V1 Build Plan

Trade Show
Lead Collection

A reusable system that researches trade show exhibitors, builds enriched lead lists, and hands them off to the BlueForest Cold Email System — turning every trade show into a sales pipeline.

10
Core Functions
19
Spreadsheet Columns
20
Definitions
~10%
V1 Complete
Build Status

V1 Progress

10 standard items every BlueForest system must complete. Click any item to cycle its status.

Overall V1 Completion ~10%
✓
Core Tools Chosen
Done
2
System Flowchart With Core Functions
Started
3
Core Functions Built
Not Started
4
Bug Test / Revision
Not Started
5
Security Check / Revision
Not Started
6
Version PR / Commit / GitHub
Not Started
7
Cloudflare / Google Publish
Not Started
8
overview.md Updated
Not Started
9
Next Version Features Chosen
Not Started
10
Content Piece Created
Not Started
Syncs with System Building Dashboard spreadsheet
Build Plan

Implementation Timeline

Phased approach to building the complete V1 system.

Phase 1 — Foundation
Planning & Documentation
Define system overview, core functions, data structure, and definitions. Create the Google Doc and this HTML V1 plan. Select all core tools.
Completed — March 2026
Phase 2 — Core Build
Spreadsheet Template + Research Engine
Build the standardized 19-column Leads Spreadsheet template. Build the web scraping and research functions that scan trade show exhibitor lists. Create the budget spreadsheet template.
Est. 2–3 sessions
Phase 3 — Enrichment
Lead Enrichment Pipeline
Integrate HubSpot, Apollo, and LinkedIn lookup. Build the enrichment workflow that fills contact names, emails, titles, and LinkedIn URLs. Add CRM field mapping (Industry, Niche, Segment, Region).
Est. 2–3 sessions
Phase 4 — User Interface
Cloudflare Status Page + Alerts
Deploy the Cloudflare-hosted page where users can initiate new trade show research, monitor progress, and view reports. Build the 60/30/14-day milestone alert system.
Est. 1–2 sessions
Phase 5 — Integration
Cold Email Handoff + Reporting
Build the formatting and handoff pipeline to the Cold Email System. Create the final summary report generator showing lead count, enrichment rate, and readiness status.
Est. 1–2 sessions
Phase 6 — Polish
Testing, Security & Launch
Run a real trade show through the system end-to-end. Bug test and revise. Security check. Version commit. Update overview.md. Define V2 features. Create a content piece about the build.
Est. 1–2 sessions
System Overview

What This System Does

Point the system at a trade show website, enter basic details, and it handles the rest — building a comprehensive lead spreadsheet ready for cold email outreach.

Research

Scans trade show websites and exhibitor lists to identify every potential lead and their company information.

Enrich

Uses HubSpot, Apollo, LinkedIn, and web research to fill in contact details, titles, emails, and company data.

Handoff

Formats and delivers the final lead list to the BlueForest Cold Email System, ready for automated outreach sequences.

Architecture

Flow of Information

How data moves through the system — from trade show identification to cold email handoff.

USER identifies a Primary Trade Show

User selects a target trade show and provides the website URL and key details

System creates a Leads Spreadsheet

Google Sheet created in the trade show folder with standardized 19-column structure

System researches exhibitor list

Scans the trade show website, exhibitor directories, and related sources

System populates the spreadsheet

Fills in company names, booth numbers, and initial exhibitor data from source

System enriches leads

Uses HubSpot, Apollo, LinkedIn, and web research to find contacts, emails, titles

System prompts USER with questions

Compiles questions to keep the process moving; USER answers and system updates the sheet

System publishes to Cloudflare status page

Live status page where the USER can initiate, monitor, and report on system progress

Handoff to Cold Email System

Final formatted Leads Spreadsheet with all required fields, flagged as ready for import into the BlueForest Cold Email System

Core Capabilities

10 Core Functions

Every capability this system needs to deliver a complete, enriched lead list from a trade show.

1

Create Leads Spreadsheet

Create a Google Sheet named with the trade show and year followed by "Exhibitors" in the correct folder.

Google Sheets
2

Initiate Research Timeline

Begin lead research at least 2 months before the show. Alert the USER if they're too close for an effective campaign.

Research
3

Scan & Build Initial List

Scan the trade show website(s) and any info provided by the USER. Begin populating the Leads Spreadsheet.

Research
4

Enrich Lead Data

Enrich contacts on the Leads Spreadsheet using HubSpot, Apollo, LinkedIn, and web research tools.

Enrichment
5

Prompt USER with Questions

Compile questions and prompts for the USER to help keep the process moving forward and fill gaps.

User Input
6

Publish Status Page

Deploy a Cloudflare page/worker where the USER can initiate, monitor, and report on system status.

Cloudflare
7

Format for Cold Email Handoff

Prepare the final spreadsheet with all required fields (name, email, company, role, trade show, notes) and flag as ready for import.

