7 Best Tools for Lead Capture at Trade Shows (2026 Guide)

Lead capture at trade shows can make or break your event ROI. You spend thousands on the booth, flights, and hotels - then lose half your leads because you're stuck with paper cards or a clunky rental scanner. I built Wave Connect partly because I kept running into this problem myself.

In this guide, I'll walk you through the 7 best lead capture tools for trade shows in 2026, what each one does well, and which one fits your budget. I've tested these with real teams at real events, so this isn't a spec-sheet comparison.

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

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. Wave's universal badge scanner works at any event - you don't need event-specific hardware or a rental agreement with the organizer. At $60/user/year, you're paying a fraction of the $300-$500 per event that rental scanners typically cost. And because Wave syncs directly to your CRM, there's no manual data entry after the event - your leads are in the pipeline before you leave the convention center.

Key Features

• Universal Badge 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: Syncs with HubSpot, Salesforce, and Zoho so you can track leads immediately. For a detailed comparison of how Wave's CRM integration works across platforms, see our setup guide.
• 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.

1. First, 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.

2. 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."

3. 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.

4. 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.

5. Fifth, Versatility. Not every prospect has a badge. The software should handle both paper business card scanning and digital QR codes seamlessly.

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 have not started planning yet, our trade show preparation guide covers everything from booth setup to team training. For a deeper dive into lead capture strategy beyond just the tools, check out our guide on how to capture leads at a trade show.

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. If you are considering Popl for its AI lead enrichment and LinkedIn badge scanning, see how it stacks up in our Popl vs Wave head-to-head.