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Event lead capture for exhibitors and sponsors

Event intelligence for every event
and trade show you exhibit or sponsor at.

Capture every contact, content view, meeting and conversation from the show floor, then sync it to your CRM. Works offline. Works at any event, without an organiser's scanner.

Built for B2B exhibitors and sponsors running 4+ events a year. The goal is turning booth conversations into pipeline, not just collecting badge scans.

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Syncs to HubSpot and Salesforce Works offline No organiser scanner needed

Trusted by exhibitors and sponsors at events and trade shows worldwide

Why follow-up fails

The booth worked. The follow-up didn't.

Events create real buying signals, and they often get lost in the gap between the booth and the CRM. See Trade Show Marketing and Event-Led Marketing for how we close that gap.

Without BoothMaven

Cards go in a pocket, then a drawer.

Business cards sit in an inbox for a week. By the time anyone follows up, the buyer has forgotten the conversation.

With BoothMaven

Scan, score, sync.

Badge, card or QR captured in one tap with Lead Capture. Scored Hot, Warm or Cold at capture. Sent to HubSpot or Salesforce once the device reconnects.

Without BoothMaven

Badge scans become a CSV.

Exports land in a shared drive. Nobody owns the import. The pipeline value of the event never reaches the CRM.

With BoothMaven

Every conversation becomes context.

Voice notes sync to the contact as attachments, with the transcript on request. Content views come back with a name attached through Buyer Intent Signals.

Without BoothMaven

The CRM gets paused for the show.

Reps work in a temporary tool for three days, then someone re-enters everything by hand, often days later and often with errors.

With BoothMaven

Your CRM keeps running.

No temporary tool. CRM Sync covers the event days and hands everything back to your existing system.

Without BoothMaven

ROI is a guess.

Leadership asks what the show produced. The answer is a spreadsheet, not a number. The event gets cut next year.

With BoothMaven

One dashboard. One number.

Leads captured, meetings held and follow-up sent, attributed back to the event in Event Dashboards. Pipeline and revenue come from your CRM.

The four signals of event intelligence

Capture the contact, the content, the conversation and the meeting.

This is event intelligence software for exhibitors: the show floor is offline, your CRM is online, and leads can slip in between. BoothMaven carries the contact, the content they engaged with, the conversation you had and the meeting you booked from the booth into HubSpot or Salesforce.

1Contact Offline CRM-ready

Every contact,
every way in.

Trade show lead capture or conference lead capture: any path in, one path out to a clean, scored contact record in your CRM.

2Content Offline View-tracked

Digital collateral that
tracks every view.

Replace the brochure nobody can follow up on. Share a content microsite, a QR or a file. Views come back attached to the contact through Buyer Intent Signals where the viewer is known.

3Conversation Offline Searchable

Voice notes, attached to the contact.

The objection, the buying signal, the small aside that turns into the deal, captured in the moment with Voice Notes and searchable later.

  • One-tap voice notes recorded at the booth
  • Voice notes sync to the CRM as attachments on the contact
  • Transcript on request, attached to the same contact
  • Add text notes alongside voice
  • Tag notes with intent, objections and follow-ups
4Meeting Offline CRM-synced

Book it before
they walk away.

On the spot, or before the doors open. Every booked slot syncs to your CRM with Meeting Booking and can start the follow-up sequence you set.

  • On-booth meeting booking, no email ping-pong
  • Meetings booked before the event as well as during it
  • Syncs to the CRM alongside the contact
  • Follow-up sequences run on the triggers you set via Email Sequences
  • Confirmed, rescheduled or cancelled, all tracked
Five roles, one event record

Different teams judge the same show by different numbers.

Exhibitor lead capture looks different to each role. The field marketer has to defend the booth budget. The sales director is chasing meetings, not badges. The CMO wants pipeline contribution. RevOps wants data that does not need cleaning. The founder wants an events engine that runs without them. BoothMaven gives every role the number they are accountable for, from the same event record. See all roles or the Marketing Operations page.

Defend every dollar of the booth budget.

Leadership does not want a badge count. They want to know what the show produced. BoothMaven replaces "we scanned 400 people" with a connected record: contacts, content engagement, meetings booked and follow-up sent, with the opportunities in your CRM.

