Event Lead Follow-up Pipeline Template
Convert event buzz into booked revenue
Trade shows create amazing energy—and chaotic spreadsheets. This Instaboard template keeps every conversation, promise, and owner visible so you can act before the excitement fades. Start with the Lead Snapshot micro-templates, tag each card Hot/Warm/Cold, and move them into the six-stage pipeline that mirrors how founders and small sales pods pursue follow-ups. Due dates, labels, and attached decks travel with the card, so Day 1 responses, nurture touches, and meeting prep all happen without opening separate docs.
- Capture booth notes in seconds with reusable Lead Snapshot cards
- Assign Day 1 follow-ups with owners, due dates, and task checkboxes
- Keep decks, proposals, and voice notes attached to the lead card
- Spot VIP sponsors or cold nurtures instantly with color-coded labels
Start in Get Started — log every badge
Duplicate the Lead Snapshot card under Start Here before you leave the booth. Fill company, role, and the session or booth so the context stays searchable. Assign the teammate who owned the chat and tag Hot lead, Warm lead, or Cold nurture to show urgency. Drop any promised assets inside the Conversation Notes template. Move the finished card into Scan & Import so the pipeline stays chronologically accurate.
Segment and prioritize before sending outreach
Drag cards into Segment & Score once the notes, owner, and labels are set. Add VIP sponsor, Partner opportunity, or Needs demo tags based on what they asked for. Attach proof like lunch notes or Q&A sheets so whoever writes the follow-up email has context. Set a due date for the segmentation review so nothing lingers in limbo. Only move the card forward when both owner and first action are confirmed.
Pro tip: Use the VIP sponsor label sparingly so it stays special during filtering.
Own Day 1 follow-ups as tasks
Convert your outreach into the Follow-up Email Draft or task-style cards inside Day 1 Follow-ups. Mention the hook, value reminder, and CTA right on the card so copy approval is effortless. Attach slides, Looms, or recap PDFs so the exact assets you promised are one click away. Assign yourself or a teammate plus a due date that lands within 24 hours. Check the task off the moment the message sends and slide it to Nurture Touches or Meetings depending on their reply.
Work the nurture stream when timing is off
Move cooler leads into the optional Nurture Touches column and keep them under the Educational drip heading. Indent cards for Email 2, webinars, or LinkedIn touches so you see the order of operations at a glance. Use due dates to stagger each touch across the week, then duplicate the LinkedIn task template when you need another social ping. Tag Cold nurture or Partner opportunity to filter only the leads that need drip support.
Pro tip: Schedule nurture due dates before you leave the venue so Week 1 never gets away from you.
Prep meetings, attach proposals, and close loops
Duplicate the Meeting Prep checklist before you drag a card into Meetings & Proposals so goals, attendees, and proof points stay consistent. Attach draft proposals or ROI calculators directly to the card instead of hunting in email. Apply Needs demo or VIP sponsor labels so sales, marketing, and customer success know what flavor of follow-up is required. When a deal is won, move it into Closed / Recycle and note renewals or expansion plans in the description; if timing slips, label it No budget yet and schedule the revisit date.
What’s inside
Start-Here micro templates
Lead Snapshot, Conversation Notes, Follow-up Email Draft, and Meeting Prep checklists make it painless to duplicate the exact info you want every time.
Six-stage event pipeline
Scan & Import, Segment & Score, Day 1 Follow-ups, Nurture Touches, Meetings & Proposals, Closed / Recycle keep the entire journey in view.
Actionable labels
Hot lead, Warm lead, Cold nurture, VIP sponsor, Partner opportunity, Needs demo, and No budget yet expose priorities and blockers in one click.
Demo cards + attachments
See real examples with assignees, due dates, Loom links, ROI calculators, and attached CSVs or proposals so you know how to fill your own.
Meeting prep rail
Reusable checklist cards remind you to set goals, gather proof points, and attach proposals before sliding a lead into Meetings & Proposals.
Why this works
- Captures conversations while they're fresh, so your follow-ups sound personal
- Turns Day 1 outreach into visible tasks with owners and proof of completion
- Keeps nurture rhythms and meeting prep assets in one board instead of scattered docs
- Makes hot, warm, and cold leads filterable so the team always knows what to act on
FAQ
What if my leads already live in HubSpot or Salesforce?
Keep Instaboard as the shared war room by attaching the CRM link to each card. You still get Start-Here guidance, duplicate-locked templates, and team visibility while the canonical record sits in your CRM.
How do I keep Day 1 follow-ups from slipping?
Convert each outreach card into a task, assign the owner, and set a due date within 24 hours. Filter by due date or tag inside Instaboard to make sure every Day 1 promise is delivered.
Can I skip the nurture column for tiny events?
Yes. Because Nurture Touches is optional, you can collapse it or leave it empty when all leads are either hot or closed. Re-enable it for larger conferences where a drip series matters.
How do I hand off to customer success once a deal closes?
Add a final note or attach the signed doc on the card inside Closed / Recycle, then @mention your CS lead so they duplicate their onboarding template. Labels like VIP sponsor stay with the card for downstream teams.