The quick answer
A trade-show conversation is the beginning of qualification. Record what the person needs, their role and the agreed follow-up while the details are fresh. A business card alone is not an order.
Check current organiser information before attending events such as sector-relevant SIAL Canada or CHFA NOW. After the event, use a focused message and independently verify the buyer before committing goods or accepting unusual payment arrangements.
Before you begin
- Meeting notes and the prospect’s authorised business contact.
- Product specifications, capacity and costing.
- The next action agreed during the conversation.
See how the pieces connect
Capture
Record the actual requirement.
Qualify
Confirm identity, role and fit.
Follow up
Send relevant information and one next step.
Progress
Track quotation, acceptance and safeguards.
Work through the steps
Record the conversation
Note product, specification, intended volume, destination and timing. Identify whether the person buys, distributes or only advises. Separate concrete requirements from general interest.
Prioritise suitable prospects
Review product fit and your ability to meet the requirement. Do not send the same catalogue to every card collected. Check the company’s official presence and contact details.
Send a concise follow-up
Refer to the meeting and the specific need. Share a relevant specification or quotation outline and propose one action, such as confirming the packaging requirement. Do not claim the buyer agreed terms that were never discussed.
Clarify missing details
Ask about quantity unit, delivery basis, certificates and decision process. Confirm who will import the goods. Estimate cost only after the important assumptions are visible.
Verify and quote
Complete identity and payment-risk checks. Send a dated quotation with currency, specification, validity and delivery terms. Keep revisions controlled so both parties refer to the same version.
Track the outcome
Record response, next date and responsible person. Follow up at a reasonable interval and close inactive prospects honestly. Progress only on accepted commercial terms and supported payment safeguards.
A worked example
A follow-up log makes the next step visible
Illustrative prospect notes.
| Prospect status | Next action |
|---|---|
| Relevant meeting | Confirm specification and buyer role |
| Specification received | Prepare costed quotation |
| Quotation discussed | Resolve terms and verification |
| Terms accepted | Confirm payment and dispatch readiness |
The next action should move one verified requirement forward. Repeated “just following up” messages do not replace qualification.
Common mistakes to avoid
- Treating every business card as a buyer.
- Sending an unrelated catalogue without meeting context.
- Promising delivery before checking capacity.
- Leaving quotation versions and next dates unclear.
Questions you might have
How quickly should I follow up?
Follow the timing agreed with the prospect and send a useful message while the meeting context is fresh.
Does an exhibitor list contain verified buyers?
No. Exhibitors may be suppliers or service providers. Check each organisation’s actual role and requirements.
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Sources and further reading
Official rules and portal screens can change. Use the linked authority for the current requirements; the figures in our worked examples are illustrative.