What Happens After the Conference Handshake
A day-by-day follow-up playbook from Day 0 (the handshake) through Day 30 (the close or the loss). Every action scripted. Every decision point mapped.
Day 0 - The Handshake Window
The conference is still happening. You just shook hands, maybe exchanged cards, maybe connected on LinkedIn. What you do in the next few hours determines whether this lead lives or dies.
Conference Lead
Definition: A prospect you met in person at an industry event who expressed interest in what you do, exchanged contact information, or agreed to continue the conversation. Conference leads are warmer than cold leads because face-to-face interaction creates a baseline of trust.
Same-Day Actions (Do Before You Leave the Venue)
- Write 2-3 bullet notes on the back of their card or in your phone - what you discussed, what they need, any personal detail they mentioned
- Send a LinkedIn connection request with a one-line personal note referencing your conversation
- Photograph any business cards - apps like CamCard or your phone camera prevent lost contacts
- Tag the lead in your CRM or spreadsheet with the event name, date, and priority level (hot, warm, or long-term)
Why Most Conference Leads Die
The handshake feels like progress, but it is not. It is a starting line. Most people collect cards, feel productive, then get home and do nothing. The card sits on a desk. The LinkedIn request goes unaccepted. If you want to understand what happens when follow-up never comes, see What Happens to Leads You Never Follow Up With.
Days 1-3 - The First Follow-Up
This is the most important email in the entire sequence. Send it within 24 hours. The conference is still fresh, they still remember your face, and their inbox is not yet buried under post-event catch-up.
Day 1 Email Script
Subject: Good meeting you at [Event Name]
Hi [First Name],
Great connecting at [Event Name] yesterday. I enjoyed our conversation about [specific topic you discussed].
You mentioned [their specific pain point or goal]. I have worked with similar [industry] businesses on exactly that - I would be happy to share what has worked.
Would a 15-minute call next week make sense?
[Your Name]
| Day | Channel | Action | Goal |
|---|---|---|---|
Day 1 | Email | Personal follow-up referencing conversation | Book a call |
Day 2 | LinkedIn | Engage with their content - like or comment on a recent post | Stay visible |
Day 3 | Email | Share a relevant resource (article, case study, tool) | Add value |
Follow-Up Priority Formula
Rate each factor 0-2 (0 = not mentioned, 1 = hinted, 2 = stated clearly). Leads scoring 10+ get Day 1 follow-up. Leads scoring 5-9 get Day 2. Below 5, follow up by Day 3 with a softer touch. If you need help distilling your message into a single sharp line, read How to Write a Value Proposition in One Line.
Days 4-14 - The Nurture and Decision Window
By Day 4, the conference high is fading. Your lead is back to daily operations. This window separates the closers from the card collectors. Every touchpoint needs to deliver value, not just check a box.
If No Reply by Day 7
- Do NOT resend the same email with "bumping this to the top"
- Do NOT add them to an automated drip sequence yet
- Do NOT assume they are not interested - they are likely just busy
If They Replied (Even Briefly)
- Respond within 2 hours - speed signals professionalism
- Propose a specific time - "How about Tuesday at 2pm?" beats "when works for you?"
- Keep the reply shorter than their message - match their energy level
Day-by-Day Actions (Days 4-14)
Value-Add Email
Share an article, tool, or insight related to their specific challenge. No sales pitch. Open with "Saw this and thought of our conversation about [topic]."
Phone Call Attempt
Call once. If no answer, leave a short voicemail: "Hi [Name], this is [You] - we met at [Event]. Following up on our chat about [topic]. I will shoot you an email with a couple of times that work." Keep it under 20 seconds.
Soft Check-In
Short email: "Hi [Name], I know post-conference weeks are hectic. Still happy to connect on [topic] when the timing is better. No rush." This is not a follow-up for the sake of following up. For guidance on structuring multi-touch sequences, see How to Structure a Cold Email Sequence.
Decision Point
Two weeks in. If they have engaged at all (opened, clicked, replied), continue to Section 4. If zero engagement, move to the long-term nurture track described in Section 4.
