Events are a time for building relationships and creating connections, and lead generation apps can help exhibitors and attendees focus on the person in front of them. Beyond facilitating lead capture for sponsors of your event, these software solutions can also help vendors follow up quickly after the event. Sales teams and marketing teams can nurture the leads they’ve collected through the software’s marketing automation features.
Best Lead Retrieval Software Shortlist
Here’s the shortlist of the best lead retrieval software tools that I’ll cover in this article, with detailed summaries below:
- iCapture - Best bring-your-own software for exhibitors
- Whova - Best for hosting in-person, hybrid, and virtual events
- Captello Lead Capture Software - Best for gamified events and marketing
- Swapcard - Best for creating a community for attendees
- Webex Events - Best for renting event hardware devices
- BigMarker - Best for online events and webinars
- Hubilo - Best for 24/7 customer support
- Integrate Precision Events - Best for managing B2B events
- 6Connex - Best with separate apps for different users
- Boomset - Best for RFID lead retrieval
If you’re an event planner, you’re probably looking forward to hosting your best post-pandemic conference yet and facilitating those meaningful face-to-face interactions between exhibitors, attendees, sponsors, and speakers. But do you have the best lead retrieval software to facilitate contact data collection on the go? Read on to find the best lead retrieval software for your team.
What Is Lead Retrieval Software?
Lead retrieval software are systems that help you capture leads at in-person and virtual events like trade shows and conferences. Users can scan attendee badges to capture contact information like name, email address, phone number, company, role, or social media profiles. This data is then either stored in the software or routed to a user’s CRM (like Salesforce or HubSpot) or another database.
Beyond lead capture, many of these tools also have lead scoring, segmentation, lead tracking, and email marketing functionality. Sales reps and marketers can use the software to connect with prospects, organize meetings, and follow up after events. Some of these software solutions can also be used for event planning and marketing by event organizers, with features like landing page builders and registration form builders.
Overviews of the 10 Best Lead Retrieval Software
Here’s a brief description of each lead retrieval software that showcases each tool’s best use case, their noteworthy features, and some pros and cons. I’ve also included screenshots to give you a snapshot of their user interface too.
1. iCapture - Best bring-your-own software for exhibitors
iCapture is lead capture software that connects with your CRM to store leads in the same source they’ll be accessed from in the future.
Why I picked iCapture: Rather than get set up with the lead capture solution provided by an event, exhibitors can implement this software and use it at every event they attend. It can be used at trade shows, conferences, and for mobile sales. The software works offline, and can collect contact data without an internet connection. Lead routing and scoring capabilities keep contacts organized from the outset, and automation features support a quicker follow-up.
Custom qualifiers allow users to give context to leads as they collect their information. Users can access the platform through their personal devices, so there’s no need for device-sharing at events. The tool also has reporting capabilities so users can track various metrics for a better understanding of their performance at events.
iCapture Standout Features and Integrations
Features include business card recognition, offline functionality, badge scanning, attendee lists, custom qualifiers, document sharing, 24/7 support, lead scoring, custom branding, and auto-reply emails.
Integrations include AWeber, ConstantContact, Eloqua, HubSpot, iContact, InfusionSoft, Mailchimp, Marketo, Microsoft Dynamics, MySQL, Salesforce, SugarCRM, and Zoho. The software also has a Zapier integration to access additional connectors.
Price: Paid plans start at $8,000 for an annual service agreement
Free Trial: Free demo available
Pros
- The business card scanner can digitize paper leads
- Customer support is available and responsive 24/7
- Straightforward and easy to learn user interface
Cons
- Not compatible with all other scanning systems used at events
- Forms can’t be edited by all users, which can cause bottlenecks
2. Whova - Best for hosting in-person, hybrid, and virtual events
Users can capture leads with Whova at virtual, hybrid, and in-person events. The software also has event management and facilitation capabilities.
Why I picked Whova: At in-person events, users can create personal agendas, take notes, share documents, send push notifications, and conduct live polls for attendees. The virtual event platform has live-streaming, pre-recorded video streaming, tiered content control, Q&As and chats, and attendee icebreakers. And the hybrid event platform combines both tools to create a cohesive experience for in-person and online attendees.
