Lead Retrieval at ASCA 2024

Never miss a lead with the all-in-one lead capture, qualification and retrieval services provided by Cvent at ASCA 2024 in Orlando. Lead retrieval is the easiest way to capture an attendee's contact information, including email addresses!

What Is Lead Retrieval?

Lead retrieval is a method for capturing and processing sales leads generated at an event, trade show or conference. Lead retrieval tools connect to a database containing attendee contact details. With just a quick scan of a QR code on an attendee's badge at ASCA 2024, Cvent LeadCapture allows you to qualify, rate and take notes on each lead. Help improve your sales performance and quickly gather leads with the lead retrieval tools ASCA offers through Cvent. 

With Cvent LeadCapture you can:

• digitally capture attendee details, including email addresses, and qualify leads in the expo hall on a mobile device
• add custom questions for better sales qualification
• export leads for easy import into your sales database
• prioritize and follow up on leads post-event
• control visibility into your team's event leads in one place

How Do I Purchase Lead Retrieval for ASCA 2024?

You have two options for purchase through April 5, 2024, via our secure online Lead Retrieval Order Form:

• use your own device and download the Cvent LeadCapture app from the Apple App Store or Google Play Store; and/or 
• rent a device with the Cvent LeadCapture app pre-installed.

Beginning April 6, 2024, device rentals will no longer be available for purchase, but you'll still be able to purchase app licenses onsite in Orlando for use on your own device onsite.

Accessing the Cvent Lead Retrieval Exhibitor Portal

If you have already purchased lead retrieval, you should have received a confirmation email for your purchase. If you still need to purchase lead retrieval, you can do so online through April 5, 2024, using the Lead Retrieval Order Form. (After April 5, you will only be able to purchase licenses onsite to use your own device; device rentals will not be available onsite.)

Closer to the event, you will receive an invitation email to log in to the portal. Select the Log In button in the email and complete the sign-in process. The site will redirect you to the exhibitor portal welcome page.

As an exhibitor admin, you’ll need to register your organization and booth staff and provide them with LeadCapture licenses. Booth staff are the members of your team who will be on the front lines, representing your organization at ASCA 2024 and scanning potential leads. 

The Cvent Lead Retrieval Exhibitor Portal allows you to:

• assign your lead retrieval licenses to members of your onsite team
• customize lead retrieval qualification questions
• export your leads and lead information from the event

If you purchased lead retrieval before April 6, 2024, and did not receive a confirmation email or invitation to access the portal, please contact Jason Hawkins at jhawkins@ascassociation.org.

Registering Staff

Before you can set up your onsite booth staff with the ability to collect leads, you must register each person attending the event in ASCA’s Exhibitor Portal. ASCA staff will then assign them to your booth in the Cvent Lead Retrieval Exhibitor Portal. Please allow up to 4–6 business days between registering your staff before you will see them assigned to your booth.

Assigning Lead Retrieval Licenses

Your staff won’t have access to scan leads in the Cvent LeadCapture app until you assign them a license in the Cvent Lead Retrieval Exhibitor Portal. To do so, select Licenses from the left-hand navigation menu. All of your purchased licenses will be listed.

Select Options next to one of your unassigned licenses, then Assign License. Select the circle next to the person you want to assign the license to, then Assign.

Each staff member will receive an email with their license code to log in to the Cvent LeadCapture app once they've been assigned.

Creating Qualifiers for Booth Staff to Record While Collecting Leads

The Cvent Lead Retrieval Exhibitor Portal allows you to create custom questions for your booth staff to better qualify leads as they are captured in the Cvent LeadCapture app.

To create questions in the portal, select Lead Collection from the left-hand navigation. The Leads Collected tab opens by default. Select the neighboring tab, Lead Qualification Questions. Then build out your questions by selecting Customize Questions.

Select + Build to the right of the canvas, then choose the question type.

• Choice Questions allow you to select from a list of predetermined options. Display choices include a single answer list or multiple answer list.
• Text Questions allow you to type out any general text. Display choices include a text field or comment box.
• Date and Time Questions allow you to enter in a specific date and time. Display choices include both date and time or date only.
• Rating Questions allow you to choose a rating between 1 and 5 on customized text.

Select and drag the desired question type onto the canvas.

Additional settings will appear to the right. In the Question section, enter your question text and determine the label placement. Toggle "Required" to blue if you want to ensure the question is answered.

In the Response section, determine how the choices will display, the choice options and how the choices behave. These will change depending on the question type you’ve added.

Under Settings, enter a question code, if necessary.

Select Save.

Sub-questions can be added to any Choice Question so that if a certain answer is selected, another question appears.

Hover over the question that you want to add a sub-question to, then hover over the ellipses (...) in the top-left of the window and select Add sub-question.

Select the question type for the sub-question; additional options will appear to the right of the canvas.

In the Question section, enter your question text and determine the label placement. Toggle "Required" to blue if you want to ensure the question is answered.

In the Response section, determine how the choices will display, the choice options and how the choices behave, if applicable. These will change depending on the question type you’ve added.

In the Sub-Question Logic section, select which answer(s) should make this sub-question appear.

Under Settings, enter a question code, if necessary, and select Save.

Capturing Leads Onsite

If your booth staff is using their own devices, they must download the Cvent LeadCapture app from the Apple App Store or Google Play Store. Rented devices will already have the app installed.

Once downloaded, they need to open the app, enter their access code and tap Next, then Yes, Activate Device.

To scan a lead, tap Add Lead and scan the attendee's QR code on the front of their event badge.

If necessary, tap Qualify Lead. Enter responses to any qualifying questions, then tap Save.

Deleting Leads

If you accidentally scanned a lead that you no longer want to appear in reports, you can delete the lead in the Cvent Lead Retrieval Exhibitor Portal. From the left-hand navigation, select Lead Collection. Select the down arrow to the right of the lead you want to delete, then select Delete. On the next screen, select Delete lead to confirm the deletion.

Exporting Leads

To export leads collected onsite, log in to the Cvent Lead Retrieval Exhibitor Portal. If you don’t remember your password, select Forgot? to create a new one.

The number of leads collected will appear in the Leads section. Select View under the displayed number of leads collected. On the next screen, scroll down and select Export.

Your leads will automatically download as a CSV file. Locate the file on your computer or network. Right-click the file name, hover over Open with and select Excel. You must have the most up-to-date version of Microsoft Excel to view the content in the "Notes" column.