Event Lead Generation Checklists

Your systematic guide to hosting events that actually convert

The System That Actually Converts

Remember: The event is the excuse. The follow-up is the business. Most agents fail because they host great events but have no follow-through system. These checklists ensure you capture every opportunity and convert relationships into business.

TRACK 1

Connection Events

Goal: Expand sphere, become a connector, generate referrals

Platform: Partiful

Key Feature: Plus-one strategy

TRACK 2

Educational Events

Goal: Convert active buyers/sellers, position expertise

Platform: Eventbrite

Key Feature: 1:1 consultation bookings

TRACK 1: Connection Events Checklist

6-8 Weeks Out: Foundation

Choose event type based on YOUR authentic interests

Pick date/time that works for your life

Determine budget ($15-30/person for small, $20-40/person for larger)

Lock in venue/location

Set capacity (start smaller for first events)

Create Partiful event page

Set up CRM tag for this event

4-5 Weeks Out: Invitations

Personal calls/texts to A-list (your top 10-15 people)

Create simple invite graphic in Canva

Add event to Partiful with "bring a plus-one" language

Email broader database with WHY/WHO/WHAT context

Post on social media

Emphasize: "Bring someone you think would vibe with this group"

2-3 Weeks Out: Logistics

Confirm vendors (catering, supplies)

Send reminder to RSVPs via Partiful

Personal follow-up with maybes

Plan event flow: arrival → activity → food/drink → wind-down

Prepare materials if needed (craft supplies, games, etc.)

Set up follow-up sequences in CRM

1 Week Out: Final Prep

Last call for RSVPs (use scarcity: "We have 3 spots left")

Final headcount to vendors

Confirm any co-hosts

Prep sign-in method (QR code to Google Form or simple sheet)

Plan your outfit

Prep your 2-3 min welcome/intro

Day Before

Confirm all vendors one final time

Prep name tags if mixer-style

Pack business cards (to give when asked, not to push)

Review guest list + any notes about attendees

Get good sleep

Day Of

Arrive early, set up

Test any tech/music

Greet every single person warmly as they arrive

Make introductions between guests (YOUR JOB)

Capture contact info for new guests

Take 3-5 good photos

Be present, not on phone

Note specific conversations/interests for follow-up

TRACK 1: Follow-Up System (THE LEAD GENERATION)

Within 24 Hours

Thank you text to every attendee with specific detail

Special text to anyone who brought a plus-one

Post 1-2 photos on social (tag people, keep it human)

Add all new contacts to CRM with event tag + conversation notes

Within 48 Hours

Send any promised resources (neighborhood info, referrals, etc.)

Make connector intros via email/text ("You two should know each other")

Follow up with new contacts you met through plus-ones

Note any mentioned life events (moving, selling, buying, etc.) in CRM

Within 1 Week

Personal note/text to anyone who helped facilitate

Set CRM reminders for specific follow-ups (3 months, 6 months, 1 year)

Internal debrief: what worked, what didn't

Plan your next event (2-3 months out)

Ongoing

Monthly touchpoint to all attendees (market update, helpful resource)

Invite to your next event

Make referrals TO them when possible

Track: who attended, who they brought, what they're interested in, follow-up status

TRACK 2: Educational/Direct Business Events Checklist

6-8 Weeks Out: Foundation

Choose topic based on current market need

Pick date/time that works for your life

Determine budget ($500-$2K: venue, AV, refreshments, materials)

Lock in venue with AV capabilities

Identify partner presenters (lender, inspector, stager, etc.)

Set capacity

Create Eventbrite event page with registration

Set up CRM tag and follow-up sequence for registrants

4-5 Weeks Out: Invitations & Content

Personal invites to A-list clients/sphere

Create professional invite graphic in Canva

Set up Eventbrite with registration form (name, email, phone, where they are in process)

Email database with clear value proposition

Post on social media with registration link

Begin outlining presentation content

Confirm partner presenters' availability and topics

2-3 Weeks Out: Logistics & Content

Confirm vendors (catering, venue, AV)

Send reminder to registrants via Eventbrite

Follow up personally with VIP invites

Finalize presentation (slides, handouts, market reports)

Prepare sign-in sheet with contact capture

Create follow-up offer (free consultation, market analysis, etc.)

