Overview
Vendelux provides event attendee lists segmented by one of three confirmation statuses: confirmed, predicted, or late-confirmed. We deploy multi-channel outreach combining email sequences with cold calling to book meetings at industry conferences. Campaigns run 28 days before events.
Definition of Attendee Categories
When discussing event attendees, we assign each one into one of three buckets: confirmed, predicted, or late-confirmed. This tells us how to prioritize each attendee to ensure we’re maximizing our outreach.
Confirmed
- These are attendees that we have verified are actually attending based on our event intelligence and confirmation from our organizer partners.
- Because we know they will be in attendance, this category receives the highest priority for meeting booking and will mainly focus our outreach efforts here.
- This segment will receive both a sequence of 5 emails leading up to the event as well as a round of cold-calling to maximize getting their attention.
Predicted
- These are prospects who we have identified are highly likely to attend the event in interest based on patterns and predictive analytics, but they aren’t verified.
- In the weeks leading up to events, we consistently update our data as more attendees register, and many individuals initially listed as predicted will be moved to confirmed status.
- Since they aren’t confirmed yet, we assign them lower priority than individuals marked as confirmed.
- This segment also receives a sequence of 5 emails leading up to the event, but they will not get any cold calls from our team until they are marked as confirmed.
Late Confirmed
- These are attendees that we have confirmed are attending within 11 days of the event starting.
- Since this segment has been moved up from a lower status very close to the event, this group is assigned high urgency and we prioritize reaching out to them ASAP.
- Due to the compressed timeline, this segment will receive a sequence of 3 emails in the 1–2 weeks immediately leading up to the event.
Determining List of Recipients
Among the confirmed and predicted attendees, we decide who we will reach out to based on the criteria that your team provides or approves regarding your ICP.
Through the Vendelux platform, we have insight into a number of different criteria to filter out the most qualified prospects:
- Target titles and roles (ex: CEO, VP of Operations)
- Company employee count
- Company annual revenue
- Organization type (B2B vs B2C)
- Industry
- Geography
- And more…
Since attendee information such as job title or seniority is not always standardized, our data team is well-equipped in augmenting our lists to capture variations of the criteria to set to ensure we are maximizing our pool of attendees qualified to meet with your team.
For example, if you list “VP of Operations” as part of your ICP, we will expand our list to include any variations of this name, including “Vice President of Operations,” “VP Operations,” “VP Ops,” etc.
Timeline
28 Days Before the Event
- We find that this timeline is most optimal for engagement. However, we can launch closer to the event when absolutely necessary or kick off earlier due to specific circumstances (ex: holidays).
- Email intervals are staggered based on anticipated response patterns.
- We will prioritize confirmed attendees as we start our outreach.
11 Days Before the Event
- Last-minute event registrants start getting confirmed by our system, moving them to the Late Confirmed category.
- Email sequences are triggered for Late Confirmed attendees in the final two weeks leading up to the event.
24 Hours Before the Event
- Email reminders will be sent out to any attendee who has booked a 1:1 meeting with your team or registered for your team’s event.
- Confirmation will be sent of the time and location of the meeting.
Throughout the Campaign
- For confirmed attendees only, our team will be cold-calling over the weeks ahead of the event to serve as an additional touchpoint to reach your ICP.
- Within 8 hours of a meeting being booked, our team will reach out to the booked attendee, sending them a confirmation email including meeting details and a calendar invite.
What We Need From Your Team
In order to maximize the success of our outreach and book your team as many meetings possible, there are a few things needed from your team:
- Detailed description of your ICP
- The main pain points that accurately reflect your buyers’ reality
- Description of your product’s capabilities
- Calendar availability for meeting bookings
- Booth location (if your team is hosting a booth at the event in interest)
- Any event offerings, if applicable (ex: swag, giveaways, drinks)
