Tuhund Contact Forms at Exhibitions: capture fast, qualify faster, follow up on time

Exhibitions are noisy, time-boxed and expensive. The winner is the team that captures clean data quickly, qualifies early and follows up before interest fades. Tuhund’s Contact Forms module gives you a simple, reliable way to do exactly that, with one-click elevation to Enquiry or Service Request when needed.

What you set up before the event

1) Create a campaign

• Create a Campaign in Tuhund for the exhibition

• Tracking is automatic. You do not need to add parameters manually

2) Design the exhibition forms as landing pages

• Build forms with your own UI and graphics

• Apply a stylesheet for fonts, layout and colours, and add static or dynamic images so each form looks like a focused product landing page

• Use the same design freedom for acknowledgement pages and emails so the visitor experience stays on brand from scan to inbox

3) Choose fields and validations

• Fields can be dynamic. Add short text, long text, email, mobile, single or multi-select, checkboxes, file upload and computed fields

• Specify validations including required, format, length and conditional visibility

• Keep the on-booth form short. Depth comes later when you elevate to Enquiry

4) Configure assignment and SLAs

• Auto-assignment rules can be elaborate or simple. Route by product line, urgency, geography, staff code or any field

• Multiple assignment is supported. The same submission can be assigned to several owners, with or without role descriptions, and with separate SLAs

5) Prepare QR capture

• Generate QR codes for the main booth form and separate product forms

• QR codes can be branded. Place your logo in the middle and style the frame to match your stand design

• Print on machine placards, spec sheets and counter standees. Keep a short URL as fallback

6) Collateral and links

• Upload brochures, videos and case studies in Tuhund DMS

• Link acknowledgement pages and auto-emails to the right assets so visitors get value immediately

Product-specific forms and QR codes: machine-wise capture that routes itself

At exhibitions you highlight flagship machines. In Tuhund you can create separate contact forms for each main product, each with its own QR code. Every scan lands in a machine-wise dataset with its own workflow, SLAs and sales team routing.

How to set it up

• Clone your base exhibition form and tailor it per machine

• Add hidden fields like product_code, product_line, campaign, booth, staff_code

• Create assignment rules such as “if product_line = LaserCut 500 then owner group = Laser Team with 2-hour SLA”

• Configure per-form post-submit actions. For some machines you may elevate to Enquiry when Urgency = Immediate, others stay as Contact until a demo is booked

Auto-responses that match the machine
The moment a visitor submits a machine form, Tuhund can send product-specific auto-responses by email or WhatsApp:

• Attach the brochure PDF, spec sheet or CAD drawing from DMS

• Include links to videos or a playlist for that model

• Offer a demo booking link or trial request if applicable

• Add a case study or cost-benefit one-pager relevant to the visitor’s industry

Sample auto-reply

Thank you for scanning the QR on the LaserCut 500. Here is the brochure and a short video overview. If you would like a demo this week, pick a slot that suits you. Our Laser Team will be in touch shortly.

How you capture during the event

Scan or type in seconds

• Staff or visitors scan the booth or machine QR and submit in under a minute

• If the same person fills different forms, forms are not merged because workflows can differ. Relationships between forms are shown clearly so teams see the full picture

Qualify immediately

• Tick a simple Lead Stage field: Cold, Warm, Hot

• One click to Elevate to Enquiry if it is already a real opportunity

• Add notes like “needs on-site demo” or “budget approved” while it is fresh

Acknowledge on the spot

• Visitor gets an instant email or WhatsApp with the right brochure and contact details

• Your team receives tasks with the lead, the source and the promised next action. Tasks can be assigned to multiple people if needed

Work even when it is busy

• Use multiple kiosks plus staff phones to avoid queues

• Keep the form short. Depth comes later at the Enquiry stage

What happens after the event

Day 0–1: Triage and first touch

• Filter by campaign, then sort by Hot first

• Sales calls or emails go out the same day, logged against the contact or enquiry

• Use one-click Elevate to Enquiry for qualified leads, which unlocks quotations, tasks and follow-ups

• For machine forms, triage by product_line so specialist teams move first

Customer master and duplication control

• Elevation creates or links the Customer Master only after checking if the customer already exists, so there is no duplication of customers

• Multiple contact forms can be linked or merged into the same Enquiry or Service Request when they refer to the same opportunity

Day 2–7: Nurture

• Send a curated follow-up to Warm leads with case studies and a link to book a demo

• Schedule tasks. Tuhund keeps them on the assignee’s home page and pushes notifications by email, SMS, WhatsApp or screen alert

Week 2 onwards: Pipeline hygiene

• Close lost or cold leads with reason codes so your report shows real conversion

• Move service-type requests to the Service Request module with one click if a visitor logged an issue

Practical tips that make a difference

• Put branded QR codes at eye level and on every handout

• Keep the on-booth form under eight fields

• Use a dedicated Wi-Fi or hotspot, and keep a printed short URL as backup

• Standardise notes with a few tags so triage is fast

• Review and refine your forms after day one if you see drop-offs

Example field set for an exhibition form

• Full name (required)

• Company (required)

• Mobile (required)

• Email

• Country

• Area of interest (multi-select from your product taxonomy)

• Urgency (Browsing, 1–3 months, Immediate)

• Consent (checkbox: I agree to be contacted about this enquiry)

• Notes

• Hidden fields: campaign, booth, staff_code

• For machine forms add: product_code, product_line

• Optional dynamic fields with validations as needed

Sample messages you can use

Thank-you (instant)

Thank you for visiting our booth at MachExpo 2025. Here is a quick overview of our solutions and case studies. Our team will contact you shortly.

First follow-up (Hot lead)

Thanks for meeting us at booth A12. Based on your interest in the XYZ line we have proposed a demo window this week. Please pick a convenient time.

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Why Tuhund for exhibitions

• One system from capture to conversion

• One-click elevation to Enquiry or Service Request

• Forms and emails designed like landing pages with brand-safe UI

• Flexible fields, validations and multi-assignment

• Machine-wise forms with content, routing and SLAs tailored per product

• Clear relationships across multiple forms, no duplication at Customer Master level

• Deep analytics to measure performance and ROI