Plan event flow: arrival/networking → presentation → Q&A → 1:1 booking

1 Week Out: Final Push

Last call for registration (create scarcity: "5 spots left")

Final headcount to vendors

Confirm partner presenters and run-through

Test all tech (slides, microphone, video if hybrid)

Print handouts, market reports, sign-in sheets

Prep your opening (2-3 min welcome that establishes expertise)

Set up 1:1 consultation booking system (Calendly link or paper calendar)

Day Before

Confirm everything one final time

Prep name tags

Load presentation on laptop + backup USB

Review registrant list + any pre-submitted questions

Prepare your close (clear CTA: book consultation, download resource, etc.)

Get good sleep

Day Of

Arrive 45-60 min early, set up

Test AV, slides, microphone

Set up sign-in table with materials

Set up consultation booking station

Greet every attendee, get them to sign in

Deliver valuable content (80% education, 20% positioning)

Invite questions throughout and at end

Take photos (presenter shots, audience engagement)

Offer 1:1 follow-ups before people leave

Note specific attendee questions/situations

TRACK 2: Follow-Up System (THE CONVERSION)

Within 24 Hours

Thank you email to all attendees with recap

Personal text to attendees who asked specific questions

Post 1-2 photos on social with key takeaway

Add all attendees to CRM with "attended [event]" tag + notes

Send promised resources mentioned during presentation

Within 48 Hours

Email full recap: key takeaways, links to resources, slides if appropriate

Offer free 1:1 consultation with Calendly link

Personal call/text to anyone who expressed immediate interest

Email registrants who didn't attend: "Missed you! Here's what we covered + offer to meet 1:1"

Send connector intros if relevant

Within 1 Week

Call all attendees who didn't book consultation yet

Set CRM reminders based on their timeline (selling spring 2026, buying after lease ends, etc.)

Personal note to partner presenters with thank you

Share any leads with partners (lender gets buyer leads, you get seller leads)

Internal debrief: attendance rate, engagement level, consultations booked, what to improve

Within 2 Weeks

Follow up with all consultation bookings

Add all attendees to monthly market update email

Invite to next educational event (2-3 months out)

Track: registrations, attendance, consultations booked, deals in pipeline

Ongoing

Monthly value touchpoint (market updates, relevant articles, new listings)

Quarterly check-in based on their timeline

Invite to future events

Track: who attended, where they are in process, next follow-up date, conversion status

Metrics to Track (Both Tracks)

Event Metrics:
• Invites sent
• RSVPs/Registrations
• Actual attendance
• Plus-ones brought (Track 1)
• Cost per attendee
• New contacts added to database

Follow-Up Metrics:
• Follow-up completion rate
• Connector intros made
• Resources sent
• Consultations booked (Track 2)
• Deals in pipeline from event
• Deals closed from event

Long-Term Metrics:
• Referrals from attendees (6-12 months)
• Repeat attendance at future events
• Social media engagement from event posts
• ROI: deals closed ÷ total event cost

Quick Reference: Track 1 vs Track 2

Element	Track 1: Connection	Track 2: Business
Platform	Partiful	Eventbrite
Goal	Expand sphere, referrals	Convert active buyers/sellers
Invite Language	"Bring a plus-one"	"Bring your questions"
Follow-up Focus	Connector intros, relationship building	1:1 consultations, conversions
You Talk About RE	Only if asked	Yes, that's the point
Budget	$15-40/person	$500-2K total
Success Metric	New relationships, plus-ones	Consultations booked, deals
Frequency	Monthly is ideal	Quarterly is realistic

The Math That Matters

Host 1 event/month with 20 people:

• 30% bring a plus-one = 6 new contacts/month = 72/year
• If 10% convert to consultations = 7 consultations
• If 30% of those close = 2 deals/year from ONE monthly event series
• Plus: everyone there becomes a referral source

This isn't theory. This is how top agents in every market build businesses.

Ready to Get Started?

Save this checklist. Duplicate it for each event. Check the boxes. Follow the system.

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Remember: The events don't generate leads. The system does.

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