Expert Follow Up

Follow up by email
o   ''After you have sent the first invitation you have to make a tracking list to track the responses of the people you’ve invited. See annex for example''

o   ''Answer swift and answer their questions accordingly. '''See annex for answers on most common questions'

o   Register those who confirm in the back office[1]

o   ''After 4-6 weeks send a reminder to those who didn’t respond. See annex''

o Do research on new investors and send them an invitation[2]

[1] Go to SOP Register people in BO for more information.

[2] See SOP on Research for investors for more information.

Follow up by phone
o  Closer to the event, contact invited people by phone instead of e-mailing.

o  Make a shortlist of high priority and tentative people to contact and search for their numbers

o  Prepare a short pitch[1] and a list of most important benefits and unique selling points of the event to have in front of you while calling.

o  ''When calling take into account time zones and lunch breaks. ''

o  ''Be short and confident with secretaries and telephone operators by using the persons (that you want to reach) full name and tell them you had contact by mail and are following up. ''

o  Take initiative and spark their interest before they automatically decline

o  Respond to their answers, ask why and ask what they want/need

o  If they decline make sure you know why (schedule, wrong sector, no financing)

[1] See SOP How to Pitch for more information

Keep them involved
o  For people who confirm keep them update about the event progress.

o  ''Repeat the date in your emails and their responsibilities so they don’t plan something else and can comment if they not agree with their role and responsibilities. ''

''Don’t SPAM them. Once every 6-8 weeks (and only if you don’t send anything else such as briefings one2one schedule and logistics ''

Profile
•   ''Make sure their profile in the BO is updated. See Annex for details''

You can either ask them to send you the information, or find it yourself and ask for permission to use it.