In this article: <\/h4>\n\n\n\n\n- What is a lead?<\/a><\/li>\n\n\n\n
- What’s the best way to respond to a lead?<\/a><\/li>\n\n\n\n
- How fast should I respond to a lead?<\/a><\/li>\n\n\n\n
- How do I know how viable a lead is?<\/a><\/li>\n\n\n\n
- Should I use canned responses?<\/a><\/li>\n\n\n\n
- Should I call a client? If so, when?<\/a><\/li>\n\n\n\n
- What do I do when a client doesn’t respond?<\/a><\/li>\n\n\n\n
- Should I respond with a message or a quote first?<\/a><\/li>\n\n\n\n
- How do I decline a lead?<\/a><\/li>\n\n\n\n
- How do I get leads that better match my services?<\/a><\/li>\n<\/ul>\n\n\n\n<\/div>\n\n\n\n
What is a lead?<\/h2>\n\n\n\n
Let’s start with the basics. Anytime someone reaches out to you, showing interest in your services, that’s a lead from a new potential customer. They might fill out a contact form on your website, send an email, call you, message you through a social media site, or submit a request through a third-party app like GigSalad.<\/p>\n\n\n\n
<\/div>\n\n\n\nWhat’s the best way to respond to a lead?<\/h2>\n\n\n\n
How you approach your inbound leads will often depend on your preferred sales process as well as how the lead was generated. Our best advice is to focus on the latter first. How a client contacts you is your biggest indication of how they wish to receive a response. If they message you through Facebook, they probably want a reply there, not a phone call.<\/p>\n\n\n\n
Once you’ve made that initial contact, you can try changing the communication channel if the client is comfortable with it. It can be helpful to explain why and how it might benefit them. For example, you could send a message that says: “I’d love to have a quick phone conversation to hear more about your event and answer any of your questions so I can get you a quote faster.”<\/p>\n\n\n\n
<\/div>\n\n\n\n![\"GigSalad](\"https:\/\/i0.wp.com\/www.gigsalad.com\/blog\/wp-content\/uploads\/2024\/02\/How-to-Write-a-Great-Sales-Pitch.png?resize=1170%2C683&ssl=1\")
<\/a><\/figure>\n<\/div>\n\n\n<\/div>\n\n\n\nHow fast should I respond to a lead?<\/h2>\n\n\n\n
Response time is extremely important in securing gigs \u2014 the faster you reply to a lead, the better. Our GigSalad data says you have a 25% better chance of booking if you respond in less than an hour. This is especially important in the world of events because planners are often very busy. If they don’t hear back from potential providers fast enough, they may continue their search elsewhere.<\/p>\n\n\n\n
\ud83d\udcf2 Pro tip:<\/strong> Utilize text alerts and push notifications (when available) to make sure you never miss a lead or message.<\/p>\n\n\n\n<\/div>\n\n\n\nHow do I know how viable a lead is?<\/h2>\n\n\n\n
The nature of this business is that you’ll get leads from all types of clients, from price shoppers to first-time bookers<\/a> to professional planners. Gauging the client’s interest can be tricky, but it’s very helpful for knowing how to respond to a lead.<\/p>\n\n\n\nGenerally, the more details a client provides about their event, the more qualified the lead is. Things like budget, phone numbers, and guest counts can all indicate how serious a client is about booking. <\/p>\n\n\n\n