  • Per-event view of captures, meetings booked and follow-up sent
  • Content and QR engagement tracked by name
  • One record across every event you run
Read more about the Field Marketing Manager role
Event Dashboard Example
Captures · meetings · follow-upOne record per show Live
Content and QR engagementTracked by name where the viewer is known Tracked
Across every event you runNo spreadsheet to reconcile Live
See Field Marketing for the wider programme.
How it works across the event

The same four signals, across the whole event

Contacts, content, conversations and meetings map across the full event arc, from the first meeting booked to the last follow-up.

Before the showBuild the shortlist
Pre

Get the right people to the booth, and know who is coming before the doors open.

Meetings Content
On the show floorAll four signals, active
Live

The full BoothMaven surface: every signal captured at the booth, fully offline-capable, and synced when the device reconnects.

  • Scan badge, card or QR in one tap
  • Send tracked content before they walk away
  • Voice notes saved to the contact
  • Book the next meeting on the spot
Contacts Content Conversations Meetings
After the showTurn signals into pipeline
Post

Every signal already lives in your CRM. Follow-up runs on the triggers you set, from the same records your team already works in.

Conversations Meetings
Integrations

Keep your stack. We sit at the centre.

No migrations, no ripped-out workflows, no "adopt our CRM" pitch. BoothMaven is the central event layer between your booth and the tools your team already runs: HubSpot, Salesforce, Zapier and any MCP-compatible assistant. You keep your processes, permissions and reports.

Your existing tools
The stack you already run
HubSpot Salesforce Zapier MCP Server · any MCP-compatible assistant
BoothMaven Event layer
Where it lands
Your CRM, unchanged
Contacts Deals and pipeline Notes and transcripts Meetings and sequences
Connects to
The complete event platform

Event lead capture software that covers the whole show floor.

From badge scanning and lead qualification to CRM sync and event dashboards: the features your booth team needs, in one platform built for exhibitors.

Capture

Get every contact in, however they arrive at the booth.

Lead Capture

Scan any badge, QR or business card and turn it into a CRM-ready contact in one tap, with no typing and no data entry.

Badge Scanner

Reads any standard event badge, including QR-coded and barcode formats used at major shows.

Business Card Scanner

OCR reads business cards and extracts the fields you need: name, company, email and phone.

QR Stickers

Turn any surface at your booth into a scannable link to your content, with every scan tracked back to a name.

Offline Mode

Captures, scores and qualifies leads with no connection, then syncs everything the moment the device is back online.

Qualify and enrich

Know who matters before they leave the booth.

Lead Qualification

Ask the qualifying questions on the spot, before the visitor leaves the booth, and record every answer.

Lead Scoring

Every contact is scored Hot, Warm or Cold at capture, using the qualifying answers. Your CRM owns the score after that.

Voice Notes

Capture the conversation while it happens. Voice notes sync to the contact as attachments, with the transcript on request.

Contact Enrichment

Enrichment fills five contact fields and you review them. No firmographics, no guesswork.

Email Verifier

Verification runs when you ask: one contact on mobile, or a batch on web. Keeps your data clean before it syncs.

Engage

Share content and book the next step on the spot.

Meeting Booking

Book the next meeting on the spot at the booth, or set them up before the doors even open.

Digital Business Cards

Replace the print run. Share your details in one tap, with tracked views and CRM capture on the other side.

Content Microsites

Send a personalized microsite with view and dwell-time tracking built in, so you know who engaged and for how long.

Collateral Management

One shared library keeps every rep sharing the same, current version of your content at the booth.

Buyer Intent Signals

Every view, scan and download comes back as a named signal, so your team knows who is interested, and when.

Email Sequences

Sequences run on the triggers you set, with pre-built follow-up available and no manual list to build after the show.

Sync and report

Land everything in your CRM and show what the event produced.

CRM Sync

Every contact, note and signal syncs to HubSpot or Salesforce, including everything captured offline.

Event Dashboards

Every event you have run, side by side, in one view: leads captured, meetings held and follow-up sent.
See all features
From booth activity to pipeline

Three numbers per event, from the booth.

Capture is the easy part to explain. What leadership actually asks is what the event produced. BoothMaven reports what happens at the booth; pipeline and revenue come from your CRM.

Leads captured 312

Every scan, badge, card or manual entry, scored Hot, Warm or Cold at capture.

