Trade show follow-up for senior expo 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 (whichever they prefer)
• Best time to contact (and preferred method)
• Are they asking for themselves or a family member?
• What they’re interested in (care options, mobility, services, resources)
• Location (city) and service-area fit
• One question they asked at the booth (so your follow-up feels human)
• Priority tag (Hot/Warm) based on urgency

A booth-owner workflow that doesn’t fall apart

1. Use a clear, simple lead sheet and ask for contact preference (email vs phone).
2. Write down one question or concern they mentioned (this personalizes the follow-up).
3. If multiple staff are collecting leads, standardize your notes and tags.
4. Photograph the lead sheet pages clearly before you leave the event.
5. Upload the photos the same day to avoid follow-up getting delayed.
6. Send a short, respectful follow-up offering help and one next step.
7. Follow up once more within a week for non-responders (no pressure).

Common booth-owner pain points

• Leads can be sensitive and need a human tone.
• Multiple staff collect leads; notes are inconsistent.
• You still need to follow up quickly to be helpful.

Typical booth scenarios

• Care inquiries
• Mobility product demos
• Information request sheets

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 for you or for a family member?
• What’s the main question you’re trying to answer right now?
• What’s the best way/time 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: Be helpful and respectful. Thank them for visiting and offer to answer questions; ask what’s the best next step for them.
• 48 hours later: Make it easy to respond. Send one short follow-up offering a call time or a single resource link.
• 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

• Use a calm, supportive tone and offer a simple next step.
• Confirm the best way/time to reach them.
• Avoid aggressive language; prioritize clarity.
• Reference the question they asked so the message feels personal.
• Offer one clear option: reply with a question or schedule a short call.
• For Warm leads, share a single helpful resource and invite a reply.
• Send one last bump within a week to close the loop politely.

Example follow-ups

Hi {{name}},

Thanks for visiting us at {{eventName}}. If it’s helpful, reply with the best way to reach you and what questions you have—we’re happy to help.

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Hi {{name}},

Following up after {{eventName}} — if it would be helpful, you can book a short call here: {{schedulingLink}}. Or reply with your question and we’ll point you to the right next step.

{{signature}}

Hi {{name}},

Quick question after {{eventName}} — do you prefer email or a phone call? If you share the best time, we’ll reach out.

{{signature}}

Hi {{name}},

Just closing the loop after {{eventName}} — should we keep this on our radar for you, 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.

• Using aggressive sales language (tone matters).
• Sending a long email with too many options (keep it simple).
• Not capturing contact preference and best time to reach them.
• Waiting a week to follow up (they forget the conversation).
• Not writing down what they asked about (your follow-up becomes generic).
• Following up too frequently (respectful cadence wins).
• Not handling leads collected by multiple staff consistently.
• Over-promising in the first message (stay clear and realistic).
• Skipping the second touch (many people intend to reply later).
• Not providing a clear, simple next step.

Can I review everything before it sends?

Yes—you always review contacts and the message before sending.

How quickly should I follow up after the expo?

Same day or next morning is ideal. It keeps the conversation fresh while still being respectful.

What tone should my follow-up have?

Calm, helpful, and clear. Avoid hype. Offer one simple next step and make it easy to ask questions.

How many follow-ups should I send?

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

What if the lead is for a family member?

That’s common. Ask who the best contact is and what decision timeline they’re working with, then keep the next step simple.