Submission Timeline for Attendee Email Deployments

Three weeks before your scheduled deployment date
If you hire Plan Bee Direct to design your email in HTML format, submit your email design request if you would like Plan Bee Direct to create the message. This allows time for design, review, and up to two revisions.

Two weeks before your scheduled deployment date
Submit a full copy of your message for review. Include all text, images, and working links so the message layout and content can be verified.

One week before your scheduled deployment date
Complete the setup form. Include a final version of your message in HTML format*.

* HTML format is required for any email that includes images, buttons, hyperlinks, or styled layouts. Plain text emails without links or images do not require HTML.

The following disclaimer is required on all emails and must appear exactly as written, with (SPONSOR) replaced by your company name:

This is being sent on behalf of (Sponsor). This company is neither sponsored nor endorsed by the Heart Rhythm Society.

An additional disclaimer will also be added for all industry-designed program marketing materials-

• Disclaimer for non-ACE events: This program is not part of Heart Rhythm 2027 as planned by the Heart Rhythm Program Committee. This event is neither sponsored nor endorsed by the Heart Rhythm Society. This event does not qualify for accredited continuing education (ACE) credit.
• Disclaimer for ACE events: This program is not part of Heart Rhythm 2027 as planned by the Heart Rhythm Program Committee. This event is neither sponsored nor endorsed by the Heart Rhythm Society.

If you do not include the required disclaimer in your email, Plan Bee Direct will insert it directly above the required opt-out statement in the footer.

For industry-designed program marketing materials, Plan Bee Direct will also insert the applicable ACE or non-ACE disclaimer. Please leave a blank row at the bottom of your email for the required disclaimer(s) and opt-out language, when possible.

You may also incorporate the disclaimer and opt-out language directly into your email footer using the text below.

Please do not modify the disclaimer or opt-out language beyond replacing (Sponsor) with your company name.

This is being sent on behalf of (Sponsor). This company is neither sponsored nor endorsed by the Heart Rhythm Society.

(ADDITIONAL ACE OR NON-ACE DISCLAIMER, IF REQUIRED)

You are receiving this email because of your relationship with Heart Rhythm 2027. If you do not wish to receive communications from Heart Rhythm 2027 industry partners such as this email, you may unsubscribe at any time. An opt-out from this email will opt you out of ALL emails from Heart Rhythm 2027 exhibitors and sponsors sent via this system.

This message was sent by The Heart Rhythm Society
1455 Pennsylvania Ave NW, Suite 400 | Washington, DC 20004

All mentions of the event (including subject line and pre-header text) should be displayed as follows:

Heart Rhythm 2027
#HRS2027

Why Choose Plan Bee Direct to design your email? 

• Brand Consistency: Ensure your email aligns with your brand’s identity, from colors and fonts to logos and messaging.
• Increased Engagement: Eye-catching, well-structured templates grab attention and encourage recipients to take action.
• Mobile Optimization: Responsive designs look great on any device, ensuring a seamless user experience.
• Time Saving: No rush fees & most design proofs are in your inbox same day.
• Affordable: Discounted rates offered for conference attendee email designs.

View Past Designs  •  Inquire  •  Order Design

All marketing materials are subject to approval prior to distribution.  This step is not required, but encouraged if you have a copy of your email prior to your cutoff date.

• All marketing materials including sessions that are planned by the HRS program committee. 
• All mentions of the event should be displayed as outlined above.

Email Message: All messages with images, hyperlinks, colors and/or special characters must be in .html format. A plain text version is suggested, but not required. If you require assistance with creating your message in HTML format, please follow this link if you would like a quote.

• HTML Version: (.html file format). All images should be hosted. Image hosting is available for a small additional fee. View tips and HTML Tips & Guidelines in the section below.
• Plain text version: Provide a .txt file with no images, no special characters, and no tracking or dynamic links. All URLs should be written out in full. This version is optional but recommended for recipients with high security settings who only accept plain text emails.

From Line:  The from line of each message will say: Heart Rhythm 2026 on behalf of (Your Company Name Here).  

Subject Line: Create a subject line for your message. You are encouraged to keep it under 50 characters to avoid truncating on computers. See section below form more information about subject lines on desktop and mobile devices.

