Trade show follow up email

Trade Show Follow-Up Blueprint: Convert More Leads with Proven Email Templates

Converting trade show encounters into meaningful business relationships is an art that begins with effective follow-up email strategies. The days immediately following a trade show are as crucial as the event itself for fostering lasting connections.

In this guide, we'll show you how to leverage strategic follow-up techniques to maximize your return on investment.

To understand the effectiveness of a strategic follow-up, we will later explore  a compelling case study from Florida Title Center (FTC). Their methodical approach achieved remarkable results, reaching 7,144 recipients with an open rate of 28.5% and a click-through rate of 2.2%. This example will provide practical insights into structuring your follow-up campaigns for maximum impact.

Throughout this guide, we'll explore how to efficiently organize your lead data and craft engaging follow up email templates that resonate with each recipient. From segmenting your audience to personalizing communications and measuring success, each step is designed to turn your trade show leads into enduring business relationships.

Setting the Stage: How to Prepare for Effective Email Follow-Ups

Starting with well-organized, segmented lead data from your trade show can significantly enhance the effectiveness of your follow-up efforts.

Mailchimp highlights that segmented campaigns achieve 14.3% higher open rates and a substantial 100.95% increase in click rates compared to non-segmented ones. This focused approach not only makes your emails more engaging for recipients but also significantly boosts your return on investment by reaching the most interested individuals.

Here’s how you can set up for successful email communication:

      1. Data Collection and Organization

Collect detailed information such as names, company details, email addresses, specific interests, and interaction notes for each lead immediately after the event. Promptly input all this data into a CRM system to keep it organized and easily accessible.

2. Segmentation of Leads

Segment your leads based on their engagement levels at the show into 'High Interest', 'Medium Interest', and 'Low Interest'. Further categorize them according to their expressed interests in specific products or services, and by the nature of their booth interaction—be it a technical question or a business discussion.

3. Personalizing the Follow-Up

Assign leads to team members who are best suited to engage them, ideally those who initiated the contact. Ensure that each team member is familiar with the details of their assigned leads before making contact, to add a personal touch to every follow-up email.

Key Elements of an Effective Trade Show Follow-Up Email

To make your trade show follow-up emails effective, it’s crucial to focus on elements that can convert initial interactions into solid business opportunities.

Here’s how to ensure your emails are engaging and encourage further dialogue.

1. Personalization

  • Directly Address the Recipient: Use the recipient’s name to create a personal connection right from the start.
  • Reference Your Interaction: Mention specific details from your conversation at the trade show to personalize the follow-up and reinforce the connection.

2. Clarity

  • Be Concise: Deliver your message clearly and succinctly.
  • Highlight Your Value: Clearly state what sets your product or service apart, reminding them of the value you offer.

      3. Call to Action (CTA)

  • Prompt Action: Include a clear call to action such as scheduling a demo, signing up for more information, or visiting a webpage.
  • Emphasize the CTA: Ensure the call to action is prominently displayed to increase the likelihood of engagement.

Effective Email Templates for Trade Show Follow-Ups

Crafting the right follow-up email after a trade show is crucial for maintaining the momentum of the connections you made. Here are three templates tailored to different post-event scenarios, starting with a simple yet effective thank you note to acknowledge the interaction.

Template 1: Immediate Thank You Email


Subject: Thanks for visiting us at [Event Name]!

Email Body:

Hi [Recipient's Name],

It was a pleasure to meet you at [Event Name]! Thank you for stopping by our booth and showing interest in [Your Product/Service]. We hope you found our conversation helpful and enlightening.

We're excited about the possibility of working together and would love to know how we can assist you further. If you have any questions or need more information, please feel free to reach out.

Looking forward to staying in touch!

Best regards,

[Your Name]
[Your Position]
[Your Contact Information]



Why this works

This template keeps your interaction fresh in the recipient’s mind and sets a positive tone for future communications. It's immediate and personal, making the recipient feel valued and reminding them of your conversation. This is your first step in nurturing a new relationship.

Next, we'll provide a detailed template tailored to engage leads showing high interest, based on the specific interactions at your trade show.

Template 2: Detailed Follow-Up Email


Subject: Let's Explore More About [Product/Service] from [Event Name]

Email Body:

Hi [Recipient's Name],

It was great connecting at [Event Name] and discussing how [Your Product/Service] can fit your needs, especially considering your interest in [Specific Product/Service Feature Discussed].

I’ve attached some detailed information that outlines the features we talked about and how they can benefit your [specific application or use case]. Also included are a few case studies that show how similar businesses have successfully implemented these solutions.

If you have any questions or need further details, I’m here to help. Perhaps we could schedule a follow-up call or meeting to dive deeper into your specific requirements and how we can assist.

Looking forward to your thoughts!

Best regards,

[Your Name]
[Your Position]
[Your Contact Information]


Why This Works

This trade show follow up email template targets leads with high interest by focusing on the specific products or services they showed enthusiasm for at the trade show. It provides them with detailed information and real-world applications, encouraging a deeper engagement and moving them closer to a decision point.

