Post-conference follow-up engine. After a conference ends, segments all contacts by engagement level (met + hot, replied but didn't meet, no response, badge scans only) and builds tailored Apollo sequences for each segment. Tracks which leads converted to meetings, deals, and pipeline. Use this skill when the user says "conference follow up", "post conference sequences", "follow up from [event]", "conference FUP", "who did I meet at [conference]", "conference leads follow up", "segment conference contacts", "post event outreach", "conference pipeline", or any variation of wanting to execute follow-up after attending a conference.
The conference is over. Now the real work starts. This skill takes every contact from the event, segments them by how warm they are, and builds targeted sequences so nobody falls through the cracks.
A conference generates 4 types of contacts. Each needs a completely different follow-up cadence, tone, and urgency. Sending the same "great meeting you at [event]" email to someone you had a 30-minute deep dive with AND someone whose badge you scanned walking by is how you waste a conference investment.
| Segment | Definition | Temperature | Follow-up Window | Sequence Type |
|---|---|---|---|---|
| HOT — Met & Engaged | Had a real conversation (5+ min), exchanged context, discussed pain points or product. May have scheduled a follow-up already. | Hot | 24-48 hours | Personalized 1:1 |
| WARM — Replied / Brief Contact | Replied to pre-conference outreach, had a quick intro at the event, or exchanged cards but no deep conversation. |
| Warm |
| 48-72 hours |
| Semi-personalized sequence |
| COOL — No Response / Didn't Meet | Were on the attendee list, got pre-conference outreach, but never replied and you didn't connect at the event. | Cool | 3-5 days post-event | Conference-themed cold sequence |
| COLD — Badge Scan / List Only | Badge scan, sponsor list, or attendee directory only. No prior outreach, no interaction. | Cold | 5-7 days post-event | Value-first cold sequence |
Collect contacts from every source:
From Conference Prep skill outputs (if used):
~/[ConferenceName]_[Year]_ICP_Attendees.csv~/[ConferenceName]_[Year]_ICP_Companies.csvFrom the user:
From Fireflies (meetings that already happened):
fireflies_get_transcripts: mine=true, fromDate={conferenceStartDate}, toDate={today}, limit=50
Filter for calls with people you met at the conference. Match by:
For each match, get the summary:
fireflies_get_summary: transcriptId={id}
From HubSpot (any contacts already logged):
search_crm_objects: objectType="contacts"
filterGroups: [{ filters: [
{ propertyName: "createdate", operator: "GTE", value: "{conferenceStartDate}" }
]}]
properties: ["firstname", "lastname", "email", "company", "jobtitle",
"hs_lead_status", "notes_last_updated", "hs_analytics_source"]
limit: 100
From Apollo (pre-conference sequences):
apollo_emailer_campaigns_search: q_name="{conferenceName}"
Check reply status for each contact in the conference sequence.
Build a master list. For each contact, determine their segment:
HOT — Met & Engaged (check these signals):
WARM — Replied / Brief Contact (check these signals):
COOL — No Response / Didn't Meet (check these signals):
COLD — Badge Scan / List Only (everything else):
Present the segmentation to the user for review:
CONFERENCE FOLLOW-UP SEGMENTATION: [Conference Name]
====================================================
HOT — Met & Engaged (X contacts)
1. [Name] — [Title] at [Company]
Context: [what you discussed, pain points mentioned]
Next step: [meeting scheduled? proposal needed?]
2. ...
WARM — Replied / Brief Contact (X contacts)
1. [Name] — [Title] at [Company]
Context: [replied to email / quick intro at reception]
2. ...
COOL — No Response / Didn't Meet (X contacts)
1. [Name] — [Title] at [Company]
Pre-conference: [3 emails sent, no reply]
2. ...
COLD — Badge Scan / List Only (X contacts)
1. [Name] — [Title] at [Company]
Source: [badge scan / attendee directory]
2. ...
Does this segmentation look right? Move anyone between segments before I build sequences.
Wait for user confirmation before proceeding.
For contacts without full info, run Apollo enrichment:
apollo_people_match: name={name}, domain={companyDomain}
apollo_people_bulk_match: (for batches of 10+)
Ensure every contact has:
Do NOT put these in a mass sequence. These get personalized 1:1 emails.
For each HOT contact, draft a personal follow-up email:
Subject: [specific reference to your conversation]
[Name],
[Reference specific thing you discussed — their pain point, something they said,
a question they asked. Show you were listening.]
[One concrete next step: share a relevant case study, schedule the demo you
discussed, send the pricing they asked about, connect them with a reference.]
[If meeting already scheduled: "Looking forward to [day]. In the meantime,
here's [relevant resource]."]
[Sign-off with direct calendar link]
Rules for HOT emails:
Create HubSpot deal for each HOT contact:
manage_crm_objects: objectType="deals", operation="create"
properties: {
dealname: "[Company] — [Conference Name]",
dealstage: "qualifiedtobuy",
amount: "[estimated based on company size]",
pipeline: "default",
closedate: "[30 days from now]"
}
Build an Apollo sequence (3-4 touches over 10 days):
Email 1 (Day 1-2): Conference Connection
Subject: [Conference Name] — quick follow-up
[Name],
We briefly connected at [Conference Name] [specific context: at the reception /
after the [session name] panel / at the exhibit hall].