Snippet/Pre-Header Text: When viewing an inbox, an email snippet is the very first line of text that your email recipient will see, following the email subject line. Some good practices when determining your snippet:

• Snippets should remain between 30-70 characters in length.
• They should be a continuation of the subject line.
• Include a specific, actionable CTA to encourage readers to open the message.

See section on Subject Lines & Preheader text below for more information.

Seeds/Decoy Email Addresses: Email addresses for yourself and colleagues (if requested). These email addresses will be used to send a test of each message for approval as well as the final deployment of your message.

View Online Link:  If you would like a view online link added to the top of your email, please include a blank row on top with following text:  ‘View Online’  or “View in Browser”.  For the link use: # (this will allow you to format the text how you’d like. We will replace the symbol with the placeholder code so a link is populated).

Disclaimer and CAN-SPAM Footer (Opt Out Text):  We add the disclaimer and opt out text.  Please include a blank row at the bottom of your email as a place holder, if possible. You are also welcome to add the text to the footer as outlined on the top of this page. If you do include the text, use # as the link for the words ‘unsubscribe here’ (this will allow you to format the text how you’d like. We will replace the symbol with the placeholder code so a link is populated).

All submissions should be sent at least two weeks in advance of your scheduled deployment date.

Please Note:

• This is not the form you already completed when you signed the e-agreement and/or paid for the opportunity. This form simply requests the information needed to setup your eblast for testing and deployment.
• Opt-Out Statement is provided. You are not required to add one.
• Required disclaimer will be added by Plan Bee Direct above the opt out statement.
• Each transmission includes 2 test messages. Additional tests will incur an additional fee per test.
• Email Design services are available. Fees will apply to convert messages to HTML or remove coding from a 3rd party system. Inquire for details.
• Transmission reports will be sent for each eblast after the event.

• Include a contact email address, phone number, or support link for attendee questions. The deployment send/reply address is not monitored in real time.
• Attachments are not permitted. Link to documents hosted online instead.

Approval and Submission

• All companies are limited to one deployment per day to protect performance and maintain a positive experience for attendees.
• Approval: All marketing materials require approval before distribution and must display the required disclaimer.
• Event name: Follow the event’s required wording and formatting whenever you mention the event.
• Submission deadline: Submit your completed setup form by your cutoff date, including the final HTML email file.
• Test messages: Each transmission includes two test messages. Additional tests are subject to a fee per test.
• Opt-out footer: Do not add your own CAN-SPAM footer or opt-out statement. Plan Bee Direct provides this footer for each conference. If you need the wording for internal approval, please contact us or refer to the Disclaimer/Opt Out section.

Email File Requirements

Please review these requirements before preparing your email or share this section with your designer.

• File format: Submit a finished, email-ready HTML file ending in .html. HTML arranges the text, images, and clickable links within your email.
• Email design: Build your message using an email builder or have an email designer prepare the file. A website layout, Word document, PDF, JPEG, or PNG does not replace a finished HTML email.
• Width: We recommend 600 pixels wide. Widths up to 800 pixels are accepted. There is no fixed height requirement.
• Mobile display: Your email should adjust for phone screens, with readable text and buttons.
• Text and images: Include live text, meaning words recipients select or copy. Do not submit the entire message as one large image. Important details should remain readable when recipients block images.
• Links: Include working destination links for buttons, registration pages, websites, and other linked content.
• Image hosting: Images must be available online so they display in recipients’ inboxes. If your team needs image hosting, Plan Bee Direct offers this service for an additional fee.
• Supporting files: If your HTML export includes a separate images folder, include the HTML file and image folder together in a ZIP file.
• Subject and preview text: Provide your subject line and the short preview text appearing beside or below the subject in the inbox.
• Attachments: We do not send attachments. Provide a PDF or other document for linking within the email.

Need help preparing your email?

Plan Bee Direct offers HTML email design for an additional fee. We work from your existing flyer, PDF, graphic, or supplied copy and branding. Contact us for a quote.

For technical instructions, see the HTML Tips & Guidelines tab.

Email Width and Mobile Display

• The desktop email width must be 600–800 pixels. A width of 600 pixels is recommended. Use whole-number pixel values for layout and image dimensions.
• Your email should be setup to adjust to smaller screens without horizontal scrolling. Text, images, buttons, and links must remain readable and usable on mobile devices.
• Media queries support mobile styling in some email clients. The message must remain usable when those styles are unsupported.