<\/div>\n\n\n\nHow to respond to a lead based on interest level: <\/h4>\n\n\n\n\n\u2b50 Price shopper:<\/strong> Use a short but sweet canned response. Don’t spend a great deal of time on these leads, but still respond thoughtfully and quickly. Try to include at least a general idea of price options in your first reply. <\/p>\n\n\n\n\u2b50\u2b50 First-time booker:<\/strong> Take some time to educate the client, provide a bit more detail about your services, and give them reassurances so they feel more confident in booking you. Include pricing info and examples of your past work in your lead response. <\/p>\n\n\n\n\u2b50\u2b50\u2b50 Pro planner:<\/strong> It’s usually clear when a client knows what they are doing, so you can often cut to the chase with them. If they’ve provided a great deal of information about the event, try sending a quote right away so you can secure the booking. <\/p>\n<\/div><\/div>\n\n\n\n<\/div>\n\n\n\n\ud83d\ude45 Keep an eye out for bad apples! <\/strong>Learn how to spot a scammer<\/a> and what to do about them.<\/p>\n\n\n\n<\/div>\n\n\n\nShould I use canned responses?<\/h2>\n\n\n\n
Using pre-saved messages can be a huge time-saver, so you can respond to leads with one click<\/a>. We always recommend having a handful of canned answers for the various scenarios you deal with most \u2014 introductory messages, package options, request more info, etc.<\/p>\n\n\n\nHowever, be careful not to make your messages sound<\/em> canned. Making a personal connection with potential clients is important, and a robotic, impersonal response can be a turn-off. Use your saved replies as a starting point and make a few tweaks to personalize the message before sending it.<\/p>\n\n\n\n\ud83d\udc49 On GigSalad, you can use shortcodes in your saved messages<\/a> and saved quotes<\/a> to automatically fill in lead-specific details like the client’s name, the event type, the event date, and more.<\/p>\n\n\n\n<\/div>\n\n\n\n![\"Join](\"https:\/\/i0.wp.com\/www.gigsalad.com\/blog\/wp-content\/uploads\/2025\/07\/Get-more-leads-Join-CTA-1.png?resize=1170%2C683&ssl=1\")
<\/a><\/figure>\n<\/div>\n\n\n<\/div>\n\n\n\n\ud83d\udcbb Craft messages like a pro! <\/strong>AI is a helpful tool at your disposal. Learn how to use ChatGPT<\/a> to write canned responses and sales pitches that get you more gigs.<\/p>\n\n\n\n<\/div>\n\n\n\nShould I call the client? If so, when?<\/h2>\n\n\n\n
Phone calls can be a very helpful tool in closing a booking. If the client provides a phone number, you will probably want to use it. Having a back-and-forth conversation in real time without waiting for replies lets both parties get the answers they need much faster.<\/p>\n\n\n\n
Even when a number is provided, it’s still good to send a response first through whatever platform they initially reached out on. You can let them know in this message that you plan to call and when. Or you can provide your number and leave the ball in their court so they can use it when it’s convenient for them. <\/p>\n\n\n\n
\u2705 Pro tip:<\/strong> Always follow up a phone call with a written response that recaps the key details from your conversation. This will help you avoid miscommunications down the line.<\/p>\n\n\n\n<\/div>\n\n\n\nWhat do I do when the client doesn’t respond?<\/h2>\n\n\n\n
It’s important to remember that many clients are putting out requests to multiple providers at once. While it’d be nice if they replied to every message and quote, that’s not usually a realistic expectation. They’ll generally maintain a conversation with the first few people who get back to them or who meet their needs and ignore the rest.<\/p>\n\n\n\n
The best way to handle an unresponsive client<\/a> is to send a polite follow-up message after a certain amount of radio silence. If they don’t respond to that either, consider it to be a dead lead and move on. Continuing to hold that date and pressure the client will only waste your time and burn a bridge with a client that might have come back to reconsider you in the future. <\/p>\n\n\n\n<\/div>\n\n\n\nShould I respond with a message or a quote first?<\/h2>\n\n\n\n
