Template · free
Lead qualification form for stalls
A lead capture form for exhibitor stalls with 24 fields: who the visitor is, what they came for, how soon they would buy, consent and the next step. Exhibitors can print it for the stall or use it as the layout for a scanner app.
No sign-up needed.
Who it is for
- Exhibition organisers who give exhibitors a standard lead form
- Exhibitor stall managers who need consistent notes
- Event agencies that train booth staff
How to use it
- Use the first group for every visitor and the second group only for serious conversations.
- Train staff to write the next step and a date; a lead without them is a business card.
- Mark consent before sharing any visitor details with another team or partner.
- Review the day’s leads each evening and mark Hot, Warm or Cold.
The contents
| Field | Type | Group | Note for stall staff |
|---|---|---|---|
| Lead ID | Auto | Basics | Created by the scan |
| Date and time | Auto | Basics | Created by the scan |
| Stall or booth | Auto | Basics | Pre-filled |
| Scanned by | Auto | Basics | Staff member |
| Visitor name | Text | Basics | Confirm spelling aloud |
| Company | Text | Basics | Needed for follow-up |
| Designation | Text | Basics | Decision maker or influencer |
| Mobile number | Phone | Basics | Confirm by repeating |
| Email address | Basics | Optional | |
| City | Text | Basics | Useful for field follow-up |
| Visitor type | Choice | Basics | Buyer, partner, media, student, other |
| Product of interest | Choice | Interest | From the stall list |
| What problem are they solving | Text | Interest | One line in their words |
| Current supplier or solution | Text | Interest | Useful for positioning |
| Purchase timeline | Choice | Qualify | Now, this quarter, this year, exploring |
| Budget band | Choice | Qualify | Use ranges, do not press |
| Decision role | Choice | Qualify | Decides, recommends, influences |
| Quantity or size | Text | Qualify | Approximate is fine |
| Samples or demo requested | Yes or no | Next step | Triggers a task |
| Brochure sent | Yes or no | Next step | Mark when sent |
| Next step | Text | Next step | Action and owner |
| Follow-up date | Date | Next step | Within 3 working days |
| Consent to be contacted | Yes or no | Consent | Required before sharing |
| Lead grade | Choice | Review | Hot, warm or cold, set at day end |
Where it has been used
Derived from exhibitor lead capture in a trade-community meet-up, where stall owners scanned visitors and added notes.
Questions people ask
How much should a stall ask?
A scan plus two or three quick questions. Long forms slow the queue and put people off. Capture details quickly and add notes after the visitor leaves if the conversation was valuable.
What counts as a qualified lead?
Decide this with the exhibitor’s sales team: a clear need, a decision timeline and a named next step. Mark only those as qualified, and keep a separate group for casual interest.
What about consent?
Tell visitors what you will do with their details and record that they agreed. If the organiser shares leads on your behalf, check that the registration form made that clear to visitors.
Want this running inside your event app?
Sociana turns lists like this into live screens, requests and reminders for your guests and your desk. A 20-minute walkthrough shows how.