Targeted Mailings

Step1: Set basis of Event
-Ensure that the event website is complete -Create a query of contact to invite for the event -Set up a tracking sheet
 * All relevant information (location, date, topics) is at the website
 * All relevant sections are approved & published
 * See therefore SOP “Requesting a query” and “Cleaning a list”
 * Create an Google Excel  sheet with all contacts invited
 * Add the response received (declined, tentative, confirmed) in a conditional formatting formula


 * ​ ​ Tipp: (  Google Docs can be viewed by all employees working on the project by sharing, simultaneous work is possible) 

This tracking sheet will help you to keep an overview of the amount of responses and awaiting answers

Step2: Invitation Text
-Use the general invitation outline & adjust according to your event

-Clarify for which role you are inviting them -Inform about the benefits by joining
 * Companies to pitch
 * Experts for the selection committee and  as jury member onsite
 * Delegates to present as participants
 * Media

You can always use invitations from past events for inspiration (saved on G Drive)

Step3: Double check the outcome
-Always double check your invitation with 1 to 2 people
 * Ask if the invitation is catchy,  interesting & if all aspects are covered
 * Check the spelling and grammer

Step4: Send invitation
-Send all invitations (except if it’s only a small number) via Youssef, provide him with a :
 * Final version of the invitation text
 * Final version of the query
 * Subject name for the email
 * From which email account will the invitation be sent?
 * Any additional person needed in CC?

Step5: Tracking and follow up
-Keep track of the responses you receive on your invitation!
 * Use the tracking sheet to record replies & comments (confirmed, tentative, declined)
 * Keep an overview of the amount of reactions received

Adjust the timing of the reminder message on the amount of responses