during or after the event.
Note: The On-Device option can be used with the Auto Sync option on the Advanced step. It’s an amazing feature but the trade-off compared to Manual Upload is that the exhibitor can’t edit their scans within the app as they are already on our server every 2 seconds.
- App User Authorization: See ‘Users’ above.
- Data Collection: Select the ‘Questions’ (prompts to the app user) you want to associate with this Service. After each scan you can present form entry fields to the app user (e.g. Add Comments) and menu options (e.g. When to contact? How to contact?).
- Service Duration: Typically lead retrieval services are set for 2 weeks before the event and 2-weeks after the event. Be sure to have the exhibitors upload their scans after the event. If they forget, don’t worry – you can still get the scan data.
Sharing scan records with exhibitors
You can use our CSV Download Link feature to offer your exhibitors a web portal for selectively viewing and downloading their own sales leads. If using an online or auto-sync service the app user can sign into the portal to view their scan records in real time. If using an offline service they can view their scan records after uploading their scans from the device. This option is generally only valuable if the barcode scanned includes the attendee’s contact information embedded in the barcode or in the response text.
Your Checklist for Exhibitors
- Suggest they practice before the event! The most important thing is to keep your device stable and avoid shadows or glare on the target barcode.
- In case there’s no internet at the venue: advise exhibitors to sign in to the app and select the event’s service at least once before the event. If they have Internet connectivity, the app will download the correct service(s) and latest databases to their devices.
- Suggest they charge their devices before each day of the event.
- Questions specific to an exhibitor: This can easily be done by creating a Service specifically for an exhibitor with questions specific to their needs.
- Off-Floor / Off-Site Events: If an exhibitor needs to track or validate attendance at seminars or parties simply create a specific Service for that.
- Add value to an attendee’s badge or track gifts given to attendees: Please look here for information on ticket IDs.
Need help? Please email support@codeREADr.com.