6-Step Conference Sales Playbook

-by Horacio Rilo
6-Step Conference Sales Playbook

TL;DR — Sponsors/exhibitors deploy a QR-to-SMS survey to qualify leads (launch yours at boop.me). Attendees carry a QR-to-SMS digital profile to connect fast (spin one up at boop.me/app). Follow this six-step flow to shrink your sales cycle from months to days.

Table of Contents

  1. Why Standard Badge Scans Leak Revenue

  2. Step 1 – Warm Prospects 2–4 Weeks Out

  3. Step 2 – Pre-Book Meetings Before the Show

  4. Step 3 – Give a Clear Next Step Face-to-Face

  5. Step 4 – QR → SMS: Survey for Sponsors, Profile for Attendees

  6. Step 5 – Same-Day Follow-Up in the SMS Thread

  7. Step 6 – Close While Excitement Is Fresh

  8. Key Takeaways

  9. FAQ

Why Standard Badge Scans Leak Revenue

Badge scanners capture email—nothing else. Intent is lost, Wi-Fi flakes out, and follow-up arrives after the buzz has faded. A QR-to-SMS flow fixes that leak by storing context the instant interest sparks.

Step 1 – Warm Prospects 2–4 Weeks Out

  • Grab the attendee list the moment it drops.

  • Enrich in Apollo → segment by ICP and buying role.

  • Two-channel teaser outreach

    • LinkedIn DM:

      “See you at [Conference Name]. Quick idea on [pain point]—worth 5 mins on-site?”

    • Email:

      Subject: Quick question before [Conference Name]

      Hi [First Name],

      I see you’re headed to [Conference Name] in [City] next month—I’d love to grab 5 minutes on-site. I’ve got a simple idea that’s helped teams pre-qualify leads in under 30 seconds (no Wi-Fi needed), and I’ll have something cool for you to scan when we meet.

      Are you available for a quick chat during one of the breaks? Let me know what time works best.

      Cheers,

      Horacio

      Founder, Boop

      boop.me/app

  • Goal: 15–20 warm replies so your first handshake feels familiar.

Step 2 – Pre-Book Meetings Before the Show

Turn warm replies into calendar slots. Add context tags (pain, KPI, buying authority) in your CRM so every in-person chat starts on second base.

Step 3 – Give a Clear Next Step Face-to-Face

Finish each conversation with a micro-commitment:

If you could cut lead capture time in half, would you trial it post-show?

When they nod, reach for the QR code.

Step 4 – QR → SMS: Survey for Sponsors, Profile for Attendees

Sponsors / Exhibitors

• Scan launches a two-question SMS survey (asks about pain point and urgency)

• Captures qualifying data instantly — works even if venue Wi-Fi is down

• Create your custom survey at boop.me

Attendees / Individuals

• Scan sends your digital profile via SMS (name, title, LinkedIn link, CTA)

• Enables friction-free contact exchange — no app download and no lost cards

• Build your profile in seconds at boop.me/app

Step 5 – Same-Day Follow-Up in the SMS Thread

  • Sponsors: Text back a recap + calendar link while the survey answers are top-of-mind.

  • Attendees: Reply with a thank-you, then log the contact in your CRM.

    Goal: Book or confirm the next meeting within 24–48 hours.

Step 6 – Close While Excitement Is Fresh

Run the demo or pilot kickoff inside a week:

  1. Re-state the pain they shared in the survey.

  2. Map features to that pain only.

  3. Offer a conference-only fast-track pilot with a clear decision date.

Key Takeaways

  • Pre-event warming + dual QR-to-SMS flows (survey for sponsors, profile for attendees) = pipeline velocity.

  • You capture intent and contact info the instant interest sparks—no more leaky badge scans.

  • Speed wins: meet, scan, text, sign—all before their suitcase is unpacked.

FAQ

Q: Do I need an app to scan the QR code?

A: No app required—every modern smartphone camera recognizes QR codes and opens their SMS client automatically.

Q: What if the venue Wi-Fi is unreliable?

A: QR-to-SMS works entirely over the carrier network. No dependency on venue Wi-Fi means zero downtime.

Q: Will it work on any phone?

A: Yes. It’s a universal standard—iOS, Android, feature phones. If your device can scan a QR, it can launch the SMS.

Q: How long does the survey take?

A: Just 30–45 seconds. Two streamlined questions ensure high completion rates without losing attention.

Q: Can I customize the survey questions or digital profile fields?

A: Absolutely. Tailor question text, merge fields ({Name}, {Company}), and follow-up links to fit any event or audience.

Q: Do any carriers charge for toll-free SMS?

A: In the U.S., recipients never pay extra for inbound messages to toll-free numbers—those SMS are delivered just like any other text and are covered by their existing texting plan (which today is almost always unlimited). Only in rare cases—like international roaming or very old pay-as-you-go plans—might someone see a per-message fee, but for the vast majority of attendees, scanning your QR and texting your toll-free number is 100% free.

Ready to Launch Your First QR-to-SMS Survey or Digital Profile?

  • Sponsors: Create and customize your survey now at 👉 boop.me

  • Attendees: Build your digital profile in seconds at 👉 boop.me/app

Turn every scan into a qualified lead and accelerate your sales pipeline—before the event even ends.

Horacio Rilo