Email-safe fonts are the most reliable choice for HTML email. Common options include Arial, Courier New, Georgia, Helvetica, Lucida Sans, Tahoma, Times New Roman, Trebuchet MS, and Verdana. Font availability varies by device.

Web fonts such as Lato, Open Sans, Poppins, and Roboto have limited support across email clients. If you use a web font, list an email-safe fallback after your preferred font. The email client uses the next available font in the list, so the text might look different across inboxes.

Use whole-number font sizes, such as 16px, and specify your font and fallbacks in an inline style. For example, style=”font-family: Poppins, Arial, sans-serif; font-size: 16px;”. For best results, use even pixel values for font sizes, such as 14px, 16px, or 18px.

• Email Safe/Friendly Fonts (reliable option): Arial, Courier New, Georgia, Helvetica, Lucida Sans, Tahoma, Times New Roman, Trebuchet MS
• Web Safe Fonts (limited support): Lato, Open Sans, Oswald, Oxygen, Poppins, Quicksand, Merriweather, Raleway, Roboto, Rubik, Ubuntu.

Default fonts vary by app and device. When the email specifies no font, Gmail on the web typically uses Arial, Apple Mail on Mac uses Helvetica, and Apple Mail on iPhone and iPad uses San Francisco. Classic Outlook for Windows typically uses Aptos, while New Outlook for Windows uses Segoe UI. Classic Outlook sometimes displays Times New Roman when a web font fails to load. Set your own fallback to keep the design more consistent.

• Submit your message in HTML format using a table-based layout and simple code designed for email. Do not use Word-generated HTML or PDF-to-email converters.
• Use inline CSS for essential styling. Avoid layouts dependent on flexbox, grid, floats, positioning, or overlapping elements.
• JavaScript, iframes, embedded forms, and embedded audio or video are not accepted. Link to videos or other online content instead.

Image hosting: Host all email images online and reference each image in your HTML using its full, publicly accessible HTTPS URL. Do not embed image data directly in the HTML, including Base64 images. Some email apps won’t display images embedded this way.

Suggested display widths: Size each image to fit the space available in your layout. A banner with no side padding should match your email width, typically 600 to 800 px. In a 600 px email with 20 px of padding on each side, the banner should display at 560 px. For two equal columns in a 600 px email, start with 260 to 280 px per image, depending on padding and the gap between columns. Size logos and icons to fit their placement.

Image quality: For sharper images, export at up to twice the intended display width and set the smaller width in the HTML. For example, a 1,200 px banner file should display at 600 px. Let images scale down on mobile without stretching. Use JPG for photos and PNG for logos or graphics with transparency. Compress files before uploading.

Accessibility: Add short, descriptive alt text to meaningful images. Keep essential details such as dates, booth numbers, and calls to action in live text so readers still have the information when images are blocked.

Use full destination URLs for all links in your email. Bitly and other public link shorteners are not permitted because they hide the destination and increase the risk of spam filtering. UTM parameters are allowed on full destination URLs.

Live Text and Images

• Your email must include live text. Image-only emails are not accepted. Essential information must remain readable when images are blocked.
• Use HTML image tags and include descriptive alt text for informative images. Use empty alt text for decorative images.
• Compress image files for faster loading while preserving readability. Specify image dimensions using whole-number pixel values.
• Background images must include a fallback background color. Keep essential text and links accessible if the background image does not display.

The conference controls the attendee mailing list. Each sponsor email identifies the conference and sponsor in the “From” line using the format “[Conference Name] on behalf of [Sponsor Name].” The conference does not share attendee names or email addresses with the sponsor.

Each email includes one unsubscribe statement including a link from the conference. Attendees who use this link stop receiving all future sponsor emails for that conference. Their choice does not affect emails about their conference registration or membership.

Please leave your company’s unsubscribe or email preference links out of your submitted HTML. Those links update your company’s records only. An attendee who uses your link would stay on the conference list and could receive another email promoting your company after believing they had unsubscribed.

If you need the statement for internal approval, contact us or view the Disclaimer/Opt Out section for your conference.

If you plan to personalize your message, indicate where the name should appear when you submit your copy for testing/scheduling. Include the placeholder directly in your subject line or salutation so placement is clear.

