Active Leads
| Name / Org | Type | Stage | Last Contact | Follow-up Due | Action |
|---|
Prospect Qualification
Score a new prospect before reaching out. Brand alignment is the north star.
Brand Alignment — Must Embody At Least 2
Adventure / Outdoor Lifestyle
They lead, guide, or serve an audience that actively engages with outdoor or adventure experiences.
Required
Wellness & Mindfulness
Yoga, meditation, movement, mental health, or holistic lifestyle is part of their brand identity.
Required
Conscious / Sustainable Travel
They prioritize authentic, responsible, or meaningful travel over mass tourism.
Required
Cultural Immersion
Their audience values depth, local connection, and off-the-beaten-path experiences over tourist traps.
Required
Premium / Elevated Experiences
Their audience is willing to invest in high-quality, curated experiences — not looking for budget travel.
Required
Positive Signals — Bonus Points
Has an engaged audience of 1,000+
Email list, social following, or community — engagement matters more than raw numbers.
Has organized group experiences before
Retreats, events, tours, workshops — they understand the logistics of leading a group.
Charges their audience for experiences
They already monetize their community — they understand the value of premium pricing.
Actively creates content
Blog, social, newsletter, podcast — they communicate regularly with their audience.
Willing to co-promote the experience
They'll share the experience with their audience before, during, and after. Mutual amplification.
🚫 Disqualifiers — Stop If Any Apply
Budget signal is below $1,500 per person
AdZENtures does not operate below this threshold. No exceptions.
Disqualify
Group smaller than 6 people
Minimum viable group for a managed retreat experience.
Disqualify
Timeline under 60 days out
Less than 60 days is insufficient lead time for planning a fully managed experience.
Disqualify
Brand values misaligned (mass market, budget, or extractive tourism)
AdZENtures is quality over quantity. Misaligned partners dilute the brand and create friction.
Disqualify
Qualification Score
0 / 15 points
Quick Notes
Who is this prospect? What's the opportunity?
🧊 Cold Outreach
🌡 Warm Lead
📋 Intake Received
⚡ Objections
🎯 Closing
Cold Outreach Sequence
You identified them. They don't know you yet. Here's how to warm them up without being pushy.
1
Identify & Research the Prospect
Before any outreach, spend 10 minutes researching. What do they stand for? Who is their audience? Have they done group travel before? What destination might resonate?
Checklist Before You Reach Out
✓ Run them through the Qualification Checklist (minimum 2 brand alignment items)
✓ Check their Instagram / website for audience signals
✓ Note their community size, content style, and any travel history
✓ Identify which buyer type they are: Group, Corporate, or Creator
✓ Note a specific detail you can reference in your outreach (makes it feel personal, not canned)
✓ Check their Instagram / website for audience signals
✓ Note their community size, content style, and any travel history
✓ Identify which buyer type they are: Group, Corporate, or Creator
✓ Note a specific detail you can reference in your outreach (makes it feel personal, not canned)
2
Touch 1 — Send the Pitch Deck Email
First contact. Keep it warm, brief, and personal. Reference one specific thing about them. Attach the pitch deck website link — let them explore at their own pace. Do not send the intake form yet.
Email Template to Use
Use: Cold Outreach — Touch 1 (Pitch Deck)
Personalize the opening line with something specific you noticed about them or their community.
Include: Link to the pitch deck website.
Do NOT include: The intake form link yet. Let the deck do the work first.
Personalize the opening line with something specific you noticed about them or their community.
Include: Link to the pitch deck website.
Do NOT include: The intake form link yet. Let the deck do the work first.
?
Did they respond within 5 business days?
If YES — They Responded
Move them to Warm Lead flow. Send the intake form link and book a discovery call. See the Warm Lead tab.
If NO — No Response
Wait 5 business days, then proceed to Touch 2 below.
3
Touch 2 — Self-Serve Intake Form Follow-Up
They may not have had time, or may be curious but not ready to talk. Give them a way to move forward on their own terms — no call needed yet.
Email Template to Use
Use: Cold Outreach — Touch 2 (Intake Form)
Keep it light. Reference the pitch deck ("I hope you had a chance to look through..."). Give them the self-serve intake form link so they can share details at their own pace.
No pressure. No urgency. Just an open door.
Keep it light. Reference the pitch deck ("I hope you had a chance to look through..."). Give them the self-serve intake form link so they can share details at their own pace.
No pressure. No urgency. Just an open door.
?
Did they fill out the intake form or respond?
