1. Lead Retrieval Anika Millhouse
Sylvia Karpf Associate Director, National College Fairs, Special Programs and Services
Anika Millhouse
Event Manager, National College Fairs, Special Programs and Services
Sylvia starts.

2. Lead Retrieval
Technology that allows for the exchange of information between students and perspective colleges/universities (replaces inquiry cards)
Exhibitors receive a small hand-held scanner at check-in
Students register and generate a barcode
Students allow selected exhibitors to scan their barcodes
Exhibitors receive a spreadsheet of scanned student registration data only, approximately 2-3 days after the fair
Registration is not required, but highly recommended
Parents and counselors can also register
Launched in 2007 at the Ft. Lauderdale NCF as a pilot program
In 2012, Lead Retrieval was available at all NCFs and price was included as part of the registration fees
5 laptops and 2 printers are provided for onsite registration
Mobile registration was introduced in 2012

3. Lead Retrieval Information: Exhibitors
Benefits
Accurate information
Easily export data
Eliminate the need for inquiry cards
Scanners
One scanner is included with each booth registration
Each scanner holds 10,000 leads
Additional scanners may be ordered prior to the fair or onsite
Exhibitors are held responsible for their scanner and must return it during the last session of the fair. The cost to replace a scanner is $600.

4. Attendee Registration Types
Online Registration: Attendees register through a tablet or PC via internet before the fair
Mobile Registration: Attendees register through a mobile phone before the fair
Bulk Registration: A school staff member registers 200 or more attendees via TRC’s spreadsheet method 4-6 weeks before the fair
Pros: 1) shorter attendee registration lines on-site, 2) ideal for school areas with few computers/mobile phones
Cons: 1) most schools won’t have all the relevant attendee information; 2) inaccurate/incomplete data to exhibitors
On-Site Registration
Online: Attendees register via lead retrieval PCs at the fair
Mobile: Attendees register via mobile phones at the fair
We encourage pre-fair registration for all Attendees

5. The Process: Lead Retrieval and the Fair Cycle
Exhibitors Registration
Attendees Online/Mobile Registration (Barcodes)
TRC Sends Reminders to NCF Attendees
Lead Retrieval Marketing
Exhibitors Obtain Scanners
Exhibitors & Attendees Interact
Exhibitors Scan Attendees’ Barcodes
Exhibitors Return Scanners
TRC Uploads Attendees Data and Notifies Exhibitors
Exhibitors Download Attendees Data
Exhibitors Contact Attendees
When Exhibitors register, they automatically will receive one scanner per 10,000 leads (additional scanners require separate rental)
Ideally, Attendees will register online before the fair and will have their barcodes (print/mobile)
NACAC will send an blast to previous attendees who will graduate in 2016 or later
TRC will send NCF reminders to all attendees 1) when they register, 2) two days prior to the fair, 3) and after the fair
At the fair, Exhibitors obtain their scanners, interact with Attendees and scan their barcodes, depending on Attendees’ interests
At the end of the fair, Exhibitors return their scanners
TRC uploads unique Attendee data by Exhibitor within 2 days (NCFs) or 3 days (PVAs)
Exhibitors download data and use it for analysis and to interact with Attendees

6. Student Registration Steps
Students (or parents) register online at
Print out registration confirmation
Students visit the schools they’re interested in
Exhibitors scan the barcode
Exhibitors receive the students information within a couple days and follow up
Students/parents can register online or on smartphone
Eliminates need for inquiry cards (green initiative)

8. Tips for Encouraging Pre-Registration
Have students register in home room or study block
Require students to show registration barcode before they board the bus to the fair
Offer incentives to students that pre-register
Coordinate a district counselor meeting
Attend PTA meetings
Send out registration reminders to your counselor listserv
Place promotional materials in career center
Check Dashboard regularly

9. NCF Attendee Registration: Spring Statistics
2014
2015
2016
Online - PreFair
93,707
81,089
79,890
Online - Onsite
7,408
7,632
5,760
Mobile - PreFair
13,398
10,923
16,040
Mobile – Onsite
10.372
8,042
11,682
Total
124,885
107,686
113,372

10. Dashboard Reporting Keeps track of which schools are registering
You event manager has access to this dashboard that allows us to track how many students are registering from each school and which schools in particular are registering. You, as the chair, can also access it.
DEMONSTRATE ON SCREEN
The Counselor Reporting is also available at Counselors will need to create their logon credentials and choose the HS for which they want to monitor the student registrations.  Once created, their login credentials will take them directly to their specific chosen HS student registration report.
Counselors can see specifically what students from their school registered

11. Marketing Lead Retrieval
TRC makes phone calls to local High Schools
E-Blasts
Newsletter/poster mailing
Newspapers
Save the Date postcards
Marketing kits are sent to superintendents
Event Managers and NCF Chairs reach out to local youth organizations/CBO’s
Exhibitors promote during high school visits and on their website/social media

12. Lead Retrieval Information: Exhibitors
Spring 2014
Spring 2015
Spring 2016
# of Unique Exhibitors
1,307
1,354
1,426
# of Scanners Ordered
(including additional scanners)
8,218
8,407
8,799

13. Special Information Exhibitors International Students
Non-Traditional Students
Chair Dashboard
NCF Chairs can access their dashboard at with credentials of Username: NACACDashboardUser and Password: Dashboardpw0rd
Counselors can set-up their dashboard at
Lead Retrieval: Marketing Strategies
NACAC Blast to Previous Attendees (Blue Hornet)
TRC s to Registered Attendees
Pre-Registration: Thank you for registering. . .
Two Days Before Fair: See you at the fair. . .
Post-Fair: Thank you for attending. . .

14. Questions & Answers

15. Thank you!