First Meeting Preparation & Closing
Mike Hoffmann
Vending Machine Expert
Master the art of preparation and closing for your first meeting with decision-makers to ensure successful business engagements.
Approaching the Decision-Maker the Right Way
After the receptionist hands you off, it’s time to secure the meeting with the actual decision-maker. This is where preparation matters. Most managers won’t be available during the pop-in, so follow your follow-up cadence until you get the meeting. And when you walk into that meeting, remember: your job is to listen, not pitch.
Checklist: Tools to Bring to the Meeting
Mock-up images (preferably of their space, taken during your pop-in)
Marketing flyer with strong visuals and value props
Tape measure in case they want a quick space check
Printed contract (yes, bring it—some sign on the spot)
Business cards and gift basket if you didn’t leave one earlier
This is your one shot to impress. Show up buttoned up.
Your Mindset: Listen. Listen. Listen.
Ask questions. Learn their pain points.
Are they unhappy with their current vending provider?
Are they paying a monthly minimum or facing understocked machines? Use everything they say to show that you solve their problems.
For example:
“It sounds like you’re tired of stocking issues. We track inventory remotely and restock proactively.”
Driving Engagement & Creating Urgency
Use confirming language like:
“It sounds like…”
“You mentioned…”
“So what I’m hearing is…”
Then tie it back to their priorities:
“When would you like this machine ready for your residents?”
“When do you want employees to start benefiting from better options?”
Don’t ask “When will you sign?”—ask “When do you want the service live?” That creates urgency they care about.
Prepping for Objections & Closing Smoothly
On the way to the meeting, rehearse your objection answers at least five times. Use the objection slide (from your internal prep materials) as a reference guide.
Common objections:
Revenue share demands
Questions about machine servicing
Concerns about product pricing or space
Rehearsed answers = confidence. Confidence = close.
Once they’re engaged, closing becomes natural. And once you close, leverage that win to attract the next property.
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Complete the following exercises:
1. Reflect on a recent meeting you had with a potential client or partner. Did you spend more time listening or pitching your product? Consider how asking more qualifying questions could have altered the outcome of that meeting.
2. Practice creating urgency from the client's perspective. Think about a service or product you offer and how it benefits the client's employees, tenants, or patients. Draft a few sentences on how you would communicate this urgency in a meeting.
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QUIZ
1. What is the primary focus when meeting with a decision-maker for the first time?
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Leave your comments and questions below.
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