Lead retrieval

Definition

Lead retrieval is the system whereby exhibitors at a trade fair or B2B event scan attendees (QR badge) to instantly capture their contact data, replacing paper business cards.

Details and formula

Operational flow:

1. At the booth, the exhibitor opens their lead retrieval app
2. Scans the attendee's QR badge (1–2 seconds)
3. Basic data (name, company, role, email) is captured automatically
4. The exhibitor adds manual notes on qualification (e.g., interest in product X, budget Y, timing Z)
5. At end of day, exports all leads to CSV or syncs to CRM (HubSpot, Salesforce, Pipedrive)

Context and typical ranges

Measured benefits vs paper cards: -85% data entry time post-event, +40% follow-up within 48h, clean data quality (no transcription errors). Also generates aggregated analytics for organizers: which booths are most visited, average visit duration, attendee path through the fair.

Lead retrieval relies on the badge QR code and is available as the OAK EVENTS lead retrieval feature. See a full use case in the multi-hall B2B trade fair.

How it applies in OAK EVENTS

OAK EVENTS includes a lead retrieval module for exhibitors with dedicated app, instant badge scanning, customizable qualification fields and export/sync to major CRMs. For fair organizers: aggregated analytics dashboard with exhibitor flow map.

Frequently asked questions

What is lead retrieval used for at a trade fair?

Lead retrieval lets exhibitors instantly capture visitors' contact data by scanning their badge QR code, replacing paper business cards and manual transcription. It cuts post-event data entry time by 85% and increases follow-ups within 48 hours, with clean data and no transcription errors.

How does badge scanning work in lead retrieval?

At the booth the exhibitor opens the lead retrieval app and scans the attendee's badge QR code in 1–2 seconds: name, company, role and email are captured automatically. The exhibitor can then add qualification notes (product interest, budget, timing) and export or sync the leads to the CRM at end of day.

Does lead retrieval integrate with the CRM?

Yes. Collected leads can be exported to CSV or synced to major CRMs such as HubSpot, Salesforce and Pipedrive. In OAK EVENTS the export/sync is native and includes the custom qualification fields filled in at the booth.

Last updated: July 1, 2026