The 14-Day Post-Summit Follow-Up Plan That Keeps the Human Touch

To follow up well after a summit without losing the personal feel, split your list into four groups: registered but didn't attend, attended, bought VIP, and asked a question. Give each group its own 14-day email schedule in GHL/CRMRaptor. The software takes care of timing, tags and delivery, and you spend your own time on replies, voice notes and sales calls.

This guide is for coaches, therapists, healing practitioners and other experts who have just run a summit (or are about to). You're good at your work, and you've watched clients arrive in bursts. A summit can smooth that out, but only if the two weeks after it are handled with care.

Here's what usually happens. The summit ends on a Sunday. By Wednesday the host has sent one replay email to everyone and gone back to client work. Two weeks later the list has gone cold and the calendar looks the same as before. What follows is a day-by-day plan that keeps that from happening.

Key Takeaways

• Tag every registrant into one of four segments before the summit ends, so each person gets emails that match what they actually did.
• Write a short sequence for each segment over Days 1 through 14, with one clear purpose for each email, so your follow-up emails book calls.
• Set every sequence to stop the moment someone books a call or asks you a question, so a personal conversation never collides with a bulk email.
• Personally answer every question and record a personal welcome for every VIP buyer, and let automation remind you when it's time.
• Move everyone into your regular nurture emails on Day 15, because people who join through a summit often buy months later.

Why One Replay Email to Everyone Falls Flat

Think about the gap between two people on your list. One registered, got busy and never opened a session. The other paid for your VIP package and stayed until the final talk. Send them the same "Thanks for coming!" email and you lose both of them. The first one feels guilty and the second feels unseen.

Brandon Olson put it simply on the podcast: hosts need to keep people engaged before the event, and "you also have to have a really strong follow up sequence after that summit."

I learned this the hard way. EventRaptor made running a summit easy, yet plenty of our customers still struggled afterward. They'd add hundreds of people to their list and convert few or none, because they had no process for turning registrants into clients. In my experience, a good follow-up process might turn 10 to 15% of them into clients. That's my experience, not a promise, but the gap between that and zero is almost entirely follow-up.

The Four Segments and How Each One Gets Tagged

One honest note: EventRaptor doesn't track who watched which session. Live sessions run on Zoom, so you'll mark attendance from Zoom or from link clicks.

Some people will fit two segments. Give each person one main sequence at a time, in this order of priority: asked a question, then VIP, then attended, then didn't attend. If you'd like to go further with this, our guide on segmenting warm leads so each follow-up feels written for them covers more ways to sort a list.

The 14-Day Plan, Day by Day

Day 0 is the last day of your summit. Keep every email short, plain text, from your own name, with one link and one ask.

Registered but Didn't Attend

1. Day 1, "The two sessions I'd start with." Choose two replays that fit what they told you when they registered. No guilt, no "you missed out."
2. Day 3, one idea from your own session, written up in about 150 words, so they get value even if they never press play.
3. Day 5, a replay reminder, but only if your replays really do close on a set date. If they don't, skip this email.
4. Day 8, an invitation to a smaller next step, such as a free workshop, a guide or a short training.
5. Day 12, a one-line question: "What were you hoping to get from the summit?" Anyone who replies moves into the Asked a Question segment.

Attended

1. Day 1, a thank-you plus one question: "Which session are you going to act on first?"
2. Day 2, your session replay and the worksheet or resource you mentioned live.
3. Day 4, a teaching email that answers a question you heard during the summit, with no names attached.
4. Day 7, what working with you looks like: who it's for, how it runs and what happens on a first call.
5. Day 10, a direct invitation to book a call, with your calendar link. Booking ends the sequence.
6. Day 13, closing the loop. If your offer has a real deadline, say so plainly. If it doesn't, just write, "Still thinking it over? Reply and tell me where you're stuck."

For more on keeping these people moving toward your calendar, see how to stop losing warm leads between your event and your sales calendar.

Bought VIP

Treat these people with the most care. Bari Baumgardner described VIP buyers as "your best buyers paying you to tell you, Hey, over here I'm your best buyer," and said her team's best buyers come out of the VIP upgrade.

1. Day 0, within minutes of purchase, an access email covering where the recordings live, what the bonuses are and how to get help.
2. Day 1, a personal voice note or 60-second video from you. The workflow reminds you, and you record it yourself.
3. Day 3, a "start here" email naming the two recordings you'd watch first, and why.
4. Day 6, an invitation to your VIP-only live Q&A on Zoom, if you included one.
5. Day 9, a plain check-in: "Have you had a chance to dig in yet?" Replies come straight to you.
6. Day 12, an invitation to talk about working together, with any call times you've held back for VIPs.

