Transcript
[00:00:00] Your onboarding call, which is either coming up or you'll have the recording sent to you from our team. This will show you where everything is in the system, where to find leads, where to update things, where to see conversations. This video shows you why certain behaviors matter and what happens automatically in the background, so you understand how to maximize appointments from every event. We're going to walk you through this chronologically. What happens before your event, during your event, and after. Let's go ahead and jump in. Our system handles a lot of follow-up automatically. Before your event, let me show you what's happening behind the scenes so you understand what you're still responsible for. For pre-event email sequences, the system will automatically send a series of emails after someone RSVPs, here's what goes out. The immediate confirmation goes out right after the RSVP. This confirms registration, provides event details, date and time, location, and sets expectations [00:01:00] for what they're going to learn. Then there's a seven day reminder that re-engages prospects and reminds them why they signed up in the first place. It reinforces the event details. Again, the three day reminder creates more urgency. The event is approaching, so it keeps it top of mind. And then finally, the one day out reminder, this is their final reminder. Here are some important details. All emails are sent between 8:00 AM and 7:00 PM seven days a week. All emails are signed with your name and business information, so they appear to come from you. This keeps your event top of mind without you having to manually email everyone. The system also automatically sends out text messages, an immediate confirmation right after the RSVP and A one day before reminder. Now, why does SMS matter so much? Because text messages have a 90% open rate compared to 20 to 30% for emails. This makes SMS the most effective attendance driver. Besides your personal phone calls. People check texts immediately. So [00:02:00] this is crucial for keeping attendance high. This is critical to understand, so pay close attention here. The reminders. Keep your event top of mind. They reinforce that this is legitimate and actually happening, but only personal phone calls can confirm attendance. Think of it this way, automations are backup. Your calls are primary prospects who get both. The automation plus your calls have the highest attendance rate. Here's the key distinction. The automated messages create familiarity and legitimacy. Your personal calls create commitment. That combination is what fills rooms. Gold standard number one is arrive early. Get to your venue 30 to 45 minutes before the start time. That way you can test any equipment and familiarize yourself with the room. Make sure everything works before people start arriving gold. Standard number two is your room setup. Remove or rearrange any seats that aren't facing you directly. Everyone needs clear sight lines to you and your presentation and ensure the lighting is adequate, especially for an older audience who [00:03:00] may have some vision issues. Gold standard number three is some type of sign-in sheet. This is how you actually track who showed up versus who RSVP'd. Then you know who attended versus who didn't, and can trigger the right follow-up sequences in our system. Without this, we don't know if someone was a no-show or if they attended. You can use paper or digital and iPad at the entrance can work. Just make it visible as people enter, so that way they don't miss it. Gold. Standard number four is one clear call to action. This is the biggest mistake we see presenters make, so listen up carefully. Here's the problem. Most people give attendees too many options on what the next step is. This drastically reduces conversions because you confuse people with too many choices. Here are some examples of confusing calls to action. Your presentation mentions going to your website, scheduling an online appointment, and following up with you next week. And calling your cell phone and filling out a form, that's a problem. The principle is [00:04:00] simple. The more options you give, the fewer conversions you get. When people have to choose between five different next steps, they choose none. Here's the solution. The simpler and more direct, your call to action is the better. At the end of your event, you should have one primary call to action. Here's an example. If you'd like to schedule a one-on-one appointment to review your specific situation, please fill out one of these contact cards before you leave. I'll personally reach out to schedule a time that works for you. This works because it's crystal clear on what the next step is. There's no confusion, there's no decision paralysis, and this dramatically increases conversions gold. Standard number five is collecting appointment requests. This is where vertical specific approaches can matter. So I'll break this down by industry. For Medicare agents use permission to contact cards to collect appointment requests and maintain compliance. The regulations require written permission to contact about Medicare products so that PTC cards serve a dual purpose legal compliance and appointment [00:05:00] collection. Have these ready as people leave, or during your call to action for financial advisors or estate planning attorneys have appointment request cards or contact authorization forms ready? Keep it simple. Name, phone, email. Best time to contact. These can be collected as people leave or during your call to action for all verticals. Collecting these cards give you permission to follow up. It also helps you prioritize who was the most interested. So don't skip this step. It's what converts attendees into appointments. Now we don't dictate how you present your content. That's your expertise. Here's our role. The system fills your room with qualified prospects. Your role is to have a presentation that converts people from attendees into serious prospects that want to work with you. The division is simple. We're focused on what happens before and after the marketing and the follow-up systems. The actual presentation, content and delivery is your domain for the post post-event attended [00:06:00] sequence. This sequence triggers when you mark someone as attended in the system pipeline. The system will wait three hours after you update the status and it only sends messages during business hours. 