When it comes to closing the deal<\/a>, it’s important to get a price in front of your client as soon as possible. However, you should only jump straight to a quote if you have enough information to be sure the number is fair and accurate. If you aren’t able to settle on a firm quote without more details, try providing some price ranges or package options in your message response. This will help both you and the client know sooner if you’re within their budget.<\/p>\n\n\n\nEven when you send a quote first, we recommend following it up with a message as well. Your quote should be short and sweet \u2014 just the price, description of services to be provided, terms, and cancellation policy. Don’t overload the quote with a long-winded sales pitch or media examples. This can cause important information to get lost in the noise. Send a clear and concise quote, then a follow-up message letting them know any additional details and opening up the floor for questions.<\/p>\n\n\n\n
<\/div>\n\n\n\n\ud83d\udca1 Consider competitor activity when responding to leads. <\/strong>On GigSalad, paid members can see helpful lead insights<\/a> with information such as how many other members have responded or sent quotes and how many of those quotes are active. Being the first to quote can give you an advantage!<\/p>\n\n\n\n<\/div>\n\n\n\n![\"Upgrade](\"https:\/\/i0.wp.com\/www.gigsalad.com\/blog\/wp-content\/uploads\/2025\/12\/Lead-Insights-Upgrade-CTA.png?resize=1170%2C707&ssl=1\")
<\/a>Not a paid member? <\/strong>Upgrade today and start seeing lead insights immediately!<\/figcaption><\/figure>\n<\/div>\n\n\n<\/div>\n\n\n\nHow do I decline a lead?<\/h2>\n\n\n\n
When a client reaches out to you with an inquiry that you can’t fulfill\u2014whether it’s because you’re unavailable or just aren’t a good fit\u2014you should always politely decline. Never leave them hanging or ignore them. Because even if you can’t make this gig work, every potential client remains a potential client indefinitely. They know you now, and if you leave them with a positive impression, they may come back to you later.<\/p>\n\n\n\n
When declining a lead, it’s good to explain to the client why you are doing so. If the issue is availability, perhaps they can adjust the date or time. If you aren’t a good fit for this event, perhaps you could be for a future one. <\/p>\n\n\n\n
<\/div>\n\n\n\nHow do I get leads that better match my services?<\/h2>\n\n\n\n
Not all leads will be a good fit for you. We know this can be frustrating, as your time is valuable and you want to spend it on real booking opportunities. While you probably can’t eliminate bad leads entirely, there are a few things you can do to optimize your online profiles<\/a>. <\/p>\n\n\n\n<\/div>\n\n\n\nTo get better lead matches:<\/h4>\n\n\n\n\n- Define your services: <\/strong>Be sure your website and online profiles accurately describe what you do. Research the keywords that best match your offerings and use those in your written descriptions. On GigSalad, make sure you’re listed in the right categories.
<\/li>\n\n\n\n- Show off your skills: <\/strong>Use high-quality media<\/a>\u2014videos, photos, audio samples\u2014to give potential clients a clear picture of what you do. Not all planners will take the time to review this info in advance, but those who do will know right away if you’re a good fit.
<\/li>\n\n\n\n- Maintain a calendar: <\/strong>Keep your availability up to date to avoid getting leads for dates you can’t service. Utilize plug-ins to link your Google or iCloud calendars to your website and online profiles. On GigSalad, we use your calendar to block leads you aren’t available for.