Available personalization fields:

• First Name: first_name
• Last Name: last_name
• Full Name: fullname

Placement examples:

Subject line examples

• first_name, join us at Booth 2414
• first_name, see what’s new at _____
• Important update for you, first_name

Salutation examples:

• Hello first_name,
• Dear Dr. last_name,
• Hello fullname,

Title/Prefix examples using last name

• Dear Mr. last_name,
• Dear Ms. last_name,
• Dear Dr. last_name,

If possible, please include the placeholder (blue text) as shown above.

Note: If you are requesting personalization, include first name, last name with title/prefix, or full name for each testing address you add when you complete your setup form.

Adding Recipients for Tests and the Final Deployment

Enter the email addresses of everyone who should receive your tests and final deployment. Separate each recipient with a comma.

If your message uses personalization, include each recipient’s name before their email address. Match the name format to your selected personalization option:

First Name  Jane jane@example.com, John john@example.com

Last Name  Smith jane@example.com, Jones john@example.com

Full Name  Jane Smith jane@example.com, John Jones john@example.com

Your message must also include a greeting, as explained in the Personalization section (Dear, Hello,etc.)

Using a Title/Prefix with Last Name

If you select Last Name and want a greeting such as “Dear Dr. Smith,” include the title, such as Dr. or Ms., in your message.

If the title is missing from your message, include the same title with each recipient’s name so we know how to format the greeting:

Dr. Smith jane@example.com, Dr. Jones john@example.com

Titles are not available for every attendee record.

Quick Reference

Email Subject Lines Tips for effective subject lines:

• Keep it short. Mobile screens often cut off after 30–40 characters.
• Avoid excessive punctuation, symbols, or all caps.
• Test and optimize. Try different lengths and wording to see what works best.
• Remove unnecessary filler words.
• Use clear, direct language so recipients immediately understand the purpose of the message.

Character Limits by Platform

• Gmail: 70 characters desktop, 38 characters mobile
• Yahoo Mail: 46 characters desktop, 40 characters mobile
• Outlook: 60 characters desktop, 30–40 characters mobile
• Apple Mail: 60 characters desktop, 40 characters mobile
• iPhone Mail App: 35 characters
• Android Mail App: 30–40 characters

Tip: Most platforms show 50–70 characters on desktop and 30–40 on mobile. To improve visibility across devices, aim for subject lines under 50 characters.

Preheader Text (Snippet) Optimal preheader length is 80–100 characters. Recommended range is 100–120 characters, with a maximum of 130–150 characters. On mobile, only 30–55 characters often display, while desktop can show 100 or more. Place the most important words at the start to cover both. Best practices:

• Keep it concise. Avoid long filler text.
• Complement the subject line instead of repeating it.
• Add context, a teaser, or a call to action.
• Front-load important info to avoid truncation.
• Specify custom preheader text so the first lines of your email body do not appear in its place.
• Personalization, such as a recipient’s name, company, or city, can help increase relevance and engagement. Include a short call to action whenever appropriate. Emojis may be used sparingly if they fit the audience and tone of the campaign.

UTM tags help your analytics platform identify where website visits came from. For example, utm_source identifies the source, utm_medium identifies the channel, and utm_campaign identifies the campaign. If your tracking system uses a custom tag such as camp, use the name and value your system requires.

Add your tracking tags directly to the full landing page URL. Use ? before the first tag and & between tags. If the URL already contains a ?, use & to add your tags. Submit the complete tagged URL and avoid using Bitly or Plan Bee Direct’s redirect links.

UTM example
https://example.com/event?utm_source=conference&utm_medium=email&utm_campaign=fall2026

Custom campaign tag example
https://example.com/event?camp=fall2026

What should you include in your email to attendees?

Start with a strong headline and clear call to action. Add relevant booth or event details, speaker information, and a way to get in touch. Review or download our example for ideas and choose the elements suited to your message: View or Download

Keep Your Message Focused

• Use a clear headline, short paragraphs, and one main call to action. Keep columns to a minimum and avoid competing buttons or links.
• Use readable text sizes, consistent fonts, and a limited color palette. Make links easy to identify and buttons easy to tap on mobile devices.

Contact Method

• Include a contact method—the send/reply address is not monitored in real-time.

Use Images Selectively

• Choose images supporting your message. Aim for one to three images when practical.
• Compress files before submission. Around 100 KB is a useful target for many standard email images, depending on content and image quality.
• Use live text for essential details, including event dates, locations, and calls to action.

Optional View Online Link

• If you would like a browser-view link, include a separate row at the top labeled “View Online” or “View in Browser.”

