A follow-up plan for the week after an expo
- 1
Scan every card the same evening
Batch scan the stack into a folder named after the event, such as “Mumbai Expo Oct 2026”. Do it the same day while you still remember the conversations.
- 2
Tag the hot leads
Mark the people who asked for prices, samples or a meeting as Hot, and add a one-line note on each card: what they need and what you promised.
- 3
Send a thank-you message within a day
Open WhatsApp from each hot lead’s card and send a short, personal message that mentions the event and what you discussed.
- 4
Set follow-up reminders
Set a reminder for each hot lead (for example in 3 days) and one folder reminder for everyone else. Reminders arrive with Call and WhatsApp buttons.
- 5
Share what you promised
Send the catalogue, price list or quotation you mentioned, then move the reminder forward to the next step instead of closing it.
- 6
Export the list for your team
Export the event folder to Excel or CSV for your CRM or manager, with tags and notes, so nobody contacts the same lead twice.
WhatsApp templates you can adapt
Thank-you, the same day or next morning
“Hi Rahul, great meeting you at our stall at Mumbai Expo yesterday. As discussed, I’ll share our price list for the 500 ml bottles today. – Aditi, Kesar Packaging”
Sharing what you promised
“Hi Rahul, here is the price list and the sample photos we talked about. Happy to send samples to your Jaipur office this week. Shall I go ahead?”
Gentle check-in, a few days later
“Hi Rahul, just checking if you had a chance to look at the price list. If it helps, I can call you for 10 minutes on Thursday.”
Closing the loop
“Hi Rahul, I won’t keep messaging. If the requirement comes up later, I’m one message away. Good luck with the new line!”
Mistakes that lose expo leads
- Leaving the cards in a bag for a week. By then, competitors have already called.
- Sending the same message to everyone. Mention the event and one detail from your conversation.
- No reminder after the first message. Most deals need more than one follow-up.
- Leads stuck on one phone. Export the folder so your team can see who has been contacted.
Questions people also ask
When should I follow up after a trade show?
Send the first message within 24 to 48 hours, while the person still remembers your stall. Follow up again a few days later with what you promised, then weekly if there is interest.
Is WhatsApp or email better for trade show follow-ups?
It depends on the country and the person. In India and many other markets, WhatsApp usually gets a faster reply from B2B contacts; where email is the norm, start there. Either way, use email for quotations, catalogues and anything that needs a formal record. Many people send a short WhatsApp first and the documents by email.
How many times should I follow up?
Three to four touches over two to three weeks is common: a thank-you, the promised information, a check-in and a final note. Stop when they say no, and keep the card for the next event.