Goal: For AE’s to focus fully on prospects at events while BDR’s organize and launch prospects forward in Hubspot.

Workflow:

  1. Prospect is connected with and shows interest at event.
  2. AE gets contact info, details
  3. Update is sent to the ‘group’ (text or slack channel?) with contact info, details
  4. BDR triages
    1. Adds notes to Conference Excel Doc (do we need to create another excel doc or can we stick to HubSpot?)
    2. Creates Deal in Hubspot
      1. Choose “referral source breakdown” based on event name
      2. Creates a note in Hubspot using snippet: #eventnote
        1. Pin + Associate note
    3. Creates a FU task, assigned to the AE “[Event] FU” (fu = Follow Up 😉)
      1. Sets due date for 3 days unless otherwise specified in notes
    4. Refer to Roadshow List Spreadsheet and update:
      1. Column D: Select result from drop down (based on AE notes)
      2. Column E: If deal has been created, link in.
    5. Sample Requests are sent out (if requested buy AE)
      1. Tracking and shipping info is added into Hubspot pinned note (with AE notes).
      2. Add shipping address into “Shipping Address(es)” property in deal
    6. Create/add contacts based off of business card photos, conference tag photo or other info sent in group text

Key Aspects

👉 AE’s rely on the “[Event] FU” task for follow up - double check this is assigned to the correct AE with the correct due date.

👉 Cross-Reference Deals, Companies, Contacts prior to adding. “Clean up while you go” in Hubspot, ensuring all the correct parties are connected.

👉  If the prospect is triaged via someone who is not an AE (Joy/Bradie/Marcia/Max etc.) assign contact, deal, + task to AE based on market. Include in the pinned note who the prospect met at event.