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Conference Attendee Outreach Target List
Send the attendee list and your agenda, and get it grouped by company and cut down to the meeting slots you actually have.
River returns a sheet and a document. The sheet is the attendee list collapsed to one row per company, with the roles its people cover, the CRM state of the account, the owner who should send, and a rank by expected second meetings per slot spent. The document is the outreach message per tier, since the ask for an open opportunity, a current customer and three cold people from the same depot operator are three different asks, sent by three different people.
It starts from the agenda rather than the list. Subtract the keynotes your prospects will be sitting in, subtract your own booth cover, and three reps across a three-day show have 48 meeting slots between them. That is the number the list has to be cut to. Everything above it is either a promise you break or an email that had no slot behind it, and last time it was 412 emails chasing 18 held meetings.
Written for the SDR handed a list four weeks out, the account executive deciding which of their own accounts are worth a slot, and the marketer who paid for the stand. Run it four to six weeks out, before the organiser's networking app opens, since by then the good calendars are already gone. Fit across the whole book is the account scoring model, the hygiene pass is lead list cleanup, and the sequence is the outbound sequence pack.
Why the list was never the constraint
The Coldbridge hall is open 19.5 hours across three days. Take out the opening keynote, the morning plenary, the awards lunch and the closing panel, because your prospects are in those rooms, and 13.5 hours are left. One of the three reps has to be on the stand throughout, so 4.5 hours each go to booth cover. A 20-minute conversation costs 32 minutes once the walk to the meeting rooms is counted. Sixteen slots a rep, 48 in total.
Then group the list. Of 1,792 attendees, 1,076 companies, and 373 of those sent two or more people, which is 61 percent of the attendees. Scoring row by row throws that structure away. Across their last four events, a first meeting with two or more roles in the room led to a second meeting inside 30 days 58 percent of the time. A single attendee managed 19 percent. The two figures rest on 31 meetings and 112. So the rank is expected second meetings per slot, not fit.
Last time they sequenced all 412 ICP-fit attendees: 39 replies, 26 agreed, 18 held, 20 people met, 30 slots empty, and 16 of the emails went to companies nobody should have contacted. Grouped and capped, the invitation goes to 122 people at 82 companies and fills 47 of the 48 slots. Thirty-one meetings, 44 stakeholders, and 9.4 second meetings against 3.4. Same three reps, same three days, and 290 fewer emails.
How it works
Count the slots
The agenda minus the plenaries minus your booth cover, divided by what one conversation really costs.
Group by company
Collapse attendees into accounts, then record which of the roles you need each account has sent.
Match and suppress
Every account against the CRM, with live tenders under a no-contact clause and open escalations taken out.
Rank against capacity
Order by expected second meetings per slot, then cut the list at the point the slots run out.
What you get
- Meeting slots computed from the real agenda, minus the sessions your prospects will be sitting in
- The attendee list collapsed to one row per company, with the roles its people actually cover
- A rank by expected second meetings per slot, so a committee outranks a better single title
- Accounts under a tender no-contact clause or an open escalation suppressed before anyone drafts
- The sender named on every row, so no SDR emails an account somebody else already owns
- A standby order, so a slot released on the day goes to the next account
Common questions
The list has 1,792 names. Why would we only email 122?
Because there are 48 slots. An invitation with no slot behind it is either declined, which costs you the domain reputation, or accepted, which costs you a cancellation on the morning of day two. Last event they emailed 412 people and held 18 meetings, so 30 slots sat empty while 394 people were asked for time nobody had.
We paid the organiser for the list. Can we not sequence all of it?
Paying for a list buys the names, not consent. The FTC's guide is explicit that the law covering commercial email makes no exception for business-to-business messages, and each violating email carries a penalty of up to 53,088 dollars. Accurate headers, a real postal address and a working opt-out are the floor, whatever the shared-event framing.
Three targets are mid-tender. Surely a coffee is harmless?
It can lose you the bid. Florida requires every solicitation to carry a clause under which respondents or people acting for them may not contact any officer about any aspect of it. The bar runs until 72 hours after the intended award is posted, and breaking it may be grounds for rejection. An SDR is a person acting on your behalf.
Our SDRs score attendees by title and it works fine.
It works on the 39 percent of attendees who came alone. Pellingford Foods sent three: a network planning head, an integration lead and a depot manager. By title the planner ranks 41st of 412 and the other two do not rank at all. By account it is one of only 11 companies bringing all three roles you need. Their opening line is the account research brief.
What happens to the accounts that do not fit in 48 slots?
They go into a standby order, ranked the same way, so a cancellation on the day is filled in minutes rather than lost. Below that line the ask changes from a meeting to something that costs no slot: a stand visit at a named time, or one question you can answer in the corridor.
We are attending, not exhibiting. Does the maths change?
It gets better. Booth cover was taking 4.5 hours per rep out of 13.5, so without a stand each rep gains roughly eight slots and the list can be about half again as long. Put your own agenda in and it recalculates. Sessions you personally want to attend come out of the same budget.
How is this different from scoring accounts for fit?
Fit scoring ranks your whole book on how much you want them. This ranks a fixed list of people who will be in one building on three known days, against a hard capacity, and its top row is often a mid-fit account that sent three people. Run the account scoring model first and feed the tier in.
Conference Attendee Outreach Target List
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