How to Streamline Lead Capture and Meeting Scheduling at Events with Captello

Collecting leads at events is important, but converting those leads into meaningful follow-up conversations is where the real ROI lives. For field sales and marketing teams, the ability to act in real time is crucial, especially at smaller corporate events where each interaction has more weight.

While large expos often generate hundreds of contacts, smaller events tend to yield fewer, more targeted leads. In these high-value scenarios, there’s little room for missed follow-ups or delayed outreach. If your team isn’t equipped to schedule meetings immediately, valuable opportunities can slip through the cracks.

With Captello’s Universal Lead Capture App, your team can do more than collect names and emails. They can qualify leads, sync data to your CRM, and schedule follow-up meetings right within the lead capture form—all while the conversation is still in motion.

This article explores how Captello simplifies lead capture and meeting scheduling at events—and how your team can move from hello to follow-up in minutes, not days.

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Why Speed and Simplicity Matter at Smaller Events

At large-scale events, you may walk away with a high volume of leads that get sorted and processed later. But at smaller events, such as local expos, executive forums, or networking dinners, your team has fewer opportunities to connect. That makes each conversation more valuable, and each delay more costly.

When a lead is captured but no clear next step is secured—like a discovery call or demo—the opportunity can quickly cool off. Prospects return to their busy schedules, inboxes fill up, and follow-up emails may go unread. By the time you attempt to schedule a meeting, the initial interest may be gone.

Captello helps field teams close this gap by embedding a meeting scheduler directly into the lead capture process. No follow-up email chains. Just a seamless, real-time handoff from conversation to confirmed meeting.

How Captello Combines Lead Capture and Scheduling in One Workflow

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If you’re a trade show coordinator or marketer responsible for your company’s success at trade shows, then you should be aware of post-show reconciliation. In this article we’ll discuss what post-show reconciliation is, how it works, and why companies should use it if given the option.

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Captello’s Universal Lead Capture allows your team to create fully customizable forms for any event. Whether they’re scanning a badge, capturing a business card, or manually entering data, reps can now go one step further—scheduling a meeting during the interaction.

Real-time access to your team’s availability
Instant meeting booking during the conversation
Lead assignment based on rep or territory
Syncing directly with your CRM and calendar tools

Your team doesn’t need multiple apps or manual workarounds. They can scan a badge, qualify the lead, and offer meeting times in one seamless interaction—all from their mobile device or tablet.

What It Means for Your Field Team

By combining lead capture and scheduling, Captello helps your team:

Accelerate the sales process by securing the next steps on-site
Reduce missed opportunities from delayed follow-up
Increase meeting show rates by booking while interest is high
Eliminate post-event admin work that slows down pipeline movement

The result? More qualified meetings, faster conversions, and a stronger return on your event investment.

Syncs Instantly with Your CRM and Calendar Tools

Captello integrates with over 6,000 CRM and marketing platforms, making it easy to:

Push lead data, meeting details, and notes in real time
Automatically assign leads to the appropriate follow-up workflows
Track activity and outcomes for every rep at every event

Whether your team uses Salesforce, Marketo, HubSpot, Outlook, or Google Calendar, everything is connected, saving time and improving data accuracy.

In field sales, there’s no room for lost leads or lagging follow-ups. With Captello, your team captures more than contact info—they capture commitment.

By embedding a meeting scheduler directly into your lead capture form, you empower reps to convert interest into action in real time. It’s a simple way to streamline workflows, improve event ROI, and turn conversations into booked business.

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