If YES — Form Submitted
Move to Intake Received flow. This is now a warm lead. See the Intake tab.
If NO — Still Silence
Proceed to Touch 3: the custom visual proposal. This is your best shot — make it feel real.
4
Touch 3 — Custom Visual Proposal (Research-Based)
This is the most powerful touch. Don't wait for them to fill out a form — build a personalized proposal on their behalf based on your research. Use the custom proposal HTML template. Pick a destination that fits their brand. Reference their audience. Make it feel like you already know them.
How to Build This
1. Use the custom proposal template
2. Fill in their organization name and a best-guess destination based on their brand vibe
3. Use AI (Claude) to draft personalized copy: describe their community and ask for retreat positioning
4. Upload to Netlify Drop → get a unique URL
5. Send with: Cold Outreach — Touch 3 (Custom Proposal)
Subject line: "I built something for [their name]"
2. Fill in their organization name and a best-guess destination based on their brand vibe
3. Use AI (Claude) to draft personalized copy: describe their community and ask for retreat positioning
4. Upload to Netlify Drop → get a unique URL
5. Send with: Cold Outreach — Touch 3 (Custom Proposal)
Subject line: "I built something for [their name]"
?
Still no response after Touch 3?
If YES — They Finally Responded
Move to Warm Lead or Intake flow depending on where they are.
If NO — Mark as Dormant
Update their stage to Dormant. Set a 90-day reminder. Do not continue outreach. Move on. Some leads need to marinate — they may come back on their own timeline.
Warm Lead Flow
They know you, they're interested, or you met in person. Move fast but don't rush. Curiosity is gold.
1
Acknowledge & Send Warm Intro Email
Within 24 hours of the warm connection. Reference exactly how you met or how they found you. Make it personal. Send the intake form — but frame it as "so I can build something specifically for you."
Email Template to Use
Use: Warm Intro — Post-Conference / Referral / DM
Personalize: How did you meet? What did they express interest in?
Include: Intake form link + pitch deck link as a reference.
Tone: Excited, genuine, not salesy. You're starting a conversation, not pitching.
Personalize: How did you meet? What did they express interest in?
Include: Intake form link + pitch deck link as a reference.
Tone: Excited, genuine, not salesy. You're starting a conversation, not pitching.
?
Did they fill out the intake form?
If YES
Move to Intake Received flow immediately. Book the discovery call.
If NO — within 3 days
Send a light follow-up. Offer to jump on a quick 15-min call instead — some people prefer to talk before filling out forms. Use: Warm Follow-Up — Offer a Call
2
Discovery Call
This is the most important conversation. Your goal is to listen, not pitch. Understand their vision, their group, their goals, and their budget — then reflect it back to them.
Questions to Ask
• Who is your group and what do they have in common?
• What would make this experience a success for you?
• Have you organized group travel before?
• What destinations are you dreaming about?
• What's your ideal timeline and group size?
• What's the price point your group is comfortable with?
• Are you looking to generate profit, break even, or subsidize the trip?
• What would make this experience a success for you?
• Have you organized group travel before?
• What destinations are you dreaming about?
• What's your ideal timeline and group size?
• What's the price point your group is comfortable with?
• Are you looking to generate profit, break even, or subsidize the trip?
After the Call
Send a recap email within 2 hours. Summarize what you heard, confirm next steps, and give them a timeline for the proposal. This shows professionalism and builds trust.
Intake Form Received
They raised their hand. Now make them feel like they made the right call.
1
Review & Respond Within 24 Hours
Speed signals professionalism. Review their intake thoroughly before responding — reference specific things they mentioned so they know you actually read it.
Before You Respond, Check
✓ Is their budget realistic? ($1,500+ pp minimum)
✓ Is their timeline workable? (60+ days preferred)
✓ Is their group size viable? (6+ people)
✓ Does their vision align with destinations we offer?
✓ Do they want to generate profit, or just cover costs?
✓ Is their timeline workable? (60+ days preferred)
✓ Is their group size viable? (6+ people)
✓ Does their vision align with destinations we offer?
✓ Do they want to generate profit, or just cover costs?
?
Does the intake check out?
If YES — Qualified
Send the discovery call booking link immediately. Use: Intake Response — Let's Talk
Warm, excited, personal. Reference one specific thing from their form.
Warm, excited, personal. Reference one specific thing from their form.
