Trade show follow-up for bridal expos

What to capture on your lead sheet

The best lead sheets are designed for speed at the booth and clarity later. If you only capture one extra thing, capture a single “next step” note so your follow-up feels personal.

• Name (and partner name if you can capture it)
• Email (primary) and phone (backup if they’re comfortable sharing it)
• Wedding date (or month/season if they don’t know yet)
• Venue and/or city (helps you qualify travel and availability)
• Service interest (what they asked about: packages, add-ons, availability, etc.)
• Style keywords (3–5 words: modern, rustic, classic, bold, garden, etc.)
• Budget range (optional, but powerful for qualifying)
• Best contact preference (email vs phone) and best time to reach them
• How they found you (raffle / booth chat / referral / planner)
• One “next step” note (quote, consult call, brochure, pricing link)
• Priority tag (hot/warm) so you can follow up in the right order
• Permission note (e.g., “requested pricing” / “asked to follow up”)

A booth-owner workflow that doesn’t fall apart

1. Use one simple lead sheet format for everyone working the booth (consistency beats creativity).
2. After each conversation, write one tiny note that will make your email feel personal (date + vibe + what they asked for).
3. Mark Hot leads in the moment (e.g., star them) so you can follow up first.
4. Before you leave the venue, photograph each page clearly (flat, bright, no shadows).
5. Upload the photos the same day (even from your phone) so follow-up isn’t stuck behind “typing time.”
6. Send the first follow-up within 24 hours with one question + one next step (don’t write a novel).
7. Do a short 3-touch cadence over 7 days for people who don’t reply.

Common booth-owner pain points

• You’re exhausted after the expo and leads go cold fast.
• Half the handwriting is messy, and you still need names + emails typed up.
• You want a personal follow-up (not a spam blast) because trust matters.
• Couples visit a lot of vendors—whoever follows up first usually gets the reply.
• You need to confirm date + availability fast before they book someone else.

Typical booth scenarios

• Raffle entry sheets
• Clipboard sign-ups
• Business card drop box
• “Send me pricing” requests
• Notes like “2026 date / venue booked”
• Both partners sharing one email/phone
• Planners collecting info for multiple couples

Upload → review → send

1. Upload a photo/PDF of your lead sheet right after the rush.
2. Review and fix anything unclear (we flag low-confidence fields).
3. Send personal follow-ups while the show is still fresh in their mind.

Qualifying questions (fast + effective)

• What’s your wedding date / timeframe?
• What’s your venue / location?
• What service are you looking for (and what style)?
• What’s the best way to reach you: text or email?

A simple follow-up cadence

You don’t need a 12-step sequence. You need a short, consistent cadence that gets replies and moves the right people to the next step.

• Same day / next morning: Be first and be clear. Send a thank-you that references the expo and asks for date + venue (or confirms it if you captured it).
• 48 hours later: Move toward a decision. Send pricing/availability (if requested) or offer a 10–15 minute consult link as the next step.
• Day 5–7: Close the loop without being pushy. Send a last bump: “Should I keep this on my radar, or is now not the right time?”
• If they reply: Get specifics fast. Confirm date + venue, clarify what they want, and propose the next step (quote, call, or availability check).

Start free and upload your lead sheet

Follow-up ideas

• Quick thank-you + one clear next step (quote, consult, availability).
• Reference what they asked for (style, date, venue) so it feels personal.
• Send a small portfolio link relevant to their vibe (not your whole gallery).
• Offer a short scheduling link for a 10–15 minute call.
• If they entered a raffle, acknowledge it and still offer a helpful next step.
• If you’re booked, be honest and offer an alternative (waitlist, referral partner, different date).
• Use a short subject line and a single question so it’s easy to reply on mobile.

Example follow-ups

Hi {{name}},

Thanks for stopping by our booth at {{eventName}}. If you’d like, reply with your wedding date + what you’re looking for and I’ll send options.

{{signature}}

Hi {{name}},

It was great meeting you at {{eventName}}. If you want to talk through details, you can grab a quick time here: {{schedulingLink}}

{{signature}}

Hi {{name}},

As promised from {{eventName}}, here’s pricing + package info: {{link}}.

If you reply with your date + venue, I’ll confirm availability and recommend the best fit.

{{signature}}

Hi {{name}},

Quick check after {{eventName}} — what date are you looking at? If you share your date + venue, I can confirm availability and next steps.

{{signature}}

Hi {{name}},

Thanks for entering our raffle at {{eventName}}. If you’re still searching, reply with your date + what you’re looking for and I’ll send info that matches.

{{signature}}

Hi {{name}},

Just closing the loop after {{eventName}} — should I keep this on my radar, or is now not the right time?

{{signature}}

What kills replies after the show

The goal is to be helpful and fast, not perfect. Most missed opportunities happen because follow-up gets delayed or the first message is too long.

• Waiting until “after the weekend” to follow up (Monday is too late for many leads).
• Sending a long pitch email instead of one clear question + next step.
• Not asking for the wedding date and venue early (you can’t qualify or confirm availability).
• Sending the same generic message to everyone (no context = no reply).
• Losing leads in photos, notebooks, and scattered scraps of paper.
• Over-optimizing the spreadsheet instead of sending the first follow-up.
• Dumping your entire portfolio in the first email (overwhelm kills replies).
• Not prioritizing Hot leads first (the best leads get contacted last).
• Forgetting that many couples share one inbox (keep it friendly and simple).
• Failing to include a specific next step (no CTA = no action).

How soon should I follow up after a bridal expo?

Same day or next day usually performs best. The goal is to be first while the conversation is still fresh.

What’s a good subject line for bridal expo follow-up?

Keep it short and specific: “Great meeting you at {show name}”, “Pricing + availability”, or “Quick question about your date”.

Should I send pricing right away?

If they asked for pricing, yes—send it fast and keep it short. If they didn’t, you’ll often get more replies by asking one question first (date + venue) and offering a quick consult link.

Can I export these leads to my CRM later?

Yes—export CSV any time and import into whatever you already use.

What should I send first: pricing or a consult link?

If they explicitly asked for pricing, send it fast. Otherwise, a short message with one question + a consult link tends to convert better than a long info dump.

How many follow-ups is too many?

A good default is 3 touches over 7 days (same day, 48 hours later, and a final bump). Keep messages short and helpful.

What if both partners share one email or phone number?

That’s common. Treat it like a shared inbox: keep the message friendly, and ask one question that’s easy for either person to answer (date + venue).

What should I do with leads who only gave a first name?

Send a friendly message anyway. Use the name you have and include context (“from the bridal expo”) plus a question they can answer quickly.

What if I can’t take every lead immediately?

Prioritize Hot leads first and send a quick acknowledgment to everyone else. Even a short “great meeting you” message keeps you in the game.