Conferences Without a Booth: Turn Attendee Status Into Pipeline Gold [GTM Playbook]
TABLE OF CONTENTS
“No booth? No problem. Show up like a one-person GTM machine.”
This playbook is for scrappy founders, RevOps leads, and GTM engineers attending conferences without a booth—who still want to leave with qualified leads, CRM notes, and booked calls.
🧠 BEFORE THE EVENT
🎯 1. Scrape + Segment the Attendee List
- Use technical muscle to access the attendee list—even if it’s locked inside a native app.
- Export to Airtable or Google Sheets.
- Add LinkedIn URLs, job titles, company size, and notes on ICP fit.
- Use Clay or Clearbit to enrich missing data.
🔍 2. Mark Your Targets
- Flag accounts and people worth prioritizing.
- Assign categories: Must Meet, Nice to Meet, Monitor for Later.
- Bonus: Have someone on “command center” duty back at HQ watching their LinkedIn posts and engaging on your behalf.
✉️ 3. Pre-Event Outreach
- Message a short, relevant DM: “Hey, saw you’re heading to Fintech Meetup—keen to meet smart folks building [X]. Want to grab a 10-min chat between sessions?”
- Include your face and name from the app. Make it low friction.
🎤 DURING THE EVENT
🎙 4. Set Up Your Field Ops Stack
- 🔗 Voicenote.com Recorder → Slack → CRM
- Example: “Talked to Sarah from LendingFlow. They use HubSpot + Salesforce. Asked about their onboarding flow—seems broken. She’s open to a call.”
- Someone from your team back home can process this in real time into CRM notes, contact enrichment, or LinkedIn connections.
Record every useful conversation or idea via Voicenote.
- 🔄 Use Zapier/Make to push these notes directly into HubSpot, Notion, Airtable—whatever you use.
📷 5. Snap a Pic With Every Lead
- “Mind if we snap a pic? It’s how I remember convos better.”
- Post-event follow-ups (“Remember this?”)
- Personalized social posts
- Internal debriefs
Great for:
💬 6. Message While You Chat
- Send a LinkedIn connection or app message during the conversation.
- People forget names fast—ride the heat of the moment.
- Keep a copy/paste message ready in your phone Notes or CRM mobile app.
📅 7. Book the Call Now
- Don’t say, “I’ll follow up.”
Say, “Want to chat Wednesday at 2pm? Here’s my link.”
QR code, Calendly link, or native app scheduler—make it easy.
⚡ ENERGY MANAGEMENT HACKS
- 🍽 Split meals: Take breakfast/lunch in small bites. Sit at multiple tables to spark more conversations.
- 🤝 Meet people twice: Repetition = familiarity = trust.
If the convo was short on Day 1, swing by again on Day 3.
- 🧠 Expect the arc:
- Day 1: People are scanning badges like maniacs.
- Day 2: Small talk fatigue kicks in.
- Day 3: More relaxed, more real. Good time for deeper chats.
📬 AFTER THE EVENT
💌 8. Warm, Visual Follow-Up
- Email/DM template:
“Hey [Name], great to chat at FinTech Meetup! I loved our conversation about [topic]. Here’s that photo from the event 😊 Let’s keep it going—want to grab 15 min next week?”
- Attach the photo. It drops the guard. Makes it personal.
📈 9. Sync + Enrich Everything
- Your command center should:
- Add all tagged leads to CRM
- Link to LinkedIn profiles
- Summarize notes from Voicenote logs
- Track if they posted on LinkedIn about the event
🔧 Tools We Used
Tool | Use Case |
Voicenotes.com | Log conversations with voice notes |
Slack | Real-time sync with command center |
Zapier/Make | Push notes to CRM, Notion, Airtable |
Clay | Pre/post enrichment, scraping |
Fillout / Calendly | Call booking on the fly |
🧠 TL;DR Cheat Sheet
✅ Scrape the list
✅ Enrich + segment
✅ Outreach before the event
✅ Record convos → Slack → CRM
✅ Snap pics
✅ Book calls on the spot
✅ Follow up with voice + visuals
✅ Have someone at HQ doing command center enrichment and support
Need support setting this up? We can help!
Let us help you build a powerful conference GTM play system using Voicenotes.com, Zapier, and your CRM to automatically capture and process leads while you network.