If Budget Is Low
Don't disqualify immediately. Educate first — share the pricing breakdown and explain the value. Some clients don't know what's possible. If they can't get to $1,500pp minimum, gracefully decline and offer to stay in touch for future. Use: Pricing Education Email
If Timeline Is Too Short (<60 days)
Be honest. Explain that our lead time is a minimum of 60 days for a managed experience. Offer to plan for the next available window. Don't try to rush a bad experience into existence.
2
Discovery Call → Build Custom Proposal
After the discovery call, escalate to Lindsey for program planning. Build the custom proposal using the HTML template. Personalize every section. Send within 5 business days of the call.
Escalate to Lindsey If
• Client wants a destination not currently in the catalog
• Client needs a lower wholesale rate to hit their profit goal
• Deal size is over $50K total (large corporate or group 20+)
• Special programming or unique requests outside standard inclusions
Contact: WhatsApp Lindsey directly at +1 512-222-7336
• Client needs a lower wholesale rate to hit their profit goal
• Deal size is over $50K total (large corporate or group 20+)
• Special programming or unique requests outside standard inclusions
Contact: WhatsApp Lindsey directly at +1 512-222-7336
Handling Objections
The most common stalls and how to move through them with integrity — never pushy, always helpful.
Objection: "It's too expensive"
They like the idea but balk at the price point.
Response Strategy
Don't discount immediately. Educate first:
"I completely understand — and I want to make sure you're comparing apples to apples. Our pricing is all-inclusive: accommodation, all meals, every activity, local guides, transport, daily wellness programming, and a dedicated on-site lead. When you break it down per day, it's often less than a mid-range hotel with meals and excursions booked separately — and infinitely more memorable."
If they still can't meet minimum: escalate to Lindsey to explore Tier 3 pricing options.
"I completely understand — and I want to make sure you're comparing apples to apples. Our pricing is all-inclusive: accommodation, all meals, every activity, local guides, transport, daily wellness programming, and a dedicated on-site lead. When you break it down per day, it's often less than a mid-range hotel with meals and excursions booked separately — and infinitely more memorable."
If they still can't meet minimum: escalate to Lindsey to explore Tier 3 pricing options.
Objection: "I need to think about it"
They've gone quiet after the proposal. Classic stall.
Response Strategy
Give them 5 business days, then send a light check-in. Don't ask "have you decided?" — instead, add value:
"Hey [Name] — just wanted to share that [destination] dates for [season] tend to fill up quickly, especially [specific property/experience]. Happy to hold your spot informally while you think it through — no commitment needed yet. Anything I can clarify or help you think through?"
If still no response after 2 follow-ups: move to Dormant. Some clients need 3–6 months to come back.
"Hey [Name] — just wanted to share that [destination] dates for [season] tend to fill up quickly, especially [specific property/experience]. Happy to hold your spot informally while you think it through — no commitment needed yet. Anything I can clarify or help you think through?"
If still no response after 2 follow-ups: move to Dormant. Some clients need 3–6 months to come back.
Objection: "My group isn't sure they want to commit"
They want to do it but their group is hesitant.
Response Strategy
Offer to create a short-form "group teaser" — a one-page visual overview of the experience they can share with their group. This does the selling for them.
"A lot of our partners find it helpful to share a visual overview with their group before committing. I can put something together for you to share — makes it easy for people to say yes."
Use the custom proposal template to create a guest-facing version.
🎨 Custom Proposal Template
"A lot of our partners find it helpful to share a visual overview with their group before committing. I can put something together for you to share — makes it easy for people to say yes."
Use the custom proposal template to create a guest-facing version.
Objection: "We want a destination you don't offer"
They have a specific destination in mind that's not in the current catalog.
Response Strategy
Do not say no immediately. Escalate to Lindsey.
"That's actually a destination we've been keeping an eye on — let me check with our program team on feasibility and lead time. Can I come back to you within 3 business days?"
WhatsApp Lindsey with: the destination, group size, dates, and budget. Lindsey will assess whether it's worth scouting or if there's an existing partner network to leverage.
💬 Escalate to Lindsey
"That's actually a destination we've been keeping an eye on — let me check with our program team on feasibility and lead time. Can I come back to you within 3 business days?"
WhatsApp Lindsey with: the destination, group size, dates, and budget. Lindsey will assess whether it's worth scouting or if there's an existing partner network to leverage.
Objection: "The profit margin isn't enough for us"
They want to charge their group more or need a lower wholesale rate.
Response Strategy
This is a wholesale rate conversation — requires Lindsey's approval.
Step 1: Understand their target margin. What do they need per person?