This software is best suited for event hosts, but remains accessible to exhibitors and attendees through the mobile app. Exhibitors can post engagement content like raffles and photos as well as chat one-on-one and schedule meetings with attendees. The software’s social media integration encourages everyone at an event to share their experiences.
Whova Standout Features and Integrations
Features include event planning and management, virtual event hosting platform, attendee engagement content, video chat, meeting scheduling, web page builder, document sharing, product videos, and leaderboards.
Integrations include Eventbrite, Cvent, Constant Contact, RegFox, and Zapier, through which users can access additional integrations.
Price: Pricing available upon request
Free Trial: Free demo available
Pros
- Guide and tutorial hub available through the website
- Customer support response within 30 minutes on business days
- Plenty of engagement features to create event ‘buzz’
Cons
- May not be suitable as an exhibitor-first solution
- Robust functionality creates a learning curve
3. Captello Lead Capture Software - Best for gamified events and marketing
Captello is lead capture and event management and marketing software that helps users create gamified experiences at and leading up to their events.
Why I picked Captello Lead Capture Software: Event organizers will find a host of tools they can use to plan, manage, and execute large business events with multiple exhibitors. Users can capture leads both at virtual and in-person events using the software’s app. Contact data is sent directly to an integrated CRM and users can book meetings with leads directly through the system. The software also has team collaboration tools like chat and scheduling to keep sales reps up to date on each other’s whereabouts and availability.
The gamification tools of the software make it stand out from other options. Over 50 games are hosted in the system to engage attendees both leading up to events and in real-time. Custom branded leaderboards create an interactive experience for participants. Exhibitors can also set up rewards and prizes for attendees and connect them with the games they host.
Captello Lead Capture Software Standout Features and Integrations
Features include 50+ games, leaderboards, rewards and prizes, custom forms, document sharing, personalized handwritten follow-ups, appointment booking with attendee self-serve, and event reporting.
Integrations include Domo, Eloqua, HubSpot, Marketo, Microsoft Dynamics, and Salesforce.
Price: Pricing available upon request
Free Trial: Free demo available
Pros
- Custom consulting and setup for a tailored solution
- Intuitive interface for event managers and exhibitors
- Interactive games benefit both event organizers and exhibitors
Cons
- Notes must be added between scanning badges, slowing down lead capture
- Resource library can be tricky to navigate
4. Swapcard - Best for creating a community for attendees
Swapcard is an event management platform that facilitates lead capture and helps brands build communities around their events.
Why I picked Swapcard: Event sponsors and exhibitors can use the software to collect, qualify, and nurture leads ahead of time. Users can message prospects and run targeted ads through the platform, creating familiarity leading up to the event. The software also has artificial intelligence-powered lead qualification, sponsor matches, and networking to connect exhibitors with relevant attendees.
What’s unique about this tool is its community-building platform. After an event, exhibitors and attendees can stay connected through the software. Forums and chat windows keep lines of communication open while a newsfeed shares community members’ updates and news. Sponsors can choose to host webinars between events to re-engage the network or promote upcoming events.
Swapcard Standout Features and Integrations
Features include pre-event lead collection and qualification, AI-powered matchmaking, targeted ads and notifications, community nurturing and engagement, exhibitor marketplace, content sharing, and registration.
Integrations include ASP events, Attendee Interactive, Bento, Bizzabo, Digitevent, Eventbrite, Eventmaker.io, Personify, Qlik, Streampoint, and Swoogo. A paid Zapier account gives users access to more integrations.
Price: From $1080/year
Free Trial: Free plan available for one year
Pros
- Swapcard Academy hosts training and how-to content for users
- Exhibitors can collect leads before, during, and after events
- Users can nurture leads directly in the platform
Cons
- No expiration date for meeting proposals, so time blocks don’t automatically free up
- Gamification relies on a third-party integration
5. Webex Events - Best for renting event hardware devices
Webex Events is an end-to-end event management platform that provides software, hardware, and services for in-person and virtual events.
