What the clipboard costs you
- Handwriting the front desk cannot read, typed in three days later, some of it wrong.
- No consent captured. A name on a sheet is not permission to text; your records should show what each person agreed to, in writing, and a clipboard rarely does. Confirm what counts as consent with counsel.
- No follow-up until someone has time, which at a busy practice is never.
- No way to know which event produced which patient, so every expo looks the same on the budget.
What the QR funnel does, step by step
- A QR code on the table sign, the banner and the team's badges that opens one short page.
- A form: name, mobile, email, the treatment they are curious about, and two consent checkboxes with plain wording. One box for texts and one for email, unchecked by default, each with a timestamp recorded. Have counsel approve the wording before the event.
- A reason to enter: a giveaway drawn that evening, or a short guide sent by text the moment they submit. A business 'raffle' is a sweepstakes in most states; have counsel approve the entry rules alongside the form wording. Both give you the first message and a reason to have sent it.
- A thank-you screen with a booking link for a consult, two open times, and the deposit link if the event has an offer.
- Every submission lands in your CRM or record system as a contact tagged with the event name and the date, with the consent fields attached.
What to say at the table
Not a pitch. One question: what are you curious about? Then the answer, in a sentence, from someone who can give it. Then the code: scan this, you are in the giveaway, and if you want a consult the times are on the next screen. The person at the table is there to listen and to point at the code. The form does the capture, the thank-you screen does the booking, and the follow-up track does the rest. Anything clinical, who is a candidate or what a treatment does for a specific concern, goes to the provider at the table or into the consult.
What happens in the two weeks after
- That night: the guide or the giveaway result by text, from the provider, with the booking link. Only to people whose consent box was checked.
- Day two: one message naming the treatment they chose on the form and two open consult times.
- Day five: a short note from the provider answering the question the table heard most, with the link.
- Day nine: the last message, with the chairs left this month. Then stop; anyone who has not replied goes into a quarterly note from the provider, not another blast.
- Day fourteen: count the bookings, by event, on the dashboard.
How each capture method compares
| Capture method | Consent captured | Follow-up possible | Booking rate measurable |
|---|---|---|---|
| Clipboard sign-up sheet | Rarely, and not in a form you could show | After someone types it in, if ever | No |
| Business-card bowl | No | Email only, with no permission | No |
| Tablet with a notes app | Only if someone wrote the wording in | Manual, days later | Partly, by hand |
| QR funnel to a consented form | Yes, in writing, with a timestamp | Starts that night, automatically | Yes, by event, on one page |
| QR funnel with a booking link on the thank-you screen | Yes, in writing, with a timestamp | Starts that night; some book before leaving the booth | Yes, including bookings made at the table |
Why consent has to be in writing
Texting someone who scanned a code at an expo is marketing. The consent has to be captured in writing, with the wording, the time and the number recorded. Your records should be able to show it for every person you message. Whether your wording, your checkbox and your records meet the standard that applies to you is a question for counsel; have them approve the form before the first event, and again whenever the form changes.
How to set this up on Monday
- Build the form with the two consent checkboxes and the event tag; send the wording to counsel.
- Write the five follow-up messages with the provider.
- Print the QR code on the sign and the badges; test it from three phones.
- Decide the giveaway or the guide, and who draws or sends it.
- Put an event column on the dashboard so the booking rate is visible two weeks later.
What to do next
NorthCore's Win at events solution builds the QR funnel, the consented form and the two-week follow-up track, and reports bookings by event on one page. Scoped in writing and covered by the promise on this site: results in 90 days, or we keep working until you have them.
