Confirming Workshop Leads

Jump To:

• New Workshop Registrants 
• Best Practices
• What is a Quick Confirm?
• What is a Power Confirm?
• Unresponsive Leads
• Post-Workshop Follow-Ups
• Sample Follow-Up Scripts
• Call Scripts

New Workshop Registrants 

• You should always try to call the registrant back within 5-10 minutes of receiving the BOOM email.
• On the call, confirm their interest in the upcoming workshop.
• Have a conversation with them about what they are experiencing, and assess if they are better suited for an appointment beforehand, or give them the information they need to attend your upcoming event. 

Best Practices

• People signing up for a workshop are typically experiencing pain or know that physical therapy is a solution for their current issues. This script outlines the ideal conversation to have with registrants to build rapport and trust and to begin educating them on how you can help them.  
  
• Every area and practice is different. Be sure to tailor and test various strategies!
  
• It is important to show a sincere interest in the registrant & successfully capture all of the registration information needed (ie. last name, mailing address, etc).

What is a Quick Confirm?

• Verbal confirmation from the lead that they will attend the workshop they signed up for.
• You should aim to accomplish this during the first connection you make, whether it is the first call made within 5 minutes of their signup or any of the recommended 7 calls to unresponsive leads. 

What is a Power Confirm?

• Verbal confirmation from the lead 1-2 days prior to a workshop. 

• We recommend the Workshop Presenter (or a staff member with personable rapport skills) make these calls. 
• Every workshop lead - both those that Quick Confirmed and those that did not - should be called to remind them of the workshop and encourage their attendance. 

Unresponsive Leads

• Lead follow-up is crucial to converting people into patients. Use multiple methods of contact, including calls, texts, and emails.
• 40% of connections are made after the 4th call! The recommended cadence is to call unresponsive leads at least 7 times.
  
• Call Workshop leads multiple times in the first 3 days to improve conversion rates and always leave a voicemail if possible.  

Sample Call Schedule for Unresponsive Leads:

• First Day They Sign Up: Try to complete your Quick Confirm call as soon as possible. Call three times: morning, lunch, and end of the day. Leave a voicemail and send a text if you're unable to connect.
  
  
• Second Day After Sign Up: Call the contact twice (spaced out, of course!). Leave a voicemail on the first call and send a text after the second call if you're unable to connect.
  
  
• Third Day After Sign Up: Call once, during lunch hours if possible.
  
  
• Day Before Workshop: Complete your Power Confirmation call. The presenter should reach out to all leads.

Post-Workshop Follow-Ups

• It can take several interactions to warm up a lead, and a follow-up call may be the extra touchpoint they need to convert. It is also valuable to hear why leads are not showing up to the workshop. You may find trends and use that to help bolster show-up rates (ie. test new day/time of WS). 
• Your goal is to convert them to a free screen or initial evaluation or invite them to next month’s workshop.
  
• Here are some recommended follow-up cadences:
  

Showed up to the workshop, but didn’t schedule:

• Call Twice  (First call - presenter; second call - lead converter)
• Send a text the next day if no response

No-showed to your workshop but were confirmed previously:

• Call during the workshop + Text (if no reply) 
• Call once the next day if unresponsive the day before

No showed to your workshop and were not confirmed prior:

• Call during or the day after the workshop  
• Let the automated email campaigns nurture them

Sample Follow-Up Scripts

Voicemail Follow Up

Hi, this is <your full name> on behalf of <Presenter name> calling for <Patient Name>. 

We missed you at the <workshop name> last night and wanted to make sure that everything is okay. <Presenter name> noticed your seat was empty and wanted to extend our special offer from the workshop to you. When you get this, please give me a call back at <phone number> and I can go over that with you. I hope you’re having a great day and we’ll talk soon!

Text Follow Up

Hello <First Name>, this is <your name> from <practice name>. We missed you at the workshop! <Presenter name> noticed your seat was empty and wanted to extend our special offer from the workshop to you. Give me a call at <number> and I can go over it with you. I hope you're having a great day and we'll talk soon!

Call Scripts

To help support your team and drive more conversions from leads, Breakthrough offers various call scripts that you can use for follow-ups. You are welcome to use these scripts in whatever ways work best for you!