The Multi-Channel Advantage
Conference leads respond better to multi-channel follow-up than cold leads do. You have a face and a conversation to reference. Use email as your primary channel, LinkedIn for visibility, and phone for urgency. Each channel reinforces the others. The goal is not to be everywhere - it is to be remembered. Learn how to make each touchpoint feel personal even when handling many leads at How to Personalize Cold Outreach at Scale.
Days 15-30 - Close or Long-Term Nurture
By Day 15, the lead has either engaged or gone silent. This is where the path splits. Stop treating all leads the same. Route them based on behavior.
| Lead Signal | What It Means | Action (Days 15-21) | Action (Days 22-30) |
|---|---|---|---|
Replied + booked call | Active interest, ready to evaluate | Run the call, send proposal | Close or schedule next step |
Replied "not now" | Interest exists, timing is wrong | Acknowledge, ask when to revisit | Add to 60/90-day nurture queue |
Opened but no reply | Curious but not compelled | Try phone or different angle | One final value-add, then pause |
Zero engagement | Wrong contact, wrong timing, or not a fit | One breakup email | Move to 6-month re-engage list |
Day 21 Breakup Email Script
Subject: Closing the loop from [Event Name]
Hi [First Name],
I have reached out a few times since we met at [Event Name]. I know timing does not always line up - no hard feelings.
If [their pain point] becomes a priority down the road, I am here. I will not keep filling your inbox in the meantime.
[Your Name]
The breakup email works because it removes pressure. Some leads reply to this one specifically because they feel safe. For more on following up without alienating people, read Best Ways to Follow Up Without Being Annoying.
30-Day Follow-Up Health Scorecard
Frequently Asked Questions
How soon after the conference should I send the first email?
Within 24 hours. Ideally the same evening or the next morning. The conference context fades fast - by Day 3, they may not remember your face without a prompt. Day 1 emails outperform Day 3 emails because the shared experience is still fresh.
What if I collected 50+ cards and cannot personalize every email?
Prioritize. Sort your contacts into three tiers: hot (strong conversation, clear need), warm (good chat, vague interest), and cool (brief exchange, no clear fit). Fully personalize hot leads. Semi-personalize warm leads (event name + their industry). Send a simple "great meeting you" to cool leads.
Should I use email, phone, or LinkedIn first?
Email first. It is asynchronous, low-pressure, and gives them time to remember you. LinkedIn second (Day 2) - engage with their content to stay visible. Phone third (Day 7) - only if email got no response and the lead is high-priority. Match the channel to the relationship depth.
How many follow-ups before I stop?
For conference leads, 4-5 touches over 21 days is the sweet spot. After that, send a breakup email and move them to long-term nurture. Conference leads deserve more patience than pure cold leads because there is an existing connection.
What do I do with leads that said "not now"?
Acknowledge their timeline, ask when would be better, and add them to a quarterly check-in list. "Not now" is not "no" - it is a timing signal. Set a reminder for 60 or 90 days and reach out with a new reason to connect.
Is a conference lead warmer than a cold lead?
Yes, significantly. A conference lead has seen your face, heard your voice, and voluntarily exchanged contact information. This baseline of familiarity means they are more likely to open your email, read it fully, and reply. Treat them accordingly - more personal, fewer templates, faster follow-up.
Key Takeaways
Day 0 Notes Are Everything
The details you capture at the event fuel every follow-up that comes after. Without notes, your emails sound generic. With notes, they sound personal.
24-Hour First Email
Send the first follow-up email within 24 hours while the conference is still fresh. Every day you wait reduces the chance they remember your conversation.
Value at Every Touchpoint
Never send "just checking in." Every follow-up needs a reason - a resource, an insight, a question. Empty follow-ups erode trust faster than silence.
Route by Behavior at Day 14
Stop treating all leads the same after two weeks. Split them by engagement level and adjust your approach - close the engaged, nurture the silent.
The Breakup Email Works
Telling someone you will stop reaching out often triggers a response. It removes pressure and signals respect for their time - which builds trust.
Conference Leads Are Warmer
Face-to-face contact creates a trust baseline that cold outreach lacks. Invest more effort per conference lead than per cold lead - the conversion potential justifies it.