Why I picked Webex Events: Booth teams can use the mobile app to scan attendee barcodes and qualify and rate their leads in real-time. Duplicate scans are merged into one, with all related notes consolidated. A dashboard provides live updates on metrics like total scans, average lead quality, and available staff.
While the lead capture tool can be used through the app, the company also provides any hardware rentals needed for events, like badging and check-in equipment. This benefits both event organizers and exhibitors who want to use provided hardware rather than personal devices. The software also has event building tools like custom branding, agenda and digital guides, video streaming and breakout rooms, and live translation in 33 languages.
Webex Events Standout Features and Integrations
Features include lead scoring, duplicate lead consolidation, collaborative notes, real-time lead data dashboards, ‘shake to connect’ tool, banner ads, gamification, live streaming, and live translation.
Integrations include Cvent, Eventbrite, Facebook, Miro, RegFox, Slido, Snapbar, Twitch, Typeform, Vidcast, Vimeo, Wistia, YouTube, and Zoom. Users can access additional integrations with a paid Zapier account.
Price: From $84/month (billed annually)
Free Trial: Free plan available for one event with up to 50 attendees
Pros
- Ability to rate leads as cold, warm, or hot
- Duplicate leads are consolidated automatically
- Event hardware can be rented
Cons
- Lead retrieval functionality comes at an additional cost
- Attendees can list multiple email addresses
6. BigMarker - Best for online events and webinars
BigMarker is an event hosting platform for virtual and hybrid events and webinars that offers registration, badging and lead retrieval, and other event management functionalities.
Why I picked BigMarker: Though the software is primarily built for hosting virtual events, it also offers badging and check-in features for hybrid or in-person events. Exhibitors working on-site at events can scan attendee badges to capture their contact information, add a lead score and notes, and store the lead list they generate at the event. Lists can be exported after the event.
Beyond the lead capture functionality, the software’s badging feature can also be used for attendee check-in, capacity management, and analytics purposes. The platform’s main functionality is for hosting webinars and other virtual events. It has a content hub where users can produce and publish content like live streaming and on-demand videos. The virtual venue allows users to set up a custom, branded experience for attendees.
BigMarker Standout Features and Integrations
Features include badge printing, attendee registration, customizable virtual venue, content studio, media hub, networking hub, live stream and on-demand video, marketing tools, and attendee analytics.
Integrations include ActiveCampaign, Bizzabo, Calendly, Cvent, Drip, Eloqua, Eventbrite, Facebook Live, HubSpot, Keap, LinkedIn Live, Mailchimp, Marketo, Salesforce, and YouTube Live. More integrations are accessible through a paid Zapier account.
Price: Pricing available upon request
Free Trial: Free demo available
Pros
- Extensive content production studio for video development
- Customizable virtual venue to create an experience for virtual attendees
- Facebook, LinkedIn, and YouTube live integrations
Cons
- Less feature-rich lead capture compared to some alternatives
- Many functionalities might not be relevant for in-person events
7. Hubilo - Best for 24/7 customer support
Hubilo is an event management platform with ticketing and registration, broadcasting, audience engagement, and analytics features.
Why I picked Hubilo: This software is suitable for in-person and virtual events alike. Users can set up tiered and segmented ticketing and registration, including offering both online and on-site options for hybrid events. QR code badges facilitate attendee check-in and exhibitor lead capture. The mobile app also offers audience engagement features like live chat and polls, Q&A, and surveys.
A core tenet of the platform is offering exceptional customer support. Event organizers will receive 24/7 support from a designated client experience manager. This includes event planning, platform onboarding, day-of assistance, and even a post-mortem to go over the event’s execution. Due to the unique nature of events, having a dedicated representative can keep support requests contextual and quick to manage.
Hubilo Standout Features and Integrations
Features include 24/7 dedicated customer support, ticketing and registration, audience engagement and gamification, mobile app, direct messaging and meetings, broadcasting studio, and a mobile app.
Integrations include Captello, ExpoFP, HubSpot, Interprefy, Kahoot!, Kudo, Mailchimp, Marketo, Microsoft Dynamics, Salesforce, Slido, Typeform, Verbit, Vodium, and Walls.io.