Use # as a placeholder for Plan Bee Direct to replace with the system-generated link.

Optional Plain-Text Version

• You are encouraged to provide a matching plain-text version in .txt format for recipients using text-only email settings.

Include the essential message and write URLs in full. Omit images, HTML formatting, and dynamic link placeholders.

Template Examples

View past email templates:
https://planbeedirect.com/custom-email-templates/

Plan Bee Direct creates responsive HTML emails designed for desktop and mobile viewing. We also convert existing materials, including PDFs, Canva designs, flyers, and brochures, into email layouts. We rebuild your content for email delivery, adjusting the layout, text, images, and links as needed.

Email design services are offered at a discounted rate for conference attendee campaigns managed by Plan Bee Direct.

Note: Email design services are offered at a discounted rate for conference attendee campaigns managed by Plan Bee Direct.

1. Text Content: Include all the text and any links you’d like to incorporate in the message, clearly indicating their placement.
2. Images: Upload your logo and any other images you’d like to feature in the message.
3. Message Example (Optional): If you have an example or template in mind for how you’d like the message to look, feel free to upload it below. This will ensure we create a message tailored to your vision.

Follow this link to receive a quote in advance.

• Use images sparingly.
• Use standard web fonts.
• Keep the message focused on a single objective.
• Drive more clicks to your landing page with a clear & focused call to action.
• Include Links to Your Social Media Profiles.

Yes. We send a test once the content has been approved & setup form is received.

Yes. This is strongly encouraged since the send address is not monitored daily.

Yes. Plan Bee Direct can build your message as a responsive HTML email that will display properly on desktop & mobile. We offer this service at a discounted rate for these types of deployments. After you approve the proof, we load it into our email system and send a test email for your final approval. Find out more here.

Yes. Plan Bee Direct can convert PDFs into responsive HTML emails, ready for testing and deployment. For the fastest turnaround and lowest cost, please provide the email copy in a Word document or text file whenever possible, especially if the PDF is scanned or non-searchable. Find out more here.

Yes. Plan Bee Direct can convert Canva designs into email-friendly HTML templates while preserving your branding and layout as closely as possible. Please provide any images, fonts, and text used in the design to streamline the process. Find out more here.

Yes and no. You can send your message in Word or PDF format at the approval stage, but if you have images in your email (and/or hyperlinks, special characters, etc.), your email needs to be in HTML format. Plan Bee Direct can build your message as a responsive HTML email. We offer this service at a discounted rate for these types of deployments. After you approve the proof, we load it into our email system and send a test email for your final approval. Find out more here.

Three weeks before your scheduled deployment date
If you hire Plan Bee Direct to design your email in HTML format, submit your email design request if you would like Plan Bee Direct to create the message. This allows time for design, review, and up to two revisions.

Two weeks before your scheduled deployment date
Submit a full copy of your message for review. Include all text, images, and working links so the message layout and content can be verified.

One week before your scheduled deployment date
Complete the setup form. Include a final version of your message in HTML format*.

* HTML format is required for any email that includes images, buttons, hyperlinks, or styled layouts. Plain text emails without links or images do not require HTML.

No. We add an opt out statement to each message.

The conference controls the attendee mailing list. Each sponsor email identifies the conference and sponsor in the “From” line using the format “[Conference Name] on behalf of [Sponsor Name].” The conference does not share attendee names or email addresses with the sponsor.

Each email includes one unsubscribe statement including a link from the conference. Attendees who use this link stop receiving all future sponsor emails for that conference. Their choice does not affect emails about their conference registration or membership.

Please leave your company’s unsubscribe or email preference links out of your submitted HTML. Those links update your company’s records only. An attendee who uses your link would stay on the conference list and could receive another email promoting your company after believing they had unsubscribed.

Yes. While the disclaimer does not need to be displayed prominently, it must be displayed on each email. If you do not add it to your message, we will add it above the opt out statement.

Yes. Reports (aka metrics) with open and click rates are sent within two weeks after the conference ends.

No. The sending domain is used for all sponsors. Releasing any information to a third party campaign manager will expose metrics for every campaign. The only reliable way to access your own tracking is through tagged links (UTM codes) in the message. These feed into your own Google Analytics or Campaign Manager setup.

When creating the HTML, you will need to add your own UTM codes to each link and test them to make sure they work before submitting the HTML to us. This way you can track your campaign on your end.