At a glance
A healthcare conference organizer replaced an open registration form with a Quotify pathway that qualifies, verifies and scores every exhibitor and sponsor prospect. After a one-week setup, 8 of 22 prospects signed in a four-month campaign, in 21 days on average.
| KPI | Result |
|---|---|
| Prospects entering the pathway | 22 |
| Prospects converted to exhibitors | 8 |
| Overall conversion rate | 36.4% |
| Average time to conversion | 20.75 days (~21) |
| Fastest recorded conversion | 14 days |
| Slowest recorded conversion | 29 days |
| Platform setup time | 1 week |
| Campaign duration | 4 months |
Industry: Healthcare and nursing conferences
Program: 1-week setup, then a 4-month exhibitor and sponsor campaign
Platform: Quotify, a qualification, verification and flame scoring engine
The client and the challenge
The organizer runs an annual conference for a nurse audience: RNs and other nursing professionals attending for continuing education and clinical networking.
Exhibitors and sponsors are typically healthcare vendors, medical device and supply companies, staffing agencies and continuing-education providers. Because the audience is clinical and credential-conscious, prospects needed to be qualified on relevance and budget, verified for legitimacy and scored consistently before being offered a booth or sponsorship package.
The old process had six gaps:
- A standard registration form with no qualification logic, so every submission looked the same.
- No consistent scoring, so sales spent equal time on low-fit and high-fit accounts.
- Pricing tiers applied inconsistently, creating friction in negotiation.
- No step to confirm a prospect's legitimacy before offering premium placement.
- Submissions reviewed and routed by hand, one by one.
- No live view of pipeline health or how long deals took to close.
What Quotify changed
In place of the standard registration form, the organizer used Quotify to run the exhibitor and sponsor pathway end to end: qualification, verification, scoring, pricing and conversion tracking in one system.
| Before | With Quotify |
|---|---|
| Standard registration form with no qualification logic | Qualification criteria defined: category fit, budget range and audience relevance |
| No consistent scoring | Four-tier flame scoring built on quote, verification and booking signals |
| Pricing tiers applied inconsistently | Exhibitor and sponsor tiers mapped to package pricing rules, giving sales a defensible starting point for every proposal |
| No verification of business legitimacy | OTP phone verification |
| Submissions reviewed and routed manually, one by one | Automated alerts for new prospects, flame-score changes and stage movement |
| No live view of pipeline health | Live pipeline view by stage, flame score and days-in-stage |
One-week setup
The full implementation was completed in one week, ahead of the four-month campaign.
| Day | Setup activity | Outcome |
|---|---|---|
| 1–2 | Account creation and team access | Sales, marketing and operations roles set up with role-based permissions |
| 2–3 | Notifications configured | Automated alerts for new prospects, flame-score changes and stage movement |
| 3 | Dashboard build-out | Live pipeline view by stage, flame score and days-in-stage |
| 4 | Quotify pricing configured | Exhibitor and sponsor tiers mapped to package pricing rules |
| 5 | Qualification criteria set | Category fit, budget range and audience relevance defined |
| 6 | Flame scoring model configured | Four-tier rules built on quote, verification and booking signals |
| 7 | Verification workflow tested | OTP verification and routing validated end to end |
Flame scoring and the pathway
Every prospect earns one to four flames through actions they take, and the score decides how fast sales follows up. This replaced manual review of form submissions.
| Flames | Signal | What it means | Routing |
|---|---|---|---|
| 4 | Appointment booked | Prospect books a sales appointment and moves straight to a live conversation | Sales first |
| 3 | Number verified | Prospect's phone number is confirmed by OTP | Sales first |
| 2 | Quote threshold reached | Requested quote value meets the qualifying threshold for an exhibitor or sponsor tier | Nurture queue |
| 1 | Quote requested | Prospect submits a quote request through Quotify | Nurture queue |
Results
Every recorded conversion took between 14 and 29 days, well inside the four-month campaign. That speed left room for a second qualification wave and for onboarding signed exhibitors before the event.
The headline KPIs are in At a glance above. The sample records below show the spread behind the 20.75-day average.
| Created | Converted | Days to convert |
|---|---|---|
| Apr 30, 2026 | May 21, 2026 | 21 |
| Apr 29, 2026 | May 28, 2026 | 29 |
| Apr 17, 2026 | May 6, 2026 | 19 |
| Apr 15, 2026 | Apr 29, 2026 | 14 |
Business outcomes and recommendations
The KPIs translated into a more predictable, better-focused sales motion.
- Sales effort went to high-intent accounts. Routing 3- and 4-flame prospects first let the team prioritize verified, high-intent accounts over cold submissions.
- Lower risk of late-stage drop-off. OTP verification at the 3-flame stage reduced the risk of unqualified or mismatched prospects reaching pricing conversations.
- Less negotiation friction. Consistent, tiered pricing gave sales a defensible starting point for every proposal instead of negotiating each deal from scratch.
- A live view instead of manual review. The dashboard replaced manual review of form submissions with real-time visibility into pipeline stage, flame score and days-in-stage.
Recommendations for future campaigns:
- Open a second qualification wave in Month 2 to backfill the pipeline as early high-flame prospects convert.
- Run a re-engagement track for the 14 qualified prospects who have not yet converted, since their qualification and verification are already done.
- Trigger proactive outreach for any prospect nearing day 21 without a flame-score increase.
- Track conversion time by entry flame tier to confirm whether higher-flame prospects convert faster, then refine the scoring weights.
Conclusion
Replacing an open registration form with a Quotify pathway (qualification, flame scoring and verification) gave the organizer a repeatable, data-backed process. 8 of 22 exhibitor and sponsor prospects converted, in as little as 14 days and 21 days on average, from a one-week setup.
Part of the Optimyzed Agentic Marketing Department
This program ran on Quotify, the conversion engine of the Optimyzed Agentic Marketing Department. The department is a revenue flywheel for service companies. It connects visibility, lead conversion, sales outcomes and continuous learning, so each completed opportunity helps the system generate better ones.
Quotify is one of two conversion solutions. It engages, qualifies, verifies and books buyer inquiries, which is the work it did for this organizer. The recommendations above map to other engines in the department:
| Recommendation from this campaign | Optimyzed engine that supports it |
|---|---|
| Re-engage the 14 qualified prospects not yet converted | Outreach Engine: reactivates and nurtures previous leads and existing prospects |
| Track conversion time by flame tier and refine scoring weights | Revenue Intelligence: shows where qualified opportunities stop progressing |
| Backfill the pipeline with a second qualification wave | Demand Engine and Discovery Engine: increase qualified opportunity volume |
Optimyzed does not deploy every engine by default. It starts with the constraint, then builds only what the evidence supports. See how the process works.
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