How to Collect Email Addresses at Events

You meet someone memorable at an event. You shake hands, share a smile, and forget to swap details. Or maybe it just feels too awkward. Here’s a research-backed way. 87% of attendees say they go to live events to discover new products or services.

That chance to surprise and delight still works to grab the email.

Why events matter and how most mess it up

• People prefer face-to-face connection. 91 % say live events give them a better feeling about a brand.

• But giving emails at events usually means a paper form or a scribbled note. That’s slow, awkward, and often abandoned.

• QR codes changed the game. By 2024, digital business cards and contact-sharing tech largely replaced paper. In the UK, fewer than 25% gave a paper card in the last year.

Collecting an Email Address  at a Glance

The problem: You have got attention, but no easy way to turn it into useful contact info.

The fix: Use smooth, modern tools, like Profyle Digital Business Cards, to ask, and give something in return. Tap into reciprocity: you offer a fast, useful card. In return, they’ll share their email.  

Sign up for a Profyle Card account for free here.

5 Steps for Collecting Email Addresses

This article explains how to collect emails at events. How you can use smart psychology and Profyle’s tools to avoid awkward moments.

1. Shift your mindset: not asking for an email, offering something helpful.

2. Replace paper cards with QR-powered digital business cards.

3. Design a flow that people want to go through.

4. Open gentle conversations that lead to sign-ups.

5. Stay trusted. Be GDPR‑friendly and polite.

Swipe a few simple tricks and you’ll build genuine connections, and a clean, valuable email list, right from your next event.

Mindset Shift: You’re Offering Help, Not Just Asking for an Email

People avoid giving away their emails, but they’ll share it if they feel they’re getting something easy and useful in return. Studies show that quick, helpful exchanges boost trust and response.

 Think of it like this:

• You help them save info quickly.

• They feel you’ve done something for them.

• So they’re more likely to hand over their email.

How Profyle cards play to this idea

• Instant value: When someone scans your Profyle card, they get all your details—name, role, photo, links, booking options—straight away.

• Two-way exchange: Your card can prompt them to ‘Connect’ and enter their email—making it feel like a gift, not a demand .

Why it works:

• Reciprocity: You give first—value, ease—so they want to give back.

• Frictionless action: No writing, no forms, no hassle. Just scan, view, click.

• Trust signals: A polished digital card with their info loads fast—impresses them with professionalism.

Your simple steps to win at reciprocity:

• Clean, branded digital card ready before the event.

• Make sure the card includes a “Connect” button for them to share their email.

• Mention you’re happy to share a useful resource or link in exchange.

Ditch the Paper Forms

Pens run dry. Forms get crumpled. But a quick scan? That never fails. Research shows paper sign-ups at events drop by 70 % compared to digital scans.

Here’s why paper fails:

• People struggle to read bad handwriting.

• Pens and forms get lost or left behind.

• It’s slow—you risk losing people in line.

Why QR-driven digital business cards work so well

• Tap or scan = instant access. Someone scans your Profyle QR code and instantly gets your info—name, links, videos—no typing needed.

• Built-in email field. Once someone scans, they see a ‘Connect’ button inviting them to share their email as part of the process.

• Always current. If your info changes, your digital card updates automatically—no need to reprint new ones.

• You get data. Profyle tracks who scanned and shared their email—so you know exactly who to follow up with.

What this looks like in practice:

1. Display your Profyle QR code, on your badge, screen, or printed stand.

2. Someone scans it with their phone.

3. They land on your Profyle Card page with your details.

4. They tap Connect, drop in their email, and you both get a prompt: “Thanks! I’ll send that over.”

Add a psychological nudge with social proof

• “10,000+ professionals use Profyle at their events,” suggests trust and good outcomes.

• Seeing others scan your card gives people confidence to do the same.

This is reciprocity and liking in action: you share your info cleanly—people return the favour by sharing theirs. Ready to go paper-free? Sign up for a Profyle Card account for free here.

Create a Smooth Flow: Ask Less, Offer More

People skip forms faster than they skip ads. But they’ll tap a button if it solves a small problem. That’s why a smooth flow gets emails.

A smooth flow feels easy

1. Scan – They tap or scan your Profyle QR code.

2. View – They land on your digital card with all your details.

3. Connect – They tap a ‘Connect’ button to share their email.

4. Thank‑you – They see a quick message like “Thanks! I’ll send that link now.”

Each step is clear. Each step moves them forward without fuss.

Profyle features that smooth the path:

• Analytics – See who scanned, when, how many times.

• Automated follow‑up – Profyle can send a thank‑you email the next day Profyle Card.

• CRM sync – Your new contacts can go straight into HubSpot or Pipedrive.

Why this flow works:

• Fewer steps = more sign‑ups. Digital processes boost conversion compared to paper forms.

• Authority – Your polished digital card and auto emails show you’re organised and reliable.

• Reciprocity – You give them a fast contact link, they give you their email.

