Lead capture for a team of speakers

A company that creates content for one profession has six or seven people on its team who speak at conferences through the year. The fall calendar is full. Each speaker ends with a URL on the last slide, pointing to a landing page someone built for that event. A share of the room types it in, and when those leads arrive, the marketing team has to work out which talk they came from before anyone can follow up.

The marketing team does the follow-up, so the capture should be built for them: every lead tagged with the speaker, the talk, and the event, and dropped into the right sequence without anyone typing up a spreadsheet.

Why speaker-team leads get lost

• Each speaker does it differently. One uses a URL, one says "email me", one forgets to ask. The results can't be compared.
• A landing page per event is work. Someone has to build it, someone has to remember to update the slide, and attendees still have to type the address.
• Leads arrive without context. A form fill on the website doesn't say which talk, which speaker, or which conference it came from, so the follow-up is generic.
• The lead's owner is back at the office. The speaker's job is a good talk, and the person who has to follow up never saw the room.

How it works for a team

1. Give each speaker or each talk a keyword. "Text PLANNER to 33777." A keyword is one word the speaker can say from the stage and the back row can remember.
2. Put a QR code on every deck. QR codes are free and unlimited, so each talk can have its own, even when the speaker reuses one keyword.
3. Write one flow per offer. Ask for the email, maybe one more question (company or role), and send the slides or a guide as a tracked download with Handouts.
4. Tag every contact. Add a "Tag the contact" step with the speaker, the talk, and the event: "Fall Summit", "Retirement income talk". The tags go to ActiveCampaign, Mailchimp, or Kit with the contact.
5. Send it to the CRM. The HubSpot step creates or updates the contact, maps the answers to properties, and adds them to a static list, which can start a HubSpot workflow. Keap, Drip, Constant Contact, and Salesforce connect through Zapier.
6. Let marketing watch it. An "Email me a notification" step tells the team when someone finishes. The Reports page shows text-ins, contacts, new contacts, and completion for each keyword.

How many keywords

A speaker who gives three different talks a year, on a team of six, can mean 18 talks to tell apart. There are two ways to set it up:

• One keyword per speaker, one QR code per talk. The speaker always says the same word, so it gets easier to say. The QR codes tell the talks apart, and they cost nothing.
• One keyword per talk. Every talk reports separately, even for people who text from the back row. A busy team can reach 20 or more keywords.

One keyword is included on your plan, and each additional keyword is $10/month. See pricing.

Keep the texts short and the opt-in clear

Use the text conversation to get the email and deliver what was promised, and leave the rest to your email tool. If you want people on the newsletter as well, ask in the email that delivers the slides, and say what they'll get and how often. People who asked for a download and then get a surprise newsletter are the ones who mark it as spam.

What the speaker says

The speaker's part is one sentence, said twice: once early ("I'll send everyone the slides, so you can stop taking photos") and once before Q&A ("Text PLANNER to 33777, or scan the code, and they're yours"). The stage ask has the full script. Give every speaker on the team the same script, so the results can be compared.

Before and after

	A URL on the last slide	A keyword or QR code per talk
What the room has to do	Remember and type an address	Text one word or scan
Building it	A landing page per event	A flow per offer, reused
Which talk a lead came from	Guesswork	Tagged by speaker, talk, and event
Getting to the CRM	Form fills, sometimes a CSV	Straight into HubSpot or your email tool
Comparing speakers	Not possible	Per-keyword reports

Who this is for, and who should skip it

This fits companies whose staff speak to sell: content and media companies, training firms, consultancies, and academies that send experts to US conferences, association meetings, and webinars, with a marketing team that follows up in a CRM or email tool.

It's a weaker fit if most of your team's talks are outside the US, since the short codes work with US carriers only, or if your follow-up is a sales desk texting each lead back. Textiful hands the contact to your email tool or CRM; it isn't a texting inbox.

Try it at your next event → Start a free trial