Meetings held 87

Booked on the booth or before the event, synced to the CRM.

Follow-up sent 241

Sequences run on the triggers you set, from the same records your team works in.

Example event Pipeline and revenue come from your CRM. BoothMaven passes the event source and activity to HubSpot or Salesforce, and your CRM reports on it.
Built for any show floor

The best Event lead capture for your industry

From a 10x10 booth at a regional trade fair to a flagship industry congress, BoothMaven adapts to the audience profile and scale of your show. Whether you are capturing a handful of qualified conversations or hundreds of badge scans a day, the same platform records the contact, the content, the conversation and the meeting, then syncs it to your CRM.

Every industry, every audience. Buyers at a manufacturing expo look different from clinicians at a medtech congress or developers at a SaaS summit. BoothMaven works the same way at all of them.

Manufacturing & IndustrialTrade shows · distributor events · product demos IT & SaaSTech conferences · SaaS events · product demos Healthcare & MedTechClinical summits · medtech expos · CME Financial ServicesBanking and fintech summits · investor events Retail & Consumer GoodsRetail expos · consumer goods trade shows Construction & Built EnvironmentBuilt-environment expos · architecture and design Education & EdTechEducation fairs · higher-ed conferences · edtech summits Energy & UtilitiesEnergy conferences · utilities exhibitions · oil and gas Food & HospitalityFood shows · hospitality exhibitions · buyer expos
See all industries
FAQs

Everything you need to know about BoothMaven

Feature-specific questions live on their own pages. These are the ones about BoothMaven itself.

About BoothMaven

What is BoothMaven?

BoothMaven is event lead capture and intelligence software for exhibitors and sponsors at trade shows, conferences and other events. It covers everything after the scan as well: qualification, content sharing, meeting booking and CRM sync. It replaces business cards, badge-scanner exports and paper follow-up lists with one connected mobile app.

What stages of an event does BoothMaven cover?

BoothMaven covers the full arc of an event: meetings booked before the event, on-site capture and qualification at the booth, content sharing and meeting booking during the show, and CRM sync plus follow-up sequences once the event ends. For the wider operational view, see Event Management.

Does BoothMaven replace my CRM?

No. BoothMaven runs alongside HubSpot, Salesforce or whatever CRM your team already uses. You keep working in your existing system before and after the event. BoothMaven covers capture during the event days and syncs everything back to your CRM.

Does BoothMaven work without internet access at the booth?

Yes. The mobile app captures, scans and qualifies contacts without a connection. Records queue on the device and sync to your CRM when the device is back online, so a venue with patchy Wi-Fi does not put leads at risk.

Who is BoothMaven built for?

BoothMaven is built for B2B exhibitors and sponsors running four or more events a year: the field marketers, sales directors, marketing leaders, RevOps teams and founders who need to capture qualified leads at events and turn them into pipeline.

What is the difference between lead capture and lead retrieval?

Lead capture is broader than lead retrieval. Lead capture includes badge scanning, but also business cards, QR codes and manual entry, plus qualification, scoring and sync to your CRM. Lead retrieval typically refers only to reading a badge, often with a device rented from the show organiser.

Do I need the organiser's scanner?

No. BoothMaven works with the phone or tablet your team already carries. It reads standard event badges, business cards and QR codes without renting a scanner from the show organiser, and works at any event whether or not it has an official app.

Which CRMs does BoothMaven work with?

BoothMaven has native integrations with HubSpot and Salesforce, and connects to thousands of other tools through Zapier. It can also be reached by any MCP-compatible AI assistant, for example ChatGPT, for custom workflows.

Support

What support is included with BoothMaven?

Onboarding help is included to get your team ready before your first event, plus email and in-app support during the event itself. Support stays available while you are live at the booth, which is when a stuck scan or a sync issue actually costs you a lead.

Do I get help during the event itself?

Yes. Support is available while you are live at the booth, not just before or after. A stuck scan or a sync issue during the show is exactly when it costs you a lead.

Do my booth staff need training to use it?

The app is built for booth staff to pick up quickly, and onboarding materials are included to get the team ready ahead of the event. Teams can start capturing leads the same day they sign up, with no formal training session required.

Stop losing leads at events.
Start winning pipeline.

Join exhibitors and sponsors at trade shows, conferences and events worldwide who capture, share and follow up smarter.

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