Trade show follow-up for health fair leads

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
• Email and/or phone
• What they were interested in (service, screening, consultation, promo)
• Preferred appointment window (weekday/weekend, morning/evening)
• Location (if relevant for multi-location businesses)
• Any notes from the conversation (goal, concern, timeline)
• Priority tag (Hot/Warm)
• Permission note (requested info / asked to follow up)

A booth-owner workflow that doesn’t fall apart

1. Use a simple sign-up sheet with one column for “interest” so follow-up can be tailored.
2. If you offer a promo, capture it on the sheet so you can reference it later.
3. Photograph each page clearly before you leave the event.
4. Upload the photos the same day so follow-up isn’t delayed by typing.
5. Send a short follow-up with one CTA (book an appointment or reply with a good time).
6. Follow up again in 48 hours for non-responders (still short, still one CTA).
7. Send one last bump within a week to close the loop.

Common booth-owner pain points

• Lead volume is high and attention is short.
• You need to convert to booked appointments quickly.
• You can’t spend hours manually typing contacts.

Typical booth scenarios

• Screening sign-ups
• Promo offers
• Appointment request lists

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)

• Which service were you interested in?
• Are you looking to book soon (this week / this month / later)?
• What’s the best time to schedule?

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: Convert interest to a booking. Send a short thank-you and include your booking link; confirm what they were interested in.
• 48 hours later: Catch the busy leads. Resend the booking link and offer two time windows (or ask for their preferred times).
• Day 5–7: Close the loop. Ask if now is the right time or if you should reconnect later.

Start free and upload your lead sheet

Follow-up ideas

• Thank them and offer a scheduling link.
• Confirm the service they were interested in.
• Keep it short and compliant.
• Offer two appointment windows to reduce back-and-forth.
• If you promised a promo, include it (briefly) and explain the next step.
• Ask one easy question so they can reply quickly (timeline or service).
• Send a last bump within a week to close the loop politely.

Example follow-ups

Hi {{name}},

Thanks for stopping by our booth at {{eventName}}. If you’d like to book an appointment, you can grab a time here: {{schedulingLink}}.

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Hi {{name}},

Quick question after {{eventName}} — which service were you interested in, and are you hoping to book soon? If you want, you can schedule here: {{schedulingLink}}

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Hi {{name}},

Following up after {{eventName}} — I have openings {{option1}} or {{option2}}. Which works better?

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Hi {{name}},

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

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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 too long to follow up (attention is short after events).
• Not capturing what they were interested in (follow-up feels generic).
• Sending a long email with multiple offers (one CTA wins).
• Not providing a simple booking step (scheduling friction kills conversions).
• Trying to fully type and organize leads before sending the first follow-up.
• Not doing a second touch (many leads intend to book later).
• Not writing one note from the conversation (missed personalization).
• Over-promising in follow-up (keep it clear and accurate).
• Failing to prioritize Hot leads (people ready to book).
• Not closing the loop (you leave revenue on the table).

Can I use this with paper and badge scans?

Yes—upload photos/PDFs of paper sheets, and you can also add notes during review.

How quickly should I follow up after a health fair?

Same day or next morning is ideal. Attention is short after events, and speed helps you book appointments.

What should my first message focus on?

One next step (booking) plus one confirming detail (what service they wanted). Keep it short.

How many follow-ups should I send?

A simple cadence works: same day, 48 hours later, and a final bump within a week.

Do I have to send to everyone?

Start with Hot leads first (people asking to book). Then follow up with Warm leads using the same simple cadence.