Asked a Question

This segment gets the least automation, and that's on purpose.

1. Within 24 hours, your personal reply. Automation's only job here is to remind you and pause their other emails.
2. Three days after your reply, a resource tied to what they asked, sent by hand or from a short topic-based email.
3. Seven days after your reply, "Would it help to talk this through?" with your calendar link.

After that, they go back into their main sequence where they left off, or straight into weekly nurture if they've booked.

Switching It On in GHL/CRMRaptor

1. Build one workflow per segment, triggered by its tag.
2. Add wait steps that match the days above.
3. Add an exit rule: when someone books on your calendar, remove them from every post-summit workflow and tag them "booked."
4. When the "asked a question" tag appears, pause all other sequences and send yourself a reminder to reply.
5. When the VIP tag appears, remove that person from the attended and didn't-attend workflows.
6. On Day 15, move everyone who hasn't booked into your regular weekly emails.

Test each workflow with your own email address before the summit starts. A broken link on Day 1 costs you more than a missing email on Day 12.

What You Keep Personal

Automation gets the right email to the right person on time. These jobs stay with you:

• Replying to every question, in your own words
• Recording the VIP welcome message
• Hosting any VIP Q&A on Zoom
• Reading replies to the Day 12 question email
• Taking the sales calls

If your list is big enough that this feels like too much, our guide on deciding which warm leads deserve a personal follow-up from you will help you prioritize.

How EventRaptor Takes the Setup Off Your Plate

Most of the tagging work in this plan comes from the event itself. EventRaptor sends registrants to GHL/CRMRaptor with tags as they sign up, records VIP status and promoter attribution, and runs welcome, reminder and follow-up emails on the summit's own timing. So when the summit ends, your segments are mostly built already. You aren't exporting spreadsheets at 11pm on a Sunday.

If you'd rather not build the sequences at all, our done-for-you team can run the whole summit for you, including the copy and the follow-up setup, so your job is to teach, host and have the conversations.

Here's why we care so much about what happens after the event. Own Your Stage, the first summit Jennie and I ran on EventRaptor in February 2022, took about 20 hours of admin and added 466 new people to our list. It brought in more than $24,000 within two weeks, and more than $50,000 by February 2024 as new registrants kept buying. These are our own results from one summit, and they don't predict what yours will do. They do show that the two weeks after a summit are only the start.

A Note for Therapists and Healing Practitioners

The same plan works for you, with a few adjustments (see virtual summits for therapists and healing practitioners for the bigger picture). Keep every email educational, and make it clear your summit content isn't therapy. Never use client stories or testimonials in your Day 7 email. Describe how your work is structured instead. When someone replies with something personal, answer warmly and in general terms, invite them to a consultation, and keep sensitive details out of tags and notes. And check your licensing board's advertising rules before you write any invitation to book.

Frequently Asked Questions

How Long Should Follow-Up Last After a Virtual Summit?

Run a focused, segment-specific sequence for about 14 days, then move everyone into your regular nurture emails. People who join through a summit often buy months or even years later. At one summit, I didn't put a proper offer together and made only about $1,800 during the event, yet the 476 new people it added will keep buying for years.

How Many Emails Should I Send After a Summit?

In this plan, people who didn't attend get five emails and attendees get six over 14 days. VIP buyers get six, including one personal message from you. Each email has one purpose, so the pace feels helpful and doesn't come across as pushy.

Will Automated Follow-Up Feel Impersonal?

It only feels impersonal when everyone gets the same message. Segmenting by what people actually did, writing in plain text from your own name and stopping the sequence when someone replies or books will keep it personal. For more on this, read how to set up follow-up that feels human.

What If I Don't Know Who Attended My Summit?

Live sessions on EventRaptor run on Zoom, so export the Zoom participant list after each day and tag those contacts in GHL/CRMRaptor. You can also tag anyone who clicks a replay link. Anyone left untagged goes into the didn't-attend sequence, which is written to work even if a few attendees slip through.

Your Next Step

Before your summit's last day, write the four Day 1 emails, one for each segment. They matter most, and once they're done the rest of the plan is much easier to finish.

If you'd like help planning a summit with this follow-up built in from the start, Book your Client Attraction Planning Call. We'll look at what you sell, who you want to reach and which pieces of this plan we can build or run for you.