Step 2: WhatsApp Lindsey with: destination, group size, dates, current wholesale rate, and the margin they're asking for.
Step 3: Lindsey will respond within 24 hours with a yes, a counter, or an alternative.
Do NOT promise a lower rate without approval.
💬 Margin Approval — WhatsApp Lindsey
Step 1: Understand their target margin. What do they need per person?
Step 2: WhatsApp Lindsey with: destination, group size, dates, current wholesale rate, and the margin they're asking for.
Step 3: Lindsey will respond within 24 hours with a yes, a counter, or an alternative.
Do NOT promise a lower rate without approval.
Situation: They've gone completely dark (ghosting)
No response to 2+ follow-ups across 2+ weeks.
Response Strategy
Send one final "breakup" email. Honest, warm, zero pressure:
"Hey [Name] — I know life gets busy and timing isn't always right. I don't want to keep filling your inbox, so this'll be my last note for now. If AdZENtures ever feels like the right fit for your group down the road, the door is always open. Wishing you the best in the meantime."
Then: mark as Dormant. Set a 90-day reminder to check back in.
"Hey [Name] — I know life gets busy and timing isn't always right. I don't want to keep filling your inbox, so this'll be my last note for now. If AdZENtures ever feels like the right fit for your group down the road, the door is always open. Wishing you the best in the meantime."
Then: mark as Dormant. Set a 90-day reminder to check back in.
Closing the Deal
They said yes. Now make the handoff seamless and set the experience up for success from day one.
1
Verbal Commitment Received
They've said yes. Move fast — within 24 hours — to formalize before momentum fades.
Immediate Next Steps
✓ Send the partnership agreement for signature (DocuSign or PDF)
✓ Send the 50% retainer invoice
✓ Confirm dates and destination in writing
✓ Notify Lindsey via WhatsApp — she takes it from here on program planning
✓ Send the 50% retainer invoice
✓ Confirm dates and destination in writing
✓ Notify Lindsey via WhatsApp — she takes it from here on program planning
2
Retainer Received — Lock It In
Once the 50% retainer clears, Lindsey locks in accommodation and begins vendor coordination. Your job: keep the client warm and informed.
Payment Schedule
• 50% retainer — due within 10 business days of agreement signing. Secures dates, accommodation, and services.
• 25% — due 6 months before departure
• 25% final — due 30 days before departure
Deposits are non-refundable and non-transferable. Remaining payments may be applied to future bookings if client cancels.
• 25% — due 6 months before departure
• 25% final — due 30 days before departure
Deposits are non-refundable and non-transferable. Remaining payments may be applied to future bookings if client cancels.
3
Update Pipeline & Log the Win
Move the lead to Closed Won in the pipeline. Log notes with key details. This data helps us get smarter over time.
What to Log
✓ How they found us
✓ Which outreach touch converted them (Touch 1, 2, 3, warm, referral?)
✓ Total deal value
✓ Destination and dates
✓ Any objections overcome and how
✓ Which outreach touch converted them (Touch 1, 2, 3, warm, referral?)
✓ Total deal value
✓ Destination and dates
✓ Any objections overcome and how
Resources & Templates
Everything your sales manager needs, one click away.
Outreach Emails
Cold Outreach — Touch 1
First contact email. Includes pitch deck link. Personalize the opening line before sending.
Cold Outreach — Touch 2
Follow-up with self-serve intake form link. Light, no pressure, open door.
Cold Outreach — Touch 3
Custom visual proposal email. Most powerful touch. Personalize heavily.
Warm Intro Email
Post-conference, referral, or DM follow-up. Excited and personal. Includes intake form.
Post-Discovery Recap
Send within 2 hours of the discovery call. Summarizes what you heard and next steps.
Breakup Email
Final outreach for ghosting leads. Warm, zero pressure. Leaves the door open.
Tools & Links
AdZENtures Pitch Deck
The B2B partnership pitch deck. Share in Touch 1 cold outreach and warm intro emails.
Client Intake Form
Self-serve intake form. Share in Touch 2 cold outreach and all warm lead emails.
Custom Proposal Template
Personalized HTML proposal. Use for Touch 3 cold outreach and post-discovery proposals.
WhatsApp Lindsey
Escalate margin approvals, new destinations, large deals, and closed wins directly.
Netlify Drop
Publish a custom proposal HTML file and get a shareable URL in seconds.
Partner Email
partner@goadzenture.com — the main B2B contact email for all partner inquiries.