conferences

pre and post show campaigns

get ready for your campaign!

  • All content and setup forms must be submitted two weeks in advance of your approved deployment date.

  • Requests for email templates must be submitted at least three weeks before the reserved deployment date.

  • CAN-SPAM Footer/Opt-Out Statement is provided. Do not add one.

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

Conferences

2025 AABB Annual Meeting

October 25-28

Learn more about the 2025 AABB Annual Meeting here.

2025 APIC Annual Conference and Expo

June 16-18, 2025

Learn more about the 2025 APIC Annual Conference and Expo here.

ASMBS Annual Meeting 2025

June 15-19, 2025

Learn more about the ASMBS Annual Meeting 2025 here.

ENDO 2025

July 12-15, 2025

Learn more about ENDO 2025 here.

ObesityWeek® 2025

November 4-7, 2025

Learn more about the ObesityWeek® 2025 here.

Olivia’s Light Pediatric Rare Disease Conference

June 9-10, 2025

Learn more about the Olivia’s Light Pediatric Rare Disