How and when to call the leads you collected at a real estate expo
Sado AI team · · 4 min read
In short
Expo leads go cold within days: visitors walk past dozens of stands and a week later don’t remember yours. At the stand, note not only the phone number but what interested them and their consent to a call. Call everyone on the evening the expo ends or the next day, remind them of your stand in the first sentence and invite them to a viewing at the sales office. Try again with those who didn’t answer; call “later” people when they asked. Measure from form to contract.
Why expo leads go cold fast
Over a three-day expo a visitor stops at ten or fifteen developers’ stands and takes everyone’s brochure. At home the models blur together. The viewing goes to whoever calls first and recalls what was said at the stand. For example, if managers spend a week working through 350 forms, by the last hundred people have already visited another developer’s office. So expo preparation starts with the calling plan, not the stand: who calls, when and with what words.
What to note at the stand
- Name and phone number: read the number back on the spot.
- What interested them: block, rooms, rough budget, payment type.
- When they plan to buy: now, in six months, “just looking”.
- Which language suits them: Uzbek or Russian.
- Consent to be called, as a separate tick on the form.
- Who spoke with them at the stand, so the call can mention that manager.
A calling plan after the expo
For example:
| When | Who | Goal |
|---|---|---|
| The evening the expo ends, or the next day | “Buying now” visitors | Book a viewing |
| The next two days | Everyone else | Check interest, invite to a viewing |
| Days 3–7 | No answer | Second and third attempt |
| 2–4 weeks later | “Later” visitors | Call back when they asked |
Sample call the day after
Sado: Assalomu alaykum, this is Malika from Nur Bino. Gulnora, you visited our stand at the expo yesterday.
Caller: Yes, I visited a lot of stands. Which one were you?
Sado: The new homes in Sergeli; you looked at our big model. You were interested in a two-room flat with instalments.
Caller: Oh, I remember. Is the expo discount still on?
Sado: Yes, until the end of the month. We can show you the layouts at the office on Saturday, at ten or at three?
Caller: Three, please.
Sado: Great, you’re booked for Saturday at three. We’ll remind you the day before.
The company and discount are an example. The operator states only the terms you wrote down.
What to measure
- Forms → people reached → viewings booked → viewings held → contracts.
- Separately for each expo: which one brought more viewings.
- Cost per viewing: stand costs ÷ viewings held. For example, 60 million so‘m ÷ 40 viewings = 1.5 million so‘m.
- Hours until the first call: the longer the delay, the fewer the viewings.
350 forms called in one day
Enter the forms in Excel, upload them to Auto-calls in the Sado portal, choose the basis “Agreed to be called” and write what the call should say: the expo, the stand, the offer, viewing times. You set how many calls run at once. That’s Sado’s outbound calls; preparing the file: calls from an Excel list.
The operator talks with each person live in their language, Uzbek or Russian, books viewings and, if asked to call “later”, calls back then. A number that says “don’t call me” isn’t called again. Answers go to the lead card in Bitrix24: Bitrix24 integration. For developers: AI call answering for real estate. Try it live or call 78 778 01 23.
Questions
May we call numbers collected at an expo?
Yes, if the person agreed to a call on the form. Mark consent separately and keep the forms. Other companies’ lists or bought databases: no.
When is the best time to call?
The evening the expo ends or the next day. After a week, most people no longer remember your stand.
How do we turn paper forms into a list?
Enter them in Excel every evening: name, phone, interest, consent. Or use a tablet form at the stand so the data lands in a spreadsheet straight away.
Isn’t it odd if a different voice calls after the visitor spoke with a manager at the stand?
No, if the first sentence names the company and the stand: “Yesterday you spoke with Sardor at our stand.” The same manager can meet them at the viewing, and the call can say so.