Key takeaways
- Reference the conversation; nobody remembers a stand number.
- A badge scan is not a conversation, so do not write as if it were.
- Webinar attendees came for the topic, so follow up on the topic.
- Send within two working days, while the event is still fresh.
Which post event follow up fits each contact
The right follow-up depends on how much contact you actually had. Sort the list before you write anything.
- A real conversation: refer to what they said and pick up the thread.
- A badge scan with no talk: introduce yourself plainly and give one reason to reply.
- A webinar attendee: follow up on the topic, with the recording or one useful point from it.
- A registrant who did not attend: share the recording, with no assumption that they want a call.
How to write a trade show follow up email after a real chat
Open with the detail you discussed, in a sentence they will recognise, such as 'You mentioned your team is moving supplier onboarding off spreadsheets.' Then deliver what you promised, or one next step that fits.
Write a note on each conversation the same evening, on the card or in your CRM. A week later, the details that make the email personal have gone.
What to send after a conference badge scan
After a badge scan, send an honest note that admits you did not talk much, explains in one line what you do for teams like theirs and asks whether it is relevant. Pretending you had a meaningful chat when you only scanned a badge is false familiarity, and readers notice.
If the scan came from a talk, mention the session rather than the stand. It is the part of the day they chose.
How to write a webinar follow up email
Lead with the content they signed up for: the recording, the slides or a single useful idea from the session. Ask one question about how the topic applies to them, instead of asking for a meeting straight away.
For people who asked a question during the webinar, answer it properly in the email. A question asked in public is the clearest sign of interest you have.
How to follow up after an event, step by step
The notes you take on the day decide how good the follow-up can be.
- Write a note on each conversation the same day: what they said and what you promised.
- Sort contacts into real conversations, badge scans and webinar attendees.
- Send within two working days, starting with the real conversations.
- Open each email with a detail they will recognise, not your stand or your company.
- Offer one next step that matches how far the conversation went.
The after-the-event email
Send it within two working days to someone you actually talked to. Change the first paragraph first, so it names what they told you.
Subject: Following up from [event name]: [the topic you discussed]
Hi [first name],
It was good to meet you at [event name] on [day]. You mentioned that [the problem or project they described], and I said I would send [what you promised].
Here it is: [the link, resource or answer]. [One sentence on why it fits what they said.]
If it would help to talk it through, I am free [two specific times] next week. If not, I hope [the project they mentioned] goes well.
Best wishes,
[your name]
Badge scan variant: 'Hi [first name], we did not get a chance to talk properly at [event name], so a quick introduction: [one line on what you do for teams like theirs]. Is [the problem] something your team is working on this year? If not, no reply is needed.'
Where Pebbles Ai fits
- CapabilityProspecting & customer recordsImport your event contacts into the CRM, in Beta, from a CSV, then add a note on each conversation so an assistant has the detail when it drafts.
- FoundationIntegrationsWith Google Calendar connected, an assistant can find free slots to offer in the email and create the meeting with guests once they reply; creating it follows your execution mode.
- CapabilityOutreach contentAsk an assistant for the three versions in chat; it drafts each in the personality you choose and saves them in your connected Gmail or Outlook mailbox.
Common questions
How soon after an event should you follow up?
Within two working days. After a week, people have caught up on their inboxes and the conversation has faded.
Should you connect on LinkedIn as well as email?
After a real conversation, a connection request with a one-line note is natural. For a badge scan, email first; connecting with strangers in bulk feels like a campaign.
Can Pebbles Ai send the event follow-ups for me?
An assistant drafts each email and saves it in your connected mailbox; in Manual mode a send waits for your approval, and a template send to a CRM segment always asks. A second follow-up is drafted when you ask, not scheduled.
About this page. Written by the Pebbles Ai team for people who run sales, marketing and growth. Last updated .
