Can cold leads become your hottest opportunities? 🧊➡️🔥
Visit Linköping, a Swedish event management company, turned this challenge into an opportunity.
By ditching static PDFs and adopting proposal management software, they changed how they engage with prospects, using dynamic proposals and actionable analytics to pinpoint and prioritize their warmest opportunities.
In this article, we share how Visit Linköping redefined their proposal strategy and discover actionable insights to help you turn cold leads into meaningful connections.
Static proposals were a spanner in the works
Visit Linköping specializes in creating unforgettable event experiences, from corporate conferences to private celebrations, by collaborating with local hospitality providers.
However, their traditional proposal process wasn’t keeping up with their ambitions.
Static PDF proposals left them blind to buyer behavior.
Like many companies, they didn’t know if their documents were opened, read, or shared. And this lack of visibility made it difficult to prioritize leads or tailor their follow-ups effectively.
Without engagement data, their sales team often spent time chasing disengaged prospects while missing opportunities with those ready to engage.
Dynamic proposals and real-time insights set the stage for success
With the limitations of static PDF proposals, Visit Linköping turned to GetAccept to modernize their approach.
GetAccept’s Proposal Software allowed them to turn their proposals into dynamic, interactive experiences that not only captured client interest but also provided critical insights into engagement.
So what changed with proposal software?
1. Highly personalized proposals
Each proposal can be customized to suit the potential client’s specific needs and preferences.
- Videos: Include welcome videos, event previews, or team introductions to create a personal connection.
- Branded visuals: Maintain consistent branding with logos, colors, and layouts tailored to their identity.
- Interactive elements: Embed links to additional resources, itineraries, or past event showcases to create a richer client experience.
2. Centralized information
Previously, Visit Linköping were chasing down information that was scattered across multiple emails or attachments.
Today, all relevant details — overview of event, event date, pricing, schedules, and supporting materials — are housed in one easy-to-access platform.
This eliminates confusion and makes it simpler for clients to review proposals thoroughly.
3. Streamlined communication
GetAccept’s proposal software comes with built-in chat and commenting features.
Clients can ask questions, leave feedback, or request changes directly within the proposal, reducing the need for lengthy email chains. This real-time interaction not only improves clarity but also speeds up the decision-making process.
Turning engagement analytics into action
With GetAccept, Visit Linköping gained access to engagement analytics that made all the difference.
For the first time, they could see:
- Which leads opened their proposals
- How long prospects spend on specific sections
- Whether proposals were being shared with stakeholders
With this information, the team could prioritize their efforts.
For instance, if a lead spent significant time reviewing pricing, they could follow up with tailored messaging to address budget concerns or emphasize value.
Simon Hurtig, Project Leader at Visit Linköping, explained:
"When we sent PDFs, we had no idea who was opening them. Now, we know who’s warm and ready to engage. This helps us focus on the right opportunities."
Read moreThe impact of dynamic proposals and analytics was clear:
- 52% of cold leads engaged with their proposals
- 11% of those leads converted into closed/won deals.
- 92% of engaged prospects expressed interest in future collaborations.
In addition, Visit Linköping received unsolicited positive feedback from 11% of recipients. Prospects loved the interactive format, describing it as “fun” and “personal.”
This reinforced the idea that a tailored approach can leave a lasting impression.
→ Read the Visit Linköping case study here
What event management companies can learn from Visit Linköping
By embracing tools like GetAccept, Visit Linköping has improved client engagement, prioritized leads effectively, and won more deals.
Here are three key takeaways to help you turn cold leads into warm opportunities.
1. Personalization matters
Tailoring your proposals to each client’s unique needs makes them feel valued and increases the likelihood of engagement.
By adding elements like personalized videos, branded visuals, and tailored messaging, you can create a memorable proposal that resonates.
Let’s say you’re an event planner pitching a corporate retreat to a large company. Instead of sending a generic proposal, include a personalized welcome video addressing the company’s key goals, such as team building and stress reduction.
Embed links to sample itineraries, testimonials from similar clients, and a video tour of the proposed venue. This personal touch makes the proposal feel curated and relevant to the client’s needs.
2. Data drives decisions
Analytics are your secret weapon for understanding buyer behavior.
Engagement metrics - such as how long prospects spend on specific sections, who they share the proposal with, and when they reopen it - give you actionable insights.
This helps you focus on warm leads and improve follow-up strategies.
Imagine you’ve sent out proposals for a high-profile music festival sponsorship. By tracking analytics, you notice one prospect spent considerable time on the benefits and branding section but skipped the pricing page.
This insight allows you to follow up with a conversation focused on the ROI of sponsorship rather than the financial details, aligning your pitch with their priorities.
3. Stand out from competitors
Dynamic proposals help you break away from the sea of static PDFs that many competitors still rely on. Interactive elements like videos, live chat, and a centralized space for all deal-related information create a superior client experience.
Picture this:
You’re pitching to host a series of weddings at your event venue.
Instead of sending a PDF with package options, create a dynamic proposal that includes a video walkthrough of the venue, a live chat feature for immediate questions, and interactive pricing tables that allow the couple to customize their package in real time.
This not only impresses but also shows you’re forward-thinking and client-focused.
Pretty cool, huh?
The bottom line
Visit Linköping’s story demonstrates that addressing common pain points - like a lack of visibility into buyer engagement, impersonal proposals, and inefficient follow-ups - can drive meaningful change.
By adopting event proposal templates and leveraging actionable analytics, they turned cold leads into warm opportunities. This shift not only streamlined their sales process and increased their conversion rate, but it also strengthened client relationships.
Want to achieve similar results for your business?
Create event planning proposals using GetAccept
Are you ready to upgrade your proposal process like Visit Linköping?
With GetAccept, you can create engaging, data-driven proposals that win more clients.
Here’s how to get started:
- Upgrade your proposal process: Say goodbye to static PDFs and create interactive proposals with GetAccep’s Proposal Software. Add videos, links, and branded visuals to capture your client’s attention.
- Leverage analytics: Use GetAccept’s real-time insights to see who’s engaging with your proposals, identify warm leads, and tailor your follow-ups for maximum impact.
- Streamline communication: Keep all interactions in one place with GetAccept’s built-in chat and commenting tools, making it easy to stay aligned and responsive.
