Using a digital business card at events: before, during and after
By Online Business Cards Editorial Team | Published | Updated | Sharing your card
Events are where a digital business card earns its keep. What to do before, during and after an event so people can find you again, and you can find them.
Events are where a digital business card earns its keep. You meet more people in a day than in a normal month, conversations are short, and the details you swap on the day decide who you can follow up with afterwards. This guide covers what to do before, during and after an event so that the people you meet can find you again — and you can find them.
Before the event
Check your profile as if you were a stranger
Open your card on your phone and ask: would someone who met me for ninety seconds understand who I am and why to stay in touch? Put a clear photo, your role and a one-line description at the top. If you are at the event for a reason — launching something, recruiting, looking for partners — say so in that line or in your first link.
Our checklist of what to put on a digital business card is a useful run-through the week before.
Add something specific to this event
A generic profile is fine, but a relevant one is better. Consider adding, for the week of the event:
- a link to the talk you are giving or the slides from it
- the product or service you are showing on the stand
- a short note such as "Lovely to meet you at the expo — here is the brochure I mentioned"
Use visibility controls to switch these on for the event and off afterwards, rather than rebuilding the page.
Put your QR code a swipe away
Saving your card to Apple Wallet or Google Wallet means you can show your QR code from the lock screen, without unlocking your phone and hunting for a link. Turn your screen brightness up when you show it; dim screens are the most common reason a code will not scan in a venue.
If you are presenting or exhibiting
- Closing slide: put your QR code on it, large and on a plain background, with the link written underneath for anyone watching online. Leave it up during questions.
- Stand graphics: place the code at chest-to-eye height, away from where people will stand in front of it, with a line of text saying what scanning gives people.
- Name badges: if you are allowed to add a code to your own badge, keep it big enough to scan without leaning in.
Our QR code size and placement guide has the sizes and distances. If you plan events for clients rather than attend them, see our guide for wedding and event planners.
Test in the real conditions
Scan your code with an iPhone and an Android phone, from a realistic distance, in poor light. Then open the link and tap save to contacts to make sure the right details go across.
During the event
Make the exchange quick
The smoothest exchange is: "Can I send you my card?" followed by them pointing their camera at your screen. One scan opens your profile; one tap saves your details. Faster still, if you are already connected on WhatsApp or LinkedIn, send your link there and then, while they are standing in front of you.
Do not rely on them following up
Swapping details is only half the job. The other half is making sure you have their details. Ways to do that:
- Ask them to send you a quick message from your card so you have their number.
- On the Business Plan, they can leave their details through a contact or enquiry form on your profile, which keeps them together for you.
- If someone gives you a paper card, the Business Plan's card scanner turns it into a saved contact, so it does not sit in a pocket for a fortnight.
If you collect people's details, be clear about why and what you will do with them. Our plain-English guide to collecting leads and UK GDPR explains the basics.
Make a note while you remember
At the end of each conversation, add one line about who they were and what you discussed — in your CRM if you have one, or simply in your phone's notes. "Sarah, events manager, wants a quote for March" is worth more than a hundred contacts with no context.
After the event
Follow up within a couple of days
Memories fade fast after a busy event. A short, specific message — referring to what you talked about, with your card link underneath — is the single most valuable thing you can do. If you promised a document, send it. If you offered a call, include your booking link so they can pick a time without any back and forth.
Look at what people opened
Profile analytics show views, link clicks and contact saves. After an event, look at which links people actually opened. If everyone clicked your brochure and nobody clicked your website, that tells you what to put first next time.
Tidy up the profile
Switch off the event-specific sections, update any details that changed, and note what worked for the next one. If you run events yourself, our checklist for hosts covers sign-ups, badges and follow-up with less paper.
A quick event checklist
- Profile checked from a stranger's point of view
- Event-specific link or note added
- Card saved to your phone wallet
- QR code on your closing slide or stand, with a line of text next to it
- Code tested on two phones in poor light
- A way to capture other people's details
- Notes made after each conversation
- Follow-ups sent within two days
- Analytics reviewed and event sections switched off
Before, during and after: what to do
Stage | Main job | Card feature that helps
Before | Get your card and code ready | QR code, wallet pass
During | Share fast and capture contacts | QR code, contact leads (Business Plan)
After | Follow up while you are remembered | CRM notes and export (Business Plan)
Read next: Six ways to share a digital business card, and when each one works best and How to add your digital business card to your email signature. You can also browse all our guides.
If you organise events rather than attend them, see our guides to digital business cards for wedding and event planners and to digital business cards for charities, clubs and community groups.
Frequently asked questions
What is the fastest way to share a digital business card at an event?
Show your QR code from your phone wallet and let the other person scan it with their camera. If you are already connected on a messaging app, sending the link there is just as quick.
What if the venue has poor phone signal?
The person scanning needs a connection to open your profile. If signal is weak, send your link by text or WhatsApp, which will arrive when their phone reconnects, or ask for their number and message them your card once you are back online.
Should I still bring paper cards to events?
You can, but you do not have to. If you do, print your QR code on them so the paper points to the profile you keep up to date.
Which card is best for events?
All five cards on this site are the same profile. The QR code business card page explains event and stand use in most detail.
How soon should I follow up after an event?
Within a couple of working days, while the conversation is still fresh. Mention where you met and what you talked about.