8:00 AM to 7:00 PM The first message says something like, thank you for attending the event. Would you like to schedule a time to discuss what we covered? If they reply? Yes. If system will notify you immediately if they reply. No. Says no problem. Feel free to reach out if you have any questions. If there's no reply after one day the system sends a similar final message offering help. This matters because it hits them while the event is fresh in their mind. Gives them an easy way to request an appointment, and it takes the burden of you having to manually reach out to every single attendee for the did not attend sequence. This will trigger when you mark someone as did not attend in the system's pipeline. The system will send four messages over four days. Message one says, Hey, we missed you at the event. Are you still [00:07:00] interested in learning more? Then the follow-ups will continue to go out only if they don't respond. This keeps no-shows engaged and reengages them. These follow-ups continue to go out if they don't respond. This helps keep your no-shows engaged. This is important because many no-shows will still book appointments if they're properly followed up with, life happens, they got sick, they forgot an emergency came up, et cetera. This sequence reengages them without you having to manually reach out to every no-show. We also have a review request automation, which only applies if you provided your Google Business link during onboarding. If you've done that, the system sends a review request two days after you marked someone as attended in the pipeline. It's a short message thanking them and providing a link to leave a Google review. This matters because people Google you before booking appointments. This is completely normal behavior. What they see there affects their decision significantly. No reviews is a red flag. They think. Why doesn't anyone review them? [00:08:00] Two to three reviews? They think maybe, but you know, 15 to 20 plus reviews. They think this person is legitimate and trusted. Google reviews answered the question, can I trust this person? This automation removes the awkwardness of asking in person and it catches them while the experience is still fresh in their mind. Gold standard number one for post-event is same day status updates, the single most important post-event behavior, so pay very close attention. Here's the rule. Update your pipeline same day or the morning after, and no later than that. Here's the stat you need to know. Same day updates result in three times more appointments compared to waiting three to five days. Moving someone to attended immediately triggers that appointment request sequence. That sequence hits them while the event is fresh in their mind. The 24 to 48 hour window is when appointment booking rates are the highest. Waiting means missing that window entirely. When you mark someone as attended, the appointment request sequence begins in three [00:09:00] hours. Note that this is for attendees who did not already fill out a contact card at the event. When you mark someone as did not attend, the re-engagement sequence begins immediately. If you don't update it, no automation triggers and no follow up happens. This is what activates the entire post-event system. So what happens if you forget to update it? You can still update it later, but appointment booking rates drop significantly after five days. You've missed that optimal window, but the automations will still send. It's just the response rates are much lower. It's better late than never, but it's not ideal. Make status updates part of your event day checklist. Do it before you leave the venue or first thing the following morning. Capture that critical 24 to 48 hour window when the interest is at its highest gold Standard number two is responding to any replies. Check eventful daily for replies to automated messages. [00:10:00] These are warm leads who responded to appointment requests, they've expressed interest by replying. You need to respond same day. Every hour you wait reduces the booking probability. Now you'll cover where to find these replies during your onboarding call, and if you've already done that, then the recording will show you exactly where the replies appear. Gold standard number three is moving non-con converters to long-term nurture. So if someone went through the post-event sequences, whether they attended or not, and didn't book an appointment after a week, move them to the long-term nurture. You'll drag them in the pipeline stage. To the long-term nurture stage, which is at the very right hand side. This triggers a series of educational emails over the next several weeks and months. The emails will continue to provide value and keep your brand top of mind. This is important because not everybody's ready to book immediately. Some people need more time to make decisions. Some need to see their situation change first, long-term nurture keeps you [00:11:00] top of mind for when they're ready and it results in more conversions down the road. Here's the reality. Many of your best clients won't come from immediate post-event bookings. They'll come from staying in touch consistently over time, and these automations do that work for you. Now, let's just summarize the division of labor here. So our system handles follow-up sequences automatically. You handle initial contact that's calling leads. And appointment booking that's responding to replies. Bottom line, you're not doing everything manually. The system does a lot of heavy lifting on reminders and re-engagement. You focus on personal connection and closing your appointments. Now on your onboarding call or in the recording that was sent to you from our team. We'll walk you through the system live so you see where to update the statuses in your pipeline, where replies appear from prospects and where to manage your entire event pipeline. This video covered why these actions matter and what happens automatically in the background between the automated [00:12:00] sequences. In your manual follow-up, you have a complete system for converting attendees into appointments and clients. Now it's time to let the system go to work.