7 Best Tools for Lead Capture at Trade Shows (2026 Guide)
Summary: Exhibiting at a trade show is expensive. You need a tool that captures every lead without slowing you down. This guide compares the top apps to help you scan badges, organize data, and follow up fast.
Key points:
- Main value: I compare price, features, and ease of use.
- Who this helps: Sales teams, founders, and event marketers.
- Outcome: You will find the perfect tool for your budget.
Let's get into it.
My Top Picks for Event Lead Capture
I have been to dozens of trade shows. The worst feeling is collecting a stack of paper business cards and losing half of them. Or worse, paying thousands for a scanner that is hard to use.
Here are the tools I recommend based on my experience in the industry.
1. Wave Connect
🏆 The Best All-In-One Solution
I built Wave Connect because I was tired of overpaying for clunky event software. I wanted something that worked for my whole team without breaking the bank. Wave is a digital business card platform that also acts as a powerful lead capture tool.
It is designed for teams who want to move fast. You can set it up in minutes. It handles everything from sharing your info to scanning their badge.
✨ Key Features
- Universal Batch Scanner: You can scan paper business cards and digital badges seamlessly.
- Lead Capture: Capture information through an exchange contact form to capture leads in less than 30 seconds.
- Offline Mode: Share your details reliably with an offline QR code, even without internet access.
- Digital Business Card: Easily update your contact info instantly so prospects always have your current details.
- CRM Integration: Connects directly to your CRM so you can track leads immediately.
- Team Management: Add or remove users easily from a central dashboard.
✅ What I Like About Wave Connect
The price is unbeatable. It costs $60 per user per year. Most competitors charge that much for a single event or a single month. I also love the universal scanner. You do not need to rent expensive hardware from the event organizer. You just use your phone. It captures the data and syncs it. Simple.
💭 Things to Consider
Wave is digital-first. If you are looking for a heavy, legacy hardware rental, this is not it. It is an app that lives on your phone. For 99% of modern teams, that is a huge plus. But some traditional industries still prefer renting physical scanners.
📝 My Take
If you want the most comprehensive tool for the best price, choose Wave Connect. It is $60/year. It does everything you need. It is the smart choice for growing businesses.
2. iCapture
🏆 Best for Data Transcription
iCapture is a well-known name in this space. They focus heavily on speed and accuracy. I have seen many teams use this when they need to scan a high volume of badges very quickly.
✨ Key Features
- Badge Scanning: Scans 2D barcodes and QR codes efficiently.
- Offline Mode: Works without internet, which is great for spotty convention center Wi-Fi.
- Human Verification: They send images to real people to verify the data transcription.
- CRM Integration: Syncs lead data directly to your existing sales platforms.
- Custom Qualifiers: Allows you to add notes and tags to prioritize follow-ups.
✅ What I Like About iCapture
The accuracy is excellent. They do not just rely on OCR (optical character recognition). They have a verification process. This means fewer typos in your CRM. It integrates well with Salesforce and HubSpot. The offline mode is also a lifesaver when the internet goes down.
💭 Things to Consider
It can be pricey. You often have to request pricing, and it adds up for smaller exhibitors. It also lacks some of the profile enrichment features that other tools have. You get what is on the badge, but not much more.
📝 My Take
If you have a large budget and data accuracy is your only concern, iCapture is a solid option. It is reliable but expensive.
3. Cvent LeadCapture
🏆Best for Enterprise Events
Cvent is a giant in the event industry. If you are attending a massive corporate conference, you have probably seen their logo. Their lead capture tool is part of a much larger ecosystem.
✨ Key Features
- Cross-Platform: Works on iOS and Android.
- Lead Qualification: You can add notes, tags, and scores to leads instantly.
- Reporting: Very detailed analytics on your event ROI.
- CRM Integration: Connects directly to your CRM so you can track leads immediately.
- Offline Mode: Share your details reliably with an offline QR code even without internet access.
✅ What I Like About Cvent LeadCapture
It is great for big companies. If you have fifty people at a booth, this tool can handle it. The reporting features are very deep. You can see exactly which rep scanned the most leads and how many were qualified.
💭 Things to Consider
It is expensive. Users often mention the high cost. Also, the interface can feel a bit "corporate" and complex. It takes some training to get your team used to it. If you just want to scan and go, it might be overkill.
📝 My Take
Choose this if you are a Fortune 500 company already using Cvent for other things. For everyone else, it is likely too expensive and complex.
4. Whova
🏆 Best for Event Management Users
Whova is primarily an app for running events. Attendees use it to see the agenda and network. But they also offer a lead retrieval feature for exhibitors.
✨Key Features
- In-App Scanning: Uses the existing event app to scan attendee QR codes.
- Exhibitor Hub: A central place to manage your booth presence.
- Manual Entry: You can type in info if scanning fails.
