2025 APIC Annual Conference and Expo

Instructions

  • For email transmissions, you must be an exhibitor, advertiser, or sponsor of the 2025 APIC Annual Conference and Expo.  For Information on becoming an exhibitor, advertiser, or sponsor, please follow this link.  

  • All marketing materials require approval before distribution and must include the following disclaimer:  This email is being sent on behalf of (Exhibitor/Sponsor Name) and is not part of the official APIC25 program as planned by APIC. This content is neither sponsored nor endorsed by APIC.

  • All mentions of the event in marketing communications—including the email message, subject line, and pre-header text—must be displayed in one of the following approved formats:

    • APIC25 Annual Conference & Expo
    • APIC25

  • Use of the APIC25 logo in all email messages must be approved in advance. Please complete the logo request form here or download a copy and email it to Alicia Fresquez.

  • Please contact us or view the instructions for assistance.

Sign Up for Eblast Schedule

Sign up to be notified when dates become available.  Once dates are available, you can bypass this form and secure your date.

Get Notified

Reserve Deployment Date

Reserve date for your eblast ASAP to ensure you secure the date and time you prefer.

Reserve Now

Submit Message for Approval

All marketing materials are subject to approval prior to distribution.  Messages should be in .html format but can be submitted via PDF at this stage. 

  • All marketing materials are subject to approval prior to distribution and must display the required disclaimer above.
  • All mentions of the APIC Annual Conference on eblasts (including the subject line and pre-header text) or other communications must be displayed as outlined above.
  • All links must be live.
  • All images should be included.
Submit Content

Prepare for Eblast

Email Message: All messages must be in .html format and include the required disclaimer above.  A text version is requested, but not required.

If you require assistance with creating your message in HTML format, please contact us for more information.

  • HTML Version: (.html file format). All images should be hosted. Image hosting is available for a small additional fee.  If you would like assistance, please inquire for a quote.
  • Plain text version: no dynamic links (they should all be spelled out), no images or special characters. (.txt file format).  This is not required but is suggested for recipients that have high-security settings and only receive plain text messages.

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 the following text: ‘View Online’ or “View in Browser”.  For the link use: # (we will edit & add the link) or {{~~ViewAsHtml~~}} (this tells the system to add the link automatically once your email is set up).

CAN-SPAM Footer (Opt Out Text):  We add the opt-out text.  Please include a blank row at the bottom of your email as a placeholder.

From Line: The from line of each message will say: APIC 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.

Questions?

Eblast Setup Form

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

Please Note:

  • This is not the form you already completed when you registered and/or paid.  This form simply requests the information needed to setup your eblast for testing and deployment.
  • Each transmission includes 2 test messages. Additional tests will incur an additional fee per test.
  • Creative 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.
Complete Setup

Guidelines

General Guidelines

Email Deployment-

  • All marketing materials are subject to approval prior to distribution and must display the required disclaimer.
  • All mentions of the event must be displayed as requested.
  • All orders (setup forms) must be submitted by your cutoff date.
  • Each transmission includes 2 test messages.  Additional tests may incur a fee per test.
  • Do not add a CAN-SPAM Footer/Opt-Out Statement.  One is provided.  If you need to review the text for internal approval, please contact us.

Need to convert your message to HTML? We offer custom HTML template creation services. Additional fees apply. Contact us for more details.

Suggestion:   Consider including a contact method in your email/mailer so attendees can easily reach you if needed.

Mailing List (if available)- 

  • All marketing materials are subject to approval prior to distribution and must display the required disclaimer.
  • All mentions of the event must be displayed as requested.
  • All lists must be sent to a bonded mail house/printer.
Questions?

HTML Guidelines

1. General Email Coding Guidelines

  • Use tables for layout instead of divs, as many email clients do not support complex CSS positioning.
  • Stick to basic HTML (avoid JavaScript and external CSS, as most email clients block them).
  • Keep your design simple by using table-based layers and avoiding HTML floats or positioning.
  • The width of your emails should be 600-800 pixels (must be a whole-number pixel value).

2. Inline CSS for Styling

  • Use inline styles instead of external stylesheets.
  • Keep styles simple: font styles, colors, padding, and margins.
  • Use fallback fonts to ensure consistency across email clients (e.g., font-family: Arial, sans-serif;).