Price: Pricing available upon request
Free Trial: Free demo available
Pros
- Dedicated customer support agent who understands event context
- Intuitive user interface with customizable branding options
- Flexible platform for virtual, in-person, and hybrid events
Cons
- Users can’t edit registrant information if there are errors
- Some landing page blocks could be more customizable
8. Integrate Precision Events - Best for managing B2B events
Designed for B2B marketers, Integrate Precision Events is an event management platform with lead acquisition, qualifying, and routing, as well as contact data governance capabilities.
Why I picked Integrate Precision Events: The lead acquisition features of this software include its ability to generate lead data and route contact information to other sources such as a CRM. Users can standardize data points like job title and account names to facilitate better data governance. The software meets GDPR, CCPA, and CASL compliance standards, safeguarding users from violating regulations.
More detailed lead data helps users better meet the buying behaviors of B2B customers, such as group-based decision making. The software also has analytics features that help users improve their event strategy. Users can measure attendance rates and see how event activity corresponds to other marketing activities. The insights dashboard gives a visual overview of performance metrics.
Integrate Precision Events Standout Features and Integrations
Features include lead data generation, lead qualification, automated lead routing, standardized data points, GDPR/CCPA/CASL compliance, analytics dashboards, communication automation, and mobile app.
Integrations are not currently available.
Price: Pricing available upon request
Free Trial: Free demo available
Pros
- Resource hub with many tutorials and demos
- Intuitive dashboard with easy report sharing
- Responsive, knowledgeable customer service team
Cons
- Lowest pricing tier doesn’t come with an admin account
- Lead notes sometimes fail to sync to CRM
9. 6Connex - Best with separate apps for different users
6Connex is an event software solution with tools for pre-event marketing, day-of execution, and post-event analytics for in-person, virtual, and hybrid events and webinars.
Why I picked 6Connex: Users can register attendees for their events using the software’s ticketing and registration features and agenda builders. Four separate mobile apps are offered to keep various event management operations separate. One app supports attendee experience, another helps event organizers stay on top of planning, a third facilitates badge scanning for lead capture, and a fourth can be used for attendee check-in.
The scanner app keeps lead retrieval in its own environment for exhibitors and event partners. Users can scan attendee QR codes to collect their contact information. All data is encrypted and GDPR-compliant. Events can also be gamified through the software’s arcade library, and the software has attendee engagement features like a custom photo booth.
6Connex Standout Features and Integrations
Features include badge scanning, four mobile apps, event planning and promotion, virtual event venue, arcade game library, attendee engagement features, ticketing and registration, and an agenda builder.
Integrations include Calendly, Cvent, Eloqua, Eventbrite, HubSpot, Kahoot!, Marketo, Microsoft Dynamics 365, Microsoft Teams, Salesforce, SharePoint, SlideShare, Vimeo, YouTube, and Zoom.
Price: Pricing available upon request
Free Trial: Free demo available
Pros
- Virtual event venue creates an immersive experience
- Separate apps for attendees, exhibitors, planners, and facilitators
- Responsive customer support team
Cons
- Learning curve to get familiar with the platform
- In some cases, users may need to switch between four apps
10. Boomset - Best for RFID lead retrieval
Boomset is an event management platform with registration, badge printing, lead retrieval, and analytics capabilities.
Why I picked Boomset: In addition to QR code scanning, users can collect lead data through the mobile app’s RFID reader. The RFID functionality can even facilitate lead retrieval at a booth with no staff present. Exhibitors can add notes and custom question answers to contact profiles, and prioritize leads as they capture them in the app.
Reports are generated by the software so users can track their lead metrics from events. The platform also facilitates event registration, badge printing, and attendee self-serve check-in. Cashless payments can also be facilitated by the software. Users can rent or purchase necessary hardware for their events, like printers, scanners, credit card readers, and RFID readers.
Boomset Standout Features and Integrations
Features include registration, badging, self-serve check-in, RFID lead capture, UHF and NFC check-in, certificate issuing, cashless payments, mobile app, and hardware rental or purchase.
Integrations include Attendease, Aventri, Bizzabo, Cvent, DoubleDutch, Eventbrite, EventRebels, Fonteva, Splash, SquadUp, Swoogo,Tito, Universe, Xing Events, and Zapier, which can unlock additional integrations with a paid plan.