Template 3: Invitation for Further Engagement


Subject: Let’s Take the Next Step Together!

Email Body:

Hi [Recipient's Name],

Thank you again for your interest in [Your Product/Service] at [Event Name]. To further explore how our solutions can benefit you, I’d love to invite you to a personalized discussion.

Schedule a Call: Choose a time for a call [Insert Link to Schedule] to discuss your specific needs. Attend a Webinar: Join our upcoming webinar on [Webinar Topic] [Insert Webinar Registration Link]. Visit Our Storefront: Come see our products in action at [Storefront Location]—we would be thrilled to host you!

Please let me know what works best for you, or feel free to suggest an alternative way we can assist. Looking forward to your response!

Best regards,

[Your Name]
[Your Position]
[Your Contact Information]


Why This Works

This follow up email template is designed to move the conversation forward by offering multiple ways for the lead to engage deeper with your company, whether through a direct conversation, an informational session, or a hands-on experience. It caters to different preferences, increasing the likelihood of further interaction.

Best Practices for Timing and Frequency

When planning your follow-up emails after a trade show, timing and frequency are key to staying connected without overwhelming your leads.

Here's how to optimize your approach:

  1. Timing Your First Email: Send your initial follow-up email within 24-48 hours of the event. This helps keep your conversation top of mind while the experience is still fresh.
  2. Frequency of Follow-Ups: After the initial thank you email, wait about a week before sending a more detailed follow-up. If there’s no response, a third follow-up after another week or two can be effective.
  3. Monitor and Adjust: Pay attention to the responses or lack thereof. If someone engages with your email, continue the conversation at a pace that seems natural based on their cues.

Tracking and Measuring Success of Email Follow-Ups

Effectively tracking and measuring the success of your email follow-ups involves using analytics tools to gather key performance indicators.

Here’s how to get started:

  1. Set Up Tracking: Utilize your email platform’s analytics features to track opens, clicks, and conversions. Make sure tracking is set up before you send your emails to capture all relevant data.
  2. Analyze Performance: Regularly review the data to see which emails are performing well. Look at open rates, click-through rates, and conversion rates to assess the effectiveness of each campaign.
  3. Adjust Based on Metrics: Use the insights gained from your analytics to refine your email strategy. If certain types of emails have higher engagement rates, consider why and how you can apply those lessons to other campaigns.
  4. A/B Testing: Experiment with different subject lines, email content, and send times to see what resonates best with your audience and leads to higher engagement.

By closely monitoring these metrics and adjusting your approach accordingly, you can enhance the effectiveness of your email follow-ups, ultimately driving better results and deeper engagement with your leads.

Case Study: Florida Title Center's Email Follow-Up Strategy

Florida Title Center (FTC) has fine-tuned an email follow-up strategy targeting realtor-focused trade shows in Florida, where providing value from the start is key.

The approach starts with a newsletter designed to reconnect with leads, setting the stage for a series of emails packed with targeted marketing tips aimed at helping realtors enhance their businesses.

Email #1


Subject: Welcome & Thank You For Subscribing to FTC's Real Estate Online Marketing Newsletter!


As a Title Agency, we feel very fortunate to be working with the best Real Estate Pros in South FL! Our next email is on the way! We will send you valuable online marketing tips that will help your Real Estate business!

Email #2


Subject: Your Weekly Real Estate Marketing Ideas: Do you write well? USE IT!!


And we're back - with another great marketing tip that will help you stand out from other agents and be attractive to new buyers.

Local. Local. Local. That's the focus for any residential real estate agent.

One way to be seen as the expert in your local area is to be seen in local lifestyle magazines, newspapers, local newsletters.

Check your local publications about being a regular columnist or Special Feature writer.

Check with Business First in your area to submit articles.

Showcase your knowledge about real estate, rising prices that shows your town is doing well, list reasons why your area is becoming more popular, focus on a revitalization effort or improved school system, answer 12 questions, create a list of What To Expect When Searching For The Perfect Home.

Every article will have your headshot, name, contact information and will be see by thousands of people you wouldn't otherwise have an opportunity to be in front of.

Now, get started attracting those new buyers!


This strategy has seen significant engagement, with a campaign reaching 7,144 recipients, achieving an open rate of 28.5%, and a click-through rate of 2.2%.

FTC stresses the importance of offering continuous value and aligning content with the broader interests of leads to keep them engaged. He also strategically places the unsubscribe option at the top of emails to reduce spam complaints and unsubscribe rates, further refining the effectiveness of his communication approach.

Activate Your Trade Show Follow-Up Plan

Throughout this guide, we've covered the essential strategies and provided actionable email templates to help you effectively follow up on trade show leads. From organizing and segmenting your lead data to personalizing your communications and measuring success, each step is designed to enhance your interactions and boost your ROI.

We encourage you to adapt the strategies and templates provided to meet your specific needs and the unique challenges of your industry.

By personalizing these approaches, you can ensure that your trade show follow-up is as effective and impactful as possible. Start implementing these techniques today to transform your trade show leads into valuable business opportunities.