Monday morning after the fair
The clinic spent Saturday at a local health fair, a gym open day or a workplace wellbeing event. Two chiropractors did posture checks and chatted to people all day. The result is a stack of cards with handwritten names, phone numbers and notes like 'shoulder, desk job, keen'. Some are hard to read. Some have no consent box ticked.
The cards sit in a tray until someone has time on Wednesday to type them up. By the following week, when calls finally start, the people on the cards struggle to remember which stand it was.
Why event leads are lost
The capture method is paper, because it was quick at the stand and nobody wanted a laptop on the table. Paper then needs retyping, which is slow and error-prone. The context from the conversation, which is what would make a follow-up call feel personal, is reduced to a few scribbled words. And without a clear record of what each person agreed to, reception is unsure who can be contacted and how.
What it costs the clinic
| Delay after the event | What the person remembers |
|---|---|
| Same day | The conversation, the chiropractor's name, their own concern |
| A few days | That they spoke to someone about their back |
| A week or more | Very little, and a call can feel unexpected |
The investment in the stand, the day of practitioners' time and the materials are wasted when follow-up is slow. Illegible numbers and missing consent mean some leads cannot be used at all.
How we set up event capture
- A short capture form runs on a tablet or phone, working offline if the venue has no signal: name, contact details, the main concern in the person's own words, and a note from the chiropractor.
- The person ticks exactly what they agree to, such as a call to book, or occasional emails, and the wording and time are stored with the entry.
- Entries sync to a follow-up list as soon as the device is back online, tagged with the event name.
- People who asked for a call appear on reception's list with the chiropractor's note, so the call can start with 'you spoke to Sam about your shoulder on Saturday'.
- Those who agreed to email receive a short, event-specific message the same day, with a link to your online booking.
- Each lead is marked when contacted, booked or not interested, and anyone who books is linked to their new patient record.
- After the event you see how many people were captured, contacted and booked, so you can judge whether the event was worth attending.
We do not advise on what can be said or claimed at an event, or on advertising rules. The system records who you spoke to and what they agreed to, accurately.
After the next event
Practitioners at the stand also benefit. Instead of writing while talking, they tap a few options and add a short note, which leaves more attention for the person in front of them. The same tablet can show your clinic's booking page, so anyone who wants to book there and then can do it before walking away.
Leads are on the follow-up list before the stand is packed away. Calls happen while the conversation is still fresh. Consent is clear for every person. And for the first time, the clinic knows which events are worth a Saturday and which are not, because every booking can be traced back to where the person was first met.
Recognise this?
- Event leads are written on paper cards.
- Typing them up takes days.
- Some cards are unreadable or missing consent.
- Follow-up calls start a week or more after the event.
- You cannot say how many patients came from a given event.