Handoff
8

Create Budget Spreadsheet

Create a Show Budget Spreadsheet alongside the Leads Spreadsheet using BFS's standard budget template with pre-populated expenses and revenue goals.

Google Sheets
9

Track Timeline Milestones

Monitor 60-day research kickoff, 30-day enrichment deadline, and 14-day Minimum Prior Bookings checkpoint — alerting the USER at each stage.

Alerts
10

Generate Summary Report

Produce a final summary showing total leads collected, enrichment success rate, and readiness status for the Cold Email System handoff.

Reporting
Data Structure

Leads Spreadsheet Columns

19 standardized columns for every Leads Spreadsheet, including CRM integration fields pulled from the Cold Email System.

Company Name
Booth Number
Contact First Name
Contact Last Name
Contact Title / Role
Contact Email
Contact LinkedIn URL
Company Website
Source
Enrichment Status
Notes
Trade Show Name
Trade Show Year
Date Added
BlueForest Industry
BlueForest Niche
BlueForest Segment
BFS Segment ID
Region
CRM Fields — The last 5 columns (purple border) are pulled from the BlueForest Cold Email System for CRM integration.
Tech Stack

Tools & Infrastructure

The technology powering every layer of the Trade Show Lead Collection System.

Claude Code

  • Planning & coding
  • Chrome Extension for web browsing
  • Google Workspace MCP
  • Homebrew & Python

Google Workspace

  • Google Sheets — lead data
  • Google Docs — planning docs
  • Apps Script — automations
  • Looker Studio — dashboards

Trigger.dev

  • Complex multi-step automations
  • AI-powered workflows
  • Scheduled enrichment runs

Cloudflare

  • Status page hosting
  • Pages or Workers
  • User-facing monitoring dashboard

Enrichment Tools

  • HubSpot — CRM data
  • Apollo — contact discovery
  • LinkedIn — professional profiles
  • Web research — company info

Cold Email System

  • Downstream handoff target
  • Automated email sequences
  • BlueForest CRM integration
  • Segment-based targeting
Glossary

20 Key Definitions

Standardized terminology shared between the Trade Show Lead Collection and Cold Email systems.

USER
The person who initiates research on a new trade show and sees it through to completion.
Leads Spreadsheet
A list of key representatives from the exhibitor list, built as a Google Sheet with 19 standardized columns.
Minimum Expenses
The minimum cost to send one video producer (usually Ammon) and hire one local crew member to assist.
Show Revenue Goal
The minimum revenue needed to justify attending the show.
Show Budget Spreadsheet
A standard budget spreadsheet stored alongside planning docs with costs, minimum expenses, projected and actual sales.
Minimum Prior Bookings
The minimum bookings needed 2 weeks before the show to justify booking travel and accommodations.
BlueForest Cold Email System
A system (under development) where these leads are fed to fuel automated email sequence outreach.
BlueForest CRM
Custom-built tool (under construction) to organize contacts, companies, lead status, and deal history.
BlueForest CRM Object
Two main types: COMPANIES and CONTACTS, with defined information flows between them.
Company
A CRM object containing all information about a company BlueForest wants to or has worked with.
Contact
A CRM object containing all information about an individual BlueForest wants to or has worked with.
Lead
A new CONTACT entered into the BlueForest CRM that can potentially receive cold sales emails.
Exhibitor
A COMPANY that regularly exhibits at any trade show.
BlueForest Segment
A set of CRM filters that creates a targeted list for email or other sales/marketing efforts.
BFS Segment ID
A unique 3-digit number identifying a BlueForest Segment, sourced from the BlueForest Segments spreadsheet.
Region
One of 13 distinct world regions used when creating segments, defined in the Regions sheet.
Primary Trade Show
A trade show identified as a target for BFS sales and marketing efforts.
Cold Email Dashboard
A Looker Studio dashboard displaying key information about Cold Email performance metrics.
BlueForest Industry
An approved industry name and description used in the CRM, sourced from the industries & niches spreadsheet.
BlueForest Niche
A subset of a BlueForest Industry. Multiple niches per industry allowed, but no duplicate niche names across industries.
References

Key IDs & Links

All the identifiers and paths this system needs to operate.

Google Doc (Overview)
1Ib5M94pLrovRrfRSn-_CPDWikQ5bbYCIH-fhsweC7no
Leads Spreadsheet Template
1JipXpumBUcNgU_EOliiAHpmx9HRs5qT3uNGQtI9ek_w
Local Project Folder
~/Desktop/Claude Folders/BlueForest/Sales and Marketing/Trade Shows/Trade Show Lead Collection
Cloudflare Status Page
(to be configured)
User Email
ammon@blueforeststudios.com
System Building Dashboard
1ugCb_49EOKGbtRqmhaPmP685PtRVzgjOaTO8MfmhZ4A
V1 Progress Sync Apps Script
1jwgzRjzF1MZEeHBAXYNkOlGcQ35SYHFrttDmZGaGSSd6j2SEzH-xXxok