[One sentence about a key takeaway from the conference relevant to their role]
[Offer: "I put together a quick recap of the sessions most relevant to
[their specialty] — happy to share if useful."]
— JP
Email 2 (Day 4): Value Drop
Subject: Re: [Conference Name] — quick follow-up
[Name],
One thing that kept coming up at [Conference Name]: [relevant industry pain point].
[Share the post-conference insights one-pager if available, or a relevant stat/insight]
[Soft CTA: "Would love to hear how your team is handling [specific pain point]."]
Email 3 (Day 7): Direct Ask
Subject: 15 min this week?
[Name],
Quick question: is [specific pain point discussed at conference] something your
team deals with?
We're helping [similar company type] [specific result with number].
Worth a 15-minute call? [Calendar link]
Email 4 (Day 10): Break-up
Subject: closing the loop
[Name],
I know post-conference inbox is brutal, so I'll keep this short.
If [pain point] is on your radar, I'd love to chat. If not, no worries at all.
[Calendar link] if timing works.
Build an Apollo sequence (4-5 touches over 14 days). These people got pre-conference outreach but didn't engage. The conference gives you a new angle.
Email 1 (Day 3-5): Fresh Angle
Subject: [Conference Name] takeaway for [Company]
[Name],
Just got back from [Conference Name]. One session hit close to home for
[their company type]: [specific session topic or insight].
[Key stat or insight from the conference relevant to them]
Thought of [Company] because [specific reason tied to their ICP profile].
Worth comparing notes? [Calendar link]
Email 2 (Day 7): Social Proof
Subject: what [similar company] is doing differently
[Name],
At [Conference Name], I talked to several [their company type] leaders about
[pain point]. The ones making progress had one thing in common: [insight].
[Brief case study or result: "One group cut [metric] from X to Y."]
Is this something [Company] is working on?
Email 3 (Day 10): Value Asset
Subject: [Conference] recap — the 4 stats that matter
[Attach or link the post-conference insights PDF if available]
[Name],
Put together a quick recap of the data points from [Conference Name] that
matter most for [their company type]. Attached.
No pitch, just the numbers. Let me know if any of them surprise you.
Email 4 (Day 14): Last Touch
Subject: one more thing from [Conference]
[Name],
Last follow-up on this. If [pain point] isn't a priority right now, totally
understand.
If it is — we should talk. We're seeing [specific result] with [company type]
like yours.
[Calendar link]
Build an Apollo sequence (3 touches over 14 days). No conference reference since you didn't interact. Lead with pure value.
Email 1 (Day 5-7): Industry Insight
Subject: [their company type] + [pain point] data
[Name],
[Specific industry stat relevant to their role and company type]
We've been working with [X number] [company types] on this. The ones seeing
results are [doing specific thing].
Curious if this is on [Company]'s radar?
Email 2 (Day 10): Case Study
Subject: how [similar company type] cut [metric] by [%]
[Name],
Quick case study: [brief result story, 2 sentences max].
Would this kind of result matter for [Company]?
[Calendar link] if worth a 15-min look.
Email 3 (Day 14): Direct + Short
Subject: quick question
[Name],
Does [Company] handle [pain point] manually today?
If yes, worth a quick call. If no, I'll stop bugging you.
— JP
For HOT contacts:
For WARM / COOL / COLD:
apollo_emailer_campaigns_create (if available) or present the sequence
copy for manual creation in Apollo
apollo_emailer_campaigns_add_contact_ids:
id: {sequence_id}
contact_ids: [{contact_ids}]
apollo_email_accounts_index (to find available sending accounts)
After all sequences are deployed, present a summary:
POST-CONFERENCE PIPELINE: [Conference Name]
============================================
Total contacts processed: XX
HOT (personal follow-up): XX contacts → XX deals created ($XX pipeline)
WARM (3-touch sequence): XX contacts → Sequence "[name]" active
COOL (4-touch sequence): XX contacts → Sequence "[name]" active
COLD (3-touch value sequence): XX contacts → Sequence "[name]" active
Expected timeline:
Week 1: HOT meetings happening, WARM first touches landing
Week 2: WARM follow-ups, COOL first touches landing
Week 3: All sequences completing, pipeline qualifying
Week 4: Evaluate conversion, pause or extend sequences
Deals to watch:
1. [Company] — $[amount] — [next step by date]
2. [Company] — $[amount] — [next step by date]
Conference ROI tracking:
Investment: $[ticket + travel + hotel + time]
Pipeline generated: $[total deal value]
Target close rate: [X]% → Expected revenue: $[amount]
Set a reminder to run a check-in 7 and 14 days post-conference:
7-day check:
14-day check:
Track these against your baselines:
| Metric | HOT | WARM | COOL | COLD |
|---|---|---|---|---|
| Open rate target | 80%+ | 50%+ | 30%+ | 20%+ |
| Reply rate target | 50%+ | 20%+ | 8%+ | 3%+ |
| Meeting rate target | 40%+ | 10%+ | 3%+ | 1%+ |
If WARM is outperforming COOL by 3x+ on reply rate, your segmentation is working. If they're similar, you're not personalizing enough for WARM.
/post-conference-insights, use that PDF as a value drop in WARM and COOL sequences.