3. Fonts in Emails

  • Use whole-number font sizes (e.g., 10px instead of 9.5px).
  • Email-Safe Fonts: Arial, Courier New, Georgia, Helvetica, Lucida Sans, Tahoma, Times New Roman, Trebuchet MS.
  • Web-Safe Fonts: Lato, Open Sans, Oswald, Oxygen, Poppins, Quicksand, Merriweather, Raleway, Roboto, Rubik, Ubuntu.
  • Custom fonts may not display properly in all email clients. Limit their use to logos or images.

4. Responsive Design (Mobile-Friendly)

  • Use media queries for responsiveness (note: not all email clients support them).
  • Make sure text and images are mobile-friendly (use a 600px width for the email body).
  • Ensure links are easily visible and clickable on mobile devices.

5. Images & Accessibility

  • Use img tags with alt text for accessibility and fallback support.
  • Keep image file sizes lightweight. Example: A complex JPG at 500px by 500px should be around 100kb.
  • Make sure image dimensions use whole-number pixel values.
  • Do not design an email that is one large image—this increases the risk of spam filtering and reduces accessibility.

6. Avoid Unsupported Features

  • No JavaScript (most email clients block it).
  • Avoid complex CSS like flexbox, grid, and background images (they may not render properly).
  • Do not use Flash-based elements. If you need animation, use a .GIF instead.
  • Do not use a PDF-to-Email converter or Word processing software—they generate incompatible code.

7. Additional Best Practices

  • Use as few columns as needed to keep emails simple and readable.
  • Avoid overlapping visual elements.
  • Include text content in the email—never send an email with only an image.
  • If you’d like a view online link, include a blank row at the top with one of these: “View Online” or “View in Browser”
    • Use # as a placeholder, or {{~~ViewAsHtml~~}} to have the system generate the link automatically.
  • Include a contact method—the send/reply address is not monitored in real-time.

8. Opt-Out & Compliance

  • An opt-out statement is provided, but you are not required to add one.
  • Include a blank row at the bottom as a placeholder.

9. Need Help?

Email coding is not as advanced as web design. You’re encouraged to use a dedicated email template builder. Plan Bee Direct can build your template for an additional fee. Contact us for a quote.

Want inspiration? Check out this example email template: View Example

Questions?

Subject Lines & Preheader Text

Email Subject Lines 

Here are some tips for effective subject lines:

  • Keep it short: Especially for mobile users, brevity is key.
  • Limit punctuation: Excess punctuation can make your email appear spammy.
  • Test and optimize: Regularly test different subject lines to learn what resonates with your audience.

 Character Limits by Platform

  • Gmail (Desktop): 70 characters
  • Gmail (Mobile): 38 characters
  • Yahoo Mail (Desktop): 46 characters
  • Yahoo Mail (Mobile): 40 characters
  • Outlook (Desktop): 60 characters
  • Outlook (Mobile): 30-40 characters
  • Apple Mail (Desktop): 60 characters
  • Apple Mail (Mobile): 40 characters
  • iPhone Mail App: 35 characters
  • Android Mail App: 30-40 characters

Tip: Most platforms display around 50-70 characters on desktop and 30-40 on mobile before truncating. To improve visibility, aim to keep subject lines under 50 characters for optimal display across all platforms.

Pre-Header Text (aka Snippet)

The optimal length for preheader text in email is generally 40-100 characters to ensure it displays fully across most email clients and devices. Here are some best practices to make the most of your preheader space:

  • Keep It Concise: Shorter is better to ensure it doesn’t get cut off. Aim for around 40-70 characters if targeting mobile viewers.
  • Complement the Subject Line: Use the preheader to add context or emphasize a call to action that supports the subject line, encouraging recipients to open the email.
  • Avoid Repetition: Don’t duplicate the subject line. Instead, provide a teaser or additional details to spark curiosity.
  • Front-Load Important Info: Mobile devices may cut off longer text, so place crucial words or phrases at the beginning.
  • Include a Clear Call-to-Action (CTA): If appropriate, add action words or phrases to prompt the reader to take the next step.
  • Avoid “Invisible” Filler Text: Many email clients show the first text in your email if you don’t specify preheader text. Don’t let boilerplate text or alt text appear in its place.

Keeping these tips in mind will help create preheader text that engages users and increases email open rates across platforms.

Questions?

HTML Template Request

Our responsive email templates ensure your emails look stunning and function flawlessly on any device. We specialize in creating adaptable designs that automatically adjust to various screen sizes, providing an optimal viewing experience for your audience.

Before we begin, please gather the following items to help us create your message:
  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.

Tips:
  • 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.
Request a Tempalte