Trade show follow-up for HVAC booths

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 (at least one)
• Service address (or city/zip if they’re hesitant)
• Need type (repair / replacement / new install / maintenance)
• System notes (age, brand, weird issues—anything you can capture quickly)
• Timeline (urgent / this month / later)
• Best time to contact (weekday, evenings, weekends)
• Decision maker (yes/no) and any constraints (renter/HOA/etc.)
• Service area qualifier (so you don’t waste time)
• One note from the booth conversation (comfort issue, rooms, cost concern)
• Priority tag (Hot/Warm)

A booth-owner workflow that doesn’t fall apart

1. Capture at least one reliable contact method (email or phone).
2. Write one short note that will personalize the follow-up (“upstairs never cools”, “replace 12yo unit”).
3. Mark Hot leads immediately (urgent, replacement, asked for a quote).
4. Photograph your lead sheets clearly before you leave the venue.
5. Upload the photos the same day so the first follow-up isn’t delayed by typing.
6. Send a short first email asking one qualifying question and offering a booking link.
7. Follow up again in 48 hours if they don’t reply (most leads need a second touch).

Common booth-owner pain points

• You’re busy running jobs after the show—follow-up gets pushed off.
• Leads are valuable, but you don’t have time to type everything into a system.
• You need to qualify fast and book estimates.

Typical booth scenarios

• Clipboard sign-ups
• “Free quote” raffle
• Notes like “replace unit / 2nd floor”

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)

• Is this repair, replacement, or a quote for a new install?
• What’s your timeline (urgent / this month / later)?
• What’s the best number/email to reach you?

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: Qualify and get momentum. Ask if this is repair or replacement and what the timeline is; include a simple scheduling link.
• 48 hours later: Get a time on the calendar. Offer two estimate windows or ask for their preferred time slots (keep it short).
• Day 5–7: Close the loop. Send a last bump that makes it easy to say “not now” (it increases replies).
• If they reply: Reduce friction. Confirm address, service area, and next step (estimate/diagnostic). Keep the thread tight.

Start free and upload your lead sheet

Follow-up ideas

• Confirm service area + timeline in the first message.
• Offer two estimate windows (weekday/weekend).
• Use a short, direct subject line and one CTA.
• Ask if it’s repair vs replacement so you can route the lead correctly.
• Reference the one note you captured (“upstairs never cools”) to feel personal.
• For Warm leads, send one helpful “what to expect” and keep the booking link.
• If you can’t take the job (out of area), respond quickly with a clear no and a helpful alternative.

Example follow-ups

Hi {{name}},

Thanks for stopping by at {{eventName}}. If you want an estimate, reply with your address + a good time this week, or book here: {{schedulingLink}}

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Hi {{name}},

Quick question after {{eventName}} — is this for a repair, replacement, or a quote for a new install? If you share your timeline, I’ll point you to the right next step.

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Hi {{name}},

Following up after {{eventName}} — I can take a look on {{option1}} or {{option2}}. Which works better?

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Hi {{name}},

Thanks again for stopping by at {{eventName}}. If this is a replacement quote, reply with your address and a couple time windows, or book here: {{schedulingLink}}

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Hi {{name}},

For the visit we’ll confirm the issue, take a few measurements, and give you the next best step. If you want to schedule, here’s the link: {{schedulingLink}}

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Hi {{name}},

Just closing the loop after {{eventName}} — want me to 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 until the week is over to follow up (leads shop fast).
• Not capturing address/service area early (wastes your time).
• Sending a long email explaining everything instead of booking the next step.
• Failing to write down whether it’s repair vs replacement (your follow-up becomes generic).
• Not including a scheduling link or clear CTA.
• Trying to manually type everything in before sending any follow-up.
• Ignoring Warm leads completely (they convert, just slower).
• Not sending a second follow-up (many replies come on touch #2).
• Over-qualifying in the first email (one question is enough).
• Not prioritizing Hot leads first (your best leads get contacted last).

Can I have staff upload sheets from their phones?

Yes—the workflow is built for quick uploads right after the rush so nothing gets lost.

Should I text or email first?

If you have permission and a solid phone number, text can be faster for scheduling. Email works well for sending info + a booking link. Either way: keep it short and lead with the next step.

How fast should I follow up after a trade show?

Same day or next morning is ideal. HVAC leads often contact multiple vendors quickly, so speed matters.

What’s the best first question to ask?

Repair vs replacement and timeline. Those two answers help you prioritize and route the lead correctly.

How many follow-ups should I send?

A simple 3-touch cadence works well: same day, 48 hours later, and a last bump within a week.

What if the lead sheet is missing info?

Send the follow-up anyway and ask for the missing detail (address or best number). Don’t let “perfect data” delay outreach.