Objective: Record what happened while it’s still clear in your head, organize your strongest leads, and prepare their microsites to reflect the real conversation.
Day zero – Capture before you forget
Before you pack up and move on, make sure your top leads are clear, your notes are saved, and your Sales team doesn’t get a pile of junk later.
Your window is small
Once the booth closes, the clock starts. You’ve got a couple of hours, maybe less, before everything you just did starts to blur. If you wait till the next day, the good leads will feel just like the rest.
This is not about following up. It’s about locking in what happened, so you don’t waste the effort later.
Here’s what to do.
Step 1: Pick your real leads
Not every scan is a lead. Some people dropped by just for the freebie.
Here’s how to filter them out fast:
| Ask yourself | If YES | If NO |
| Did I actually speak to them for more than a minute? | Keep | Skip |
| Did they ask anything serious? | Keep | Skip |
| Did they talk about a business problem, timeline, or next step? | Keep | Skip |
| Did I promise to send something useful? | Keep | Skip |
Just go through the list and flag the ones who mattered.
Use custom tags within momencio app for adding context, such as:
- “Mentioned demo”
- “Asked about switching”
- “Follow-up this week”
- “Decision-maker”
- “Ignore”
Don’t overthink it. If you hesitate, they’re not a priority.
Step 2: Save your notes while you still remember
Open each key lead’s profile in momencio and use the smart notes field.
Keep it short. This isn’t a write-up. Think like this:
- “Asked about onboarding. CIO wants slides.”
- “From XYZ Inc. Has budget. Needs quick rollout.”
- “Ops Manager. Struggling with manual reporting.”
If you are too tired to type, use the voice-to-text option and just speak your thoughts.
Don’t wait till morning. These details vanish fast.
Step 3: Update their landing page if needed
They already have their landing page link. Don’t resend it. Just add content that matches what you spoke about.
| If they… | You should… |
| Asked for pricing | Add pricing overview or ballpark sheet |
| Asked about integrations | Add your integrations page or 2-slide overview |
| Talked about ROI or results | Add a case study that matches their industry |
| Wanted a deck to share | Add the main explainer deck or short video |
2 pieces of content, max. Don’t overload it. Make it feel like it was built just for them, because it was.
Step 4: Write your shortlist for sales
This isn’t the full Sales handoff yet, just your prep list.
Make a simple table for yourself:
| Name | Company | What they cared about | What you added | When they might engage |
| Sarah | Acme Corp | Asked for security info | Added whitepaper | 1-2 days |
| Raj | Finlogix | Interested in integrations | Added walkthrough | Tomorrow |
| Julie | Startwell | Wants demo for CFO | Moved demo video up | Next week |
This is the shortlist you’ll turn into the Sales Handoff Excel later. For now, it helps you stay sharp.
What not to do ❌
- Don’t resend anything, they already got it.
- Don’t follow up blindly, wait for activity.
- Don’t dump every scan into your CRM, pick what matters.
- Don’t try to write full lead summaries, keep it brief and useful.
What to do based on lead activity
Let real behavior guide your next step. Don’t follow up blindly. Don’t rush. Watch how the lead engages — and then act.
Start with signals, not schedules
Most field teams feel pressure to follow up the day after the event. Bad idea.
Let the lead’s behavior on the landing page tell you when and how to follow up.
Inside momencio, you’ll see:
- When they opened the landing page
- What they clicked
- How long they stayed
- What they downloaded
- If they shared it internally
This is better than any guesswork.
How to read the signals
Here’s a simple decision table:
| What they did | What it means | What you do next |
| Didn’t open the landing page | Either not interested or email got buried | Wait 48 hours. Then send a simple, helpful message with just 1 high-value asset contextual to their challenge. Don’t pitch. |
| Opened the landing page, but didn’t click anything | Not enough interest yet. | Wait 24 hours. Then send one asset that matches what you discussed at the booth. Nothing more. |
| Clicked once on a document or video | They’re curious, but unsure | Follow up with something related to what they clicked. Keep it short. Offer help, don’t sell. |
| Watched a full demo video | Strong interest | Add to Sales Handoff Excel with notes. Sales should reach out with offer to personalize next steps. |
| Clicked on pricing, but nothing else | They want to evaluate, but still on the fence | Send a short note with a value breakdown or ROI slide. No push. Just make it easier to justify. |
| Opened follow-up email but didn’t reply | Passive attention. Not enough urgency yet. | Do not chase. Wait for another activity spike. If nothing happens in 4–5 days, drop a light reminder with a new insight or asset. Then stop. |
| Clicked but didn’t respond to follow-up | They’re thinking, but not ready to talk | Respect the silence. Wait for further signals. Don’t push. Add them to “warm” list for soft outreach later. |
| Opened email 3+ times in 24 hours | They’re seriously considering or forwarding | Mention this behavior in your Sales Handoff. Might be researching or ready to loop in others. |
| Watched video and downloaded a second asset | Active evaluation | Add to Sales handoff with clear notes. If you’re still involved, follow up with next-step guidance (like “How others in your role use this”). |
| Did nothing for 7+ days after event | Cold or lost interest | No more outreach. Don’t burn cycles. Let Sales decide if and when to revisit. Move them to nurture flow if needed. |
Nudge tactics that don’t annoy
If you’re going to follow up, keep it quiet and helpful. Don’t sound desperate. We know you already know this, but sometimes it is difficult to assess if your approach is working against you when you are involved closely.
Examples:
- If they opened the email but didn’t click the link to landing page:
“Hey [name], not sure if you got to the bottom of the landing page, adding a short 2-min explainer here just in case.” - If they clicked on pricing:
“Hi, I am attaching the ROI model we use for similar teams in [industry]. I think you might find it useful.” - If they watched the demo video:
“Hope the demo gave you a clear view. Happy to show how it works in [their use case], no pressure.”
Send one message. Then stop. Wait for a reply or another activity spike.
Make the sales handoff easy (use the export)
Give your Sales team a clean, ready-to-act list of high-potential leads, complete with booth notes, engagement activity, and contact details, using momencio’s event dashboards.
Why sales ignores most lead lists
They don’t have time to read through hundreds of names. They also don’t care if someone “stopped by the booth.” What they need is:
- Who showed real interest
- What that person actually wants
- What they already looked at
- What the next move should be
Sales team relies on field marketers to provide these insights and crucial information.
You don’t need to manually organize 100 leads. momencio already gives you everything you need in a clean export.
You can pull:
- First name, last name, job title, company
- Work email and phone
- Date of activity
- Activity type and title
- Notes from the booth (if entered during capture)
- Campaign title, email subject, and more
This becomes your Sales-ready handoff file.
Recap: This isn’t just a list — it’s a launchpad
Done right, this export tells Sales:
- Who to contact
- Why they’re worth contacting
- What to say when they do
No chasing. No guessing. Just clear next steps.