Price: Pricing available upon request
Free Trial: Free trial information available upon request
Pros
- Video tutorials and help desk provide support content
- Simple and straightforward user interface
- Cashless payments keep transactions in the same platform
Cons
- Limited event marketing and planning tools
- Hardware setup can be time consuming
Other Options
Didn’t find anything on the short list or still want to consider other options? Here are a few more lead retrieval software you might want to check out:
- iLeads - Best for lead retrieval in real estate
- Momencio - Best for lead engagement insights
- SmartSource Leads - Best for a bluetooth scanner
- Modus - Best for content distribution and buyer engagement
- Circa - Best for post-event ROI data
- Eventboost - Best for real-time event statistics
Selection Criteria for Lead Retrieval Software
So, are you wondering how I came up with this list? I started by casting a wide net of all the lead retrieval software I could find with positive user ratings. From there, I narrowed down my selection using the evaluation criteria I’ve outlined in this section.
Core Functionality
While these tools will vary in their standout features, they must still provide some core functionality to ensure they can optimize your lead retrieval process. Some essential functionality include:
- Data capture
- Real-time access
- QR code scanning
- Customization
- Compliance and data security
Key Features
Here are 5 main features you can look for in lead retrieval software:
- Mobile app: It’s important to find a tool with a good android or iOS app that’s user-friendly and simple to capture data on the go.
- Lead scoring and qualification: Any tools that can help you segment qualified leads so sales teams can prioritize their outreach efforts and focus on potential customers.
- Lead management: Whether it’s sending lead data to your CRM software or the ability to build lists right in the app, it’s important to keep contact information organized.
- Reporting and analytics: This could be a real-time dashboard tracking conversion rates or customizable reports that can be produced and consulted after an event.
- Email marketing tools: Some lead retrieval software has tools for users to send out pre-event communications or build follow-up workflows.
Usability
These software platforms are used by a lot of people between event organizers, sponsors, speakers, exhibitors, and attendees. So it’s very important that the user interface is friendly and accessible. This goes for the mobile app, QR code scanner, agenda builders, registration web forms, and content studios.
Target User
Some of the software options listed are designed specifically for booth teams, while others cater more to event hosts, and others present an all-in-one solution. Business development teams might be more interested in the depth and breadth of the lead capture and management capabilities. Event organizers, on the other hand, might also be looking for features like drag-and-drop attendee agendas or live video streaming options.
Features
Sometimes a tool that really does it all can be the best option. But other times, a smaller menu of features that work really well can go a long way. I looked for options that had various feature sets to provide options that would work for different use cases. Any real standout features are listed, such as templates, exceptional customer support, or community building.
Integrations
I’ve listed the integrations I could find for each tool so you can spot ones that will fit in with your tech stack. It’s important to find software that will connect with your sales CRM, marketing software, and other SaaS tools. Too often, event leads are exported as an Excel file and never used again. These software solutions are meant to help with that!
Pricing
Of course, cost is always a factor in selecting a new software tool. Many of the options listed offer free demos, and some even have free plans that small businesses and startups could benefit from. The most important thing is to find a platform that provides the functionality that will be most impactful for your use case. Keep in mind, the reporting tools each software provides can help with proving ROI.
FAQ: More Information About Lead Retrieval Software
Still not sure what lead retrieval software can do for your team and what features to look for in a solution? Here are some answers to some frequently asked questions.
Who uses lead retrieval software?
What are the benefits of lead retrieval software?
Other Lead Software Reviews
Here are some other software reviews for you to consider if you are looking for other lead management tools.
- Lead Scoring Software
- Lead Generation Software
- Lead Routing Software
- Lead Capture Software
- Sales Leads Software
- Lead Mining Software
- Lead Intelligence Software
Conclusion
Whether you’re organizing a major industry conference or gearing up to showcase your product at an event, lead capture software can make a big difference in your success. Collecting high-quality leads is as easy as scanning a badge, and building follow-up marketing campaigns is less cumbersome with consolidated data. It’s time to hit the pavement and make those meaningful connections.
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