• Social proof – When your card flows and follow-up feels slick, it makes people trust you.

Quick checklist before your next event:

• Upload your info and social links on Profyle.

• Turn on email capture and follow‑up.

• Test the QR scan flow yourself.

• Add a “Scan me” sign next to your code.

A smooth, useful digital flow makes email sharing feel helpful. It works. And people remember you better. Try this flow at your next event. Create your free Profyle Card here.

How to Start Conversations That Lead to Emails (Without Being Pushy)

No one likes small talk. But genuine chat can unlock trust—and trust leads to email swaps.

Start with curiosity

• Smile and say hi. Simple but powerful. Even introverts who arrive early and ease into the room feel calmer and connect better Verywell Mind.

• Ask about the event. (“Have you tried their coffee?”) It’s neutral and relatable.

• Listen carefully. People like talking about themselves. Let them—then follow up with a genuine question .

Shift smoothly to your Profyle card

1. After a few lines, say: “Can I show you something handy?”

2. Let them scan your card.

3. Use reciprocity: “Want me to send you that link/study we just talked about? Drop your email and it’s on its way.”

This makes the email feel like a gift—not a burden.

• Use liking (Cialdini): People give to those they like. And when you listen first and offer something useful, you become likeable.

• Use authority: A clean, digital card with helpful links makes you appear organised and experienced.

• Use social proof: “A lot of people here are scanning my Profyle Card—it really helps.” That makes others follow suit.

Sample conversation flow:

• You: “Hi, I’m Sam. Are you enjoying the keynote?”

• Them: “Yes, I liked the bit about AI.”

• You: “Me too! I have a quick guide comparing popular tools—it helped me decide which to try. Want me to send it?”

• Them: “Sure!”

• You: “Great—just scan this QR and tap ‘Connect.’ I’ll ping it over now.”

• Them (scanning): “Done!”

• You: “Thanks! Hope you find it helpful.”

Why it works

• You asked first → offered value → they give email. That’s reciprocity in action.

• You were friendly, attentive, and helpful—so they liked you.

• And your digital card shows you know what you’re doing. It builds authority.

Try this at your next event. Create your free Profyle Card here. 

What Happens After: Use Your Collected Emails the Right Way

You’ve collected fresh emails—but without follow-up, they can vanish like footprints in sand. A prompt thank-you message can boost replies by nearly 40% compared to a first email alone.

Make follow-up feel timely and thoughtful

• Send within 24 hours. A quick note reminds them who you are when your meeting is still fresh .

• Keep it short and friendly. Aim for around 50–125 words—just enough to remind, add value, and invite a reply.

• Be personal. Mention something from your conversation: “Loved our chat about that AI tool.”

Sketch of a winning follow-up email

• Subject line: “Great to meet you at [Event Name], [Name]”

• Body:

  • Greet them by name.

  • Recall a moment from your chat.

  • Send a resource you promised.

  • Invite a response (“Would love your thoughts.”)

  • Close with a simple sign-off.

Use Profyle’s tools to make this easier

• Auto emails. Profyle can automatically send your thank-you message the next day.

• CRM sync. Your new contacts go straight into tools like HubSpot or Pipedrive, and reminders flag when to follow up.

• Templates ready. Save your go-to template so that every message feels prompt and polished.

Why it works:

• Timely follow–up increases replies by ~40 %—the fastest ones get the best results.

• Personal memory + clear follow action = likability and clarity.

• Automated systems show competence—you’re on top of things, not overwhelmed.

Quick after-event checklist:

Collecting emails is only half the job. How you treat them next matters a lot.

Final Thoughts

Here’s what matters most:

• Quality beats quantity. One thoughtful email follow-up beats a stack of random addresses.

• Consistency counts. Use Profyle to track, tag, and follow up so no one slips through.

• Personal touch wins hearts. A mention of your chat—“Loved talking about that guide you mentioned”—makes your message feel human.

How Profyle fits into your connection toolbox:

• Live scan data. You see who scanned and when.

• Auto follow-up. The thank-you message goes out even if you don’t press send.

• CRM links. Your new contacts flow effortlessly into systems like HubSpot or Pipedrive.

• Updates stay current. Change a link or title on your card—they update everywhere immediately.

• Privacy built-in. GDPR‑compliant, easy to say “unsubscribe,” and you keep track of consent.

A simple winning event plan:

1. Prepare – Make a sharp, clear Profyle card with helpful links.

2. Chat – Greet people, listen, offer value, then invite them to connect.

3. Scan – Let them grab your info in a snap.

4. Follow-up – Use Profyle’s tools to send a short thank-you and resource.

5. Track and grow – Tag contacts, follow up later, and keep the dialogue going.

This approach builds trust and relationships—not just a list of names.

Your move. Turn your next event into a launchpad for real conversations. Swap awkward forms for sleek scans. Build trust, not lists. Start your Profyle journey today. Get a free Profyle Card.