<\/li>\n\n\n\n- Clarify your preferences: <\/strong>Make certain details clear up front, like how far you’re willing to travel, how long your performance is, and how much notice you need to consider taking a gig. You can set these preferences in your GigSalad account to customize the leads you get.<\/li>\n<\/ol>\n\n\n\n<\/div>\n\n\n\n
Learning how to respond to sales leads from potential clients takes practice. The more responses you send, the better you’ll get at closing gigs. Just make sure you’re taking the time to evaluate your success and learn from your mistakes<\/a>. And as always, we’re here to help you with anything you need along the way. Just drop your comments below or send us a message<\/a>. \ud83d\udc99<\/p>\n\n\n\n
What is a lead?<\/h2>\n\n\n\n
Let’s start with the basics. Anytime someone reaches out to you, showing interest in your services, that’s a lead from a new potential customer. They might fill out a contact form on your website, send an email, call you, message you through a social media site, or submit a request through a third-party app like GigSalad.<\/p>\n\n\n\n
What’s the best way to respond to a lead?<\/h2>\n\n\n\n
How you approach your inbound leads will often depend on your preferred sales process as well as how the lead was generated. Our best advice is to focus on the latter first. How a client contacts you is your biggest indication of how they wish to receive a response. If they message you through Facebook, they probably want a reply there, not a phone call.<\/p>\n\n\n\n
Once you’ve made that initial contact, you can try changing the communication channel if the client is comfortable with it. It can be helpful to explain why and how it might benefit them. For example, you could send a message that says: “I’d love to have a quick phone conversation to hear more about your event and answer any of your questions so I can get you a quote faster.”<\/p>\n\n\n\n
<\/a><\/figure>\n<\/div>\n\n\nHow fast should I respond to a lead?<\/h2>\n\n\n\n
Response time is extremely important in securing gigs \u2014 the faster you reply to a lead, the better. Our GigSalad data says you have a 25% better chance of booking if you respond in less than an hour. This is especially important in the world of events because planners are often very busy. If they don’t hear back from potential providers fast enough, they may continue their search elsewhere.<\/p>\n\n\n\n
\ud83d\udcf2 Pro tip:<\/strong> Utilize text alerts and push notifications (when available) to make sure you never miss a lead or message.<\/p>\n\n\n\n The nature of this business is that you’ll get leads from all types of clients, from price shoppers to first-time bookers<\/a> to professional planners. Gauging the client’s interest can be tricky, but it’s very helpful for knowing how to respond to a lead.<\/p>\n\n\n\n Generally, the more details a client provides about their event, the more qualified the lead is. Things like budget, phone numbers, and guest counts can all indicate how serious a client is about booking. <\/p>\n\n\n\n \u2b50 Price shopper:<\/strong> Use a short but sweet canned response. Don’t spend a great deal of time on these leads, but still respond thoughtfully and quickly. Try to include at least a general idea of price options in your first reply. <\/p>\n\n\n\n \u2b50\u2b50 First-time booker:<\/strong> Take some time to educate the client, provide a bit more detail about your services, and give them reassurances so they feel more confident in booking you. Include pricing info and examples of your past work in your lead response. <\/p>\n\n\n\n \u2b50\u2b50\u2b50 Pro planner:<\/strong> It’s usually clear when a client knows what they are doing, so you can often cut to the chase with them. If they’ve provided a great deal of information about the event, try sending a quote right away so you can secure the booking. <\/p>\n<\/div><\/div>\n\n\n\n \ud83d\ude45 Keep an eye out for bad apples! <\/strong>Learn how to spot a scammer<\/a> and what to do about them.<\/p>\n\n\n\n Using pre-saved messages can be a huge time-saver, so you can respond to leads with one click<\/a>. We always recommend having a handful of canned answers for the various scenarios you deal with most \u2014 introductory messages, package options, request more info, etc.<\/p>\n\n\n\n However, be careful not to make your messages sound<\/em> canned. Making a personal connection with potential clients is important, and a robotic, impersonal response can be a turn-off. Use your saved replies as a starting point and make a few tweaks to personalize the message before sending it.<\/p>\n\n\n\n \ud83d\udc49 On GigSalad, you can use shortcodes in your saved messages<\/a> and saved quotes<\/a> to automatically fill in lead-specific details like the client’s name, the event type, the event date, and more.<\/p>\n\n\n\n \ud83d\udcbb Craft messages like a pro! <\/strong>AI is a helpful tool at your disposal. Learn how to use ChatGPT<\/a> to write canned responses and sales pitches that get you more gigs.