✅ What I Like About Whova
If the event is already using Whova, this is convenient. You do not need to download a separate app. It is all integrated. It is also helpful for mid-sized events where you want to network with attendees through the app before the show starts.
💭 Things to Consider
Lead capture is often an add-on cost. Also, it is not a specialized lead tool. It is an event app with a scanner added to it. It lacks deep CRM integrations compared to dedicated tools like Wave or iCapture.
📝 My Take
Use Whova if the event organizer requires it. Otherwise, a dedicated tool gives you more control over your data.
5. Captello
🏆Best for Gamification
Captello takes a different approach. They try to make lead capture fun. I think this is a smart strategy if you have a hard time getting people to stop at your booth.
✨ Key Features
- Gamified Capture: Uses games and prize draws to get people to sign up.
- Universal Capture: Scans badges and forms.
- Automation: Syncs with Marketo and Salesforce.
✅ What I Like About Captello
The games are cool. It stops people from walking past you. Offering a prize in exchange for data is a classic move, and Captello digitizes it well. It helps increase the volume of leads you collect.
💭 Things to Consider
Quality vs. Quantity. You might get a lot of leads who just want a free iPad, not your product. You have to be careful to qualify them properly. Pricing is also not transparent on their site.
📝 My Take
Great for big consumer shows or if you need to create a buzz. Just make sure you filter your leads carefully afterwards.
6. momencio
🏆Best for AI Features
momencio positions itself as a high-end tool. They use AI to help you understand your leads better. It is impressive technology.
✨ Key Features
- AI Enrichment: Automatically adds data to your leads.
- Microsites: Creates personalized pages for leads you meet.
- Behavioral Insights: Tracks how leads engage with your content.
✅ What I Like About momencio
The follow-up features are unique. Instead of just sending an email, it can create a microsite. That is a nice touch. The AI enrichment saves you from having to research every lead manually on LinkedIn.
💭 Things to Consider
It is complex. There are a lot of features here that a typical booth team might never use. If you just want to scan a badge, this is too much tool for the job. It is likely on the higher end of the price spectrum.
📝 My Take
Good for tech-savvy teams who need deep insights. If you want simple and affordable, look elsewhere.
How I Picked These Lead Capture Tools
I looked at a lot of software to make this list. Here is the criteria I used to rank them.
1️⃣First, Affordability. Trade shows are already expensive. You should not have to pay thousands just to scan names. That is why Wave Connect is my top pick. At $60/user/year, it is a steal.
2️⃣ Second, Ease of Use. Your booth staff are busy. They do not have time to learn complex software. The tool needs to be "point and shoot."
3️⃣ Third, Integration. If the data stays in the app, it is useless. The tool must connect to your CRM. Whether it is HubSpot, Salesforce, or a simple CSV export, data portability is key.
4️⃣ Fourth, Offline Reliability. Convention center Wi-Fi is notoriously bad. The tool must capture data without an internet connection to ensure you never miss a lead.
5️⃣ Fifth, Versatility. Not every prospect has a badge. The software should handle both paper business card scanning and digital QR codes seamlessly.
Common Questions About Trade Show Lead Capture
Here are a few questions I get asked often.
Can I just use paper business cards?
You can, but I do not recommend it. You will lose them. Or you will spend hours typing the data into Excel later. A digital tool saves you hours of manual work.
Do these apps work without internet?
Most of them do. Wave Connect, iCapture, and Leadature all have offline modes. This is crucial because trade show Wi-Fi is notoriously bad.
Is it better to rent the scanner from the event?
Usually, no. Renting a scanner can cost $300-$500 per event. Buying a subscription to an app like Wave Connect costs $60 for the whole year. It is much cheaper to bring your own software.
How do I get the leads into my CRM?
Look for apps that integrate directly with platforms like Salesforce, HubSpot, or Pipedrive. If a direct integration is not available, ensure the app exports to CSV or Excel so you can upload the data easily.
How quickly should I follow up after the show?
Speed is everything. I recommend sending a follow-up email within 24 to 48 hours while the conversation is fresh. Some apps allow you to trigger a follow-up email immediately after scanning.
Do I need special hardware to use these apps?
No. Modern lead capture apps leverage the camera on your existing smartphone or tablet to scan badges and business cards. You do not need to carry around a bulky separate scanning device.
Can multiple team members use the same app?
Yes. Most solutions allow you to add team members to a central account. This lets a manager view all leads collected by the team in one dashboard, rather than chasing down individual phones.
My Final Thoughts
Capturing leads should not be the hardest part of your trade show. You are there to have conversations and close deals.
If you want a tool that is powerful, easy to use, and incredibly affordable, I recommend starting with Wave Connect. It gives you the digital business card and the scanner in one simple app. You can save your budget for the booth design or the team dinner.
