Digital Lead Capture System for Education Events for Go Overseas

Go Overseas

Go Overseas operates a thriving community reviews platform that helps users explore and discover international, culturally immersive programs, trips, and jobs. With over 17,500 programs hosted on their platform—each offering opportunities to experience new cultures and connect with locals and fellow travelers—Go Overseas serves as a vital resource for individuals seeking meaningful international experiences.

Beyond their digital platform, Go Overseas hosts in-person events that connect program providers (study abroad organizations, volunteer programs, international work opportunities) with prospective participants and their families. These events serve as critical touchpoints where providers can showcase their offerings and capture leads for future enrollment.

The Challenge

Go Overseas’s event-based lead capture system relied entirely on traditional paper forms, creating frustrations and inefficiencies for all stakeholders involved.

For providers, the paper-based process was labor-intensive and risky. Representatives had to manually write down lead information during conversations with prospective customers—a process that diverted attention from meaningful engagement. After events concluded, providers faced hours of data entry to transfer handwritten information into their CRM systems. The physical nature of paper forms introduced significant risk: forms could be misplaced, damaged, or become illegible, resulting in lost business opportunities. Additionally, the limited space on paper forms restricted providers’ ability to capture detailed notes about individual leads, context from conversations, or specific interests that could inform follow-up efforts.

For families and prospective participants, the experience was repetitive and frustrating. As they moved from booth to booth speaking with multiple providers, they had to write the same contact information repeatedly—name, email, phone number, address—on form after form. This redundant process consumed time that could have been spent in substantive conversations about programs and opportunities.

For Go Overseas, the paper-based system provided no visibility into lead generation metrics. They couldn’t easily track how many connections were made at events, which providers were most active, or demonstrate the value their events delivered—information that would be valuable for sales conversations and event planning.

The organization needed a modern solution that would eliminate manual data entry, reduce lead loss, improve the experience for both providers and families, and provide actionable analytics about event performance.

The Outcome

The QR code-based digital lead capture system fundamentally transformed the event experience for all parties:

Streamlined lead capture process: At event check-in, families receive a unique QR code (typically on a badge or card). Throughout the event, providers simply scan the QR code when speaking with interested families—instantly capturing complete contact information without any manual writing or typing. This allows providers to focus on conversations rather than paperwork while ensuring accurate data capture.

Enhanced lead management: Providers can add personalized notes digitally immediately after conversations, capturing context, specific interests, and follow-up priorities while details are fresh. After events, each provider receives event-specific lead downloads with all captured contacts and notes, ready for immediate import into their existing CRM systems—eliminating the data entry bottleneck entirely.

Improved user experience: Families provide their information once at check-in, then simply present their QR code to any interested provider throughout the event. This eliminates the tedious repetition of the paper form system and allows families to spend more time learning about programs.

Operational benefits: The risk of lost leads through misplaced or damaged paper forms was eliminated entirely. Both the capture process and the family experience became significantly faster, allowing more meaningful interactions during limited event timeframes.

Business intelligence: Go Overseas gained valuable visibility into event performance, tracking the number of connections made, provider engagement levels, and overall lead generation metrics. This data supports sales conversations with providers and helps optimize future event planning.

The digital lead capture system represents a significant improvement in operational efficiency while enhancing the experience for providers and families alike—demonstrating how thoughtful technology solutions can transform traditional processes.