<\/p>\n\n\n\n Phone calls can be a very helpful tool in closing a booking. If the client provides a phone number, you will probably want to use it. Having a back-and-forth conversation in real time without waiting for replies lets both parties get the answers they need much faster.<\/p>\n\n\n\n Even when a number is provided, it’s still good to send a response first through whatever platform they initially reached out on. You can let them know in this message that you plan to call and when. Or you can provide your number and leave the ball in their court so they can use it when it’s convenient for them. <\/p>\n\n\n\n \u2705 Pro tip:<\/strong> Always follow up a phone call with a written response that recaps the key details from your conversation. This will help you avoid miscommunications down the line.<\/p>\n\n\n\n It’s important to remember that many clients are putting out requests to multiple providers at once. While it’d be nice if they replied to every message and quote, that’s not usually a realistic expectation. They’ll generally maintain a conversation with the first few people who get back to them or who meet their needs and ignore the rest.<\/p>\n\n\n\n The best way to handle an unresponsive client<\/a> is to send a polite follow-up message after a certain amount of radio silence. If they don’t respond to that either, consider it to be a dead lead and move on. Continuing to hold that date and pressure the client will only waste your time and burn a bridge with a client that might have come back to reconsider you in the future. <\/p>\n\n\n\n When it comes to closing the deal<\/a>, it’s important to get a price in front of your client as soon as possible. However, you should only jump straight to a quote if you have enough information to be sure the number is fair and accurate. If you aren’t able to settle on a firm quote without more details, try providing some price ranges or package options in your message response. This will help both you and the client know sooner if you’re within their budget.<\/p>\n\n\n\n Even when you send a quote first, we recommend following it up with a message as well. Your quote should be short and sweet \u2014 just the price, description of services to be provided, terms, and cancellation policy. Don’t overload the quote with a long-winded sales pitch or media examples. This can cause important information to get lost in the noise. Send a clear and concise quote, then a follow-up message letting them know any additional details and opening up the floor for questions.<\/p>\n\n\n\n \ud83d\udca1 Consider competitor activity when responding to leads. <\/strong>On GigSalad, paid members can see helpful lead insights<\/a> with information such as how many other members have responded or sent quotes and how many of those quotes are active. Being the first to quote can give you an advantage!<\/p>\n\n\n\n When a client reaches out to you with an inquiry that you can’t fulfill\u2014whether it’s because you’re unavailable or just aren’t a good fit\u2014you should always politely decline. Never leave them hanging or ignore them. Because even if you can’t make this gig work, every potential client remains a potential client indefinitely. They know you now, and if you leave them with a positive impression, they may come back to you later.<\/p>\n\n\n\n When declining a lead, it’s good to explain to the client why you are doing so. If the issue is availability, perhaps they can adjust the date or time. If you aren’t a good fit for this event, perhaps you could be for a future one. <\/p>\n\n\n\n Not all leads will be a good fit for you. We know this can be frustrating, as your time is valuable and you want to spend it on real booking opportunities. While you probably can’t eliminate bad leads entirely, there are a few things you can do to optimize your online profiles<\/a>. <\/p>\n\n\n\n Learning how to respond to sales leads from potential clients takes practice. The more responses you send, the better you’ll get at closing gigs. Just make sure you’re taking the time to evaluate your success and learn from your mistakes<\/a>. And as always, we’re here to help you with anything you need along the way. Just drop your comments below or send us a message<\/a>. \ud83d\udc99<\/p>\n\n\n\nHow do I know how viable a lead is?<\/h2>\n\n\n\n
How to respond to a lead based on interest level: <\/h4>\n\n\n\n
Should I use canned responses?<\/h2>\n\n\n\n
<\/a><\/figure>\n<\/div>\n\n\nShould I call the client? If so, when?<\/h2>\n\n\n\n
What do I do when the client doesn’t respond?<\/h2>\n\n\n\n
Should I respond with a message or a quote first?<\/h2>\n\n\n\n
<\/a>How do I decline a lead?<\/h2>\n\n\n\n
How do I get leads that better match my services?<\/h2>\n\n\n\n
To get better lead matches:<\/h4>\n\n\n\n
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![\"Get](\"https:\/\/i0.wp.com\/www.gigsalad.com\/blog\/wp-content\/uploads\/2022\/06\/Help-Center-CTA.png?resize=1170%2C585&ssl=1\")
<\/a><\/figure>\n<\/div>\n\n\n