Transcript
[00:00:00] Your onboarding call, which is either coming up soon or you'll receive the recording from our team if you already had it. That will show you exactly where everything lives within our system, but this video is going to be different. This one explains why certain actions. And what's happening automatically in the background. Think of it this way, the system does most of the heavy lifting for you, but there are specific steps you will take that activate the system and help you maximize your appointments. Now let's walk through what happens before, during, and after your event, during the week leading up to your event. The system is already working. Behind the scenes to increase your show rate. Here's exactly what it's doing automatically first, as soon as somebody RSVPs, the system sends about five messages over the course of the next seven days. Now, these aren't just generic reminders. Their commitment based messages designed to [00:01:00] keep your event top of mind. They confirm registration, they remind them about the event. And answer common questions before they even ask 'em. People get busy. They forget. They second guess whether they should attend these automated messages. Keep your event in their awareness without you needing to manually follow up with everybody on your computer. The automated messages are very helpful, but your phone calls are the real difference maker. When prospects get both. The automation and your personal phone call, your attendance rates go up significantly. The messages create familiarity, but your call creates commitment. That combination is what fills rooms time after time. Now, let's talk about what to do on event day to set yourself up for success. Plan to arrive about 30 to 45 minutes before your start time. If you're using any AV equipment, a projector, microphones, speakers, et cetera, test everything before the attendees arrive and make sure you're [00:02:00] comfortable with your setup. Now, some of our clients just use printed slides and some bring no materials at all. Either approach can work, but if you're using technology, nothing undermines the authority of your event faster. Then technical problems in a room full of qualified prospects. Now take a minute to check the room layout, remove or reposition any seats that aren't facing you directly. Everybody should basically have a clear line of sight to you. Make sure the lighting is bright enough, especially if your target audience is seniors. Small setup details can have a big impact on engagement and conversions. Always have a sign-in sheet at the entrance to your event. This lets you track who attended so you can update the system correctly. Our system needs to know who showed up and who didn't, because different follow-up sequences will trigger based on that exact information, make this visible so people sign in as they arrive. Now regarding the call to action, this is one of the most common mistakes that we see. Giving your [00:03:00] attendees way too many Next steps, a business card, a website link, a phone number, an email address. Your social media links When people see multiple options, more times than not, they choose none. So to put it simply, the more options you give them, the fewer conversions you'll get for your appointments. Your event should end with one clear next step. For example. If you'd like to schedule a one-on-one appointment to review your specific situation, please fill out one of these cards before you leave and I'll reach out to schedule a time. It's a simple example, but it's direct and something like that will dramatically increase conversions for appointment quests. The exact type of card you use depends on which industry you're in. For Medicare agents, you have to use the permission to contact or PTC cards. That handles your CMS compliance and a way for people to signal interest to you. At the same time, if you're a financial advisor or an estate planning attorney, any type of appointment request card or contact authorization form will work. Keep the form simple [00:04:00] name, phone number, email address, best time to contact, and maybe one or two short qualifying questions. Make sure to collect these before your attendees leave. This gives you. Explicit permission to follow up and helps you prioritize your time. Skipping this step means leaving appointments on the table. Plain and simple, keep in mind some attendees book appointments right away. Others don't, even if they are interested, at some point, maybe they needed time to think, maybe they got distracted, maybe they wanted to talk to their spouse. This is exactly where our post-event automation. Your manual actions work together to capture more appointments. Here's how it works. When you mark somebody as attended, the system starts an automated sequence three hours later. This is for attendees who did not fill out a contact card at your event. The system sends three messages over the course of the next three days. The first message says, thank you for attending. Would you like to schedule an [00:05:00] appointment to review your specific situation? If they reply yes, the system will notify you if they reply. No, it closes the loop politely. If they don't reply at all, then the system sends another message the next day. This sequence hits them while the event is still fresh and makes easy for them to take the next step with you. Now, when you mark somebody, as did not attend. A different but similar sequence will begin. It sends up to four messages over the course of the next four days. The first message says something like, we missed you at the event. Are you still interested in learning more or do you have any questions? Now, many no-shows will convert when they receive a proper follow-up because life happens. People forget something came up, et cetera. This sequence brings them back into your pipeline. Without you having to send a bunch of manual messages. If you provided your Google Business page link during onboarding, our system will automatically send a review request two days after somebody is marked as attended. This message thanks them and links directly to your review page. Your reviews [00:06:00] matter more than most people realize they influence appointment decisions and impact Google local rankings. Going from zero reviews to 10, 15 or 20 plus reviews dramatically changes how prospects perceive you. This automation does the asking for you at the ideal time and helps you collect reviews even from people who may not become a client. This is the most important action you take after the event. Update your pipeline same day or very first thing the next morning. Same day updates result in three times more appointments compared to if you put it off for a few days. Here's what happens when you update Mark as attended. Appointment request starts within the next three hours and during business hours only mark them as did not attend. Your re-engagement sequence also starts in the next three hours and only during business hours. If you don't update the pipeline at all. Nothing triggers. No follow-up happens. The faster you update, the higher your booking rate for post-event. If you forget to update it until later, the automations [00:07:00] will still run, but your response rates will drop significantly after the first 48 hours. Make pipeline updates part of your event day checklist. Make sure you log into Eventful daily so you can check for any replies to automated messages. If a lead responds, they're warm. They've already shown interest by responding. If you can respond quickly to that, it greatly increases your appointment chances. Your onboarding call will show you exactly where these replies appear. If someone hasn't booked after going through your post-event sequences, move them into the long-term nurture category. This sends a series of educational emails over the next several weeks and months. That way you stay top of mind. Not everybody will book right away, even if your presentation was perfect again, some need time, some need maybe more education, and some need something with their situation to change. The long-term nurture brings those people back later and often produces some of your best clients. To recap, here's how everything fits together. The system handles automated follow-up and re-engagement [00:08:00] sequences. You handle phone calls and direct conversations. The system keeps your prospects warm. You turn that interest into appointments together, the two sides create a complete appointment generation engine. Now on your onboarding call or in the recording that we send you after it, you'll see exactly where to update pipeline statuses, where replies show up. How to manage your entire event pipeline. This video walked you through why each action matters and what the system does automatically between the automated sequences and your manual follow-up, you now have a complete system for turning event attendees into appointments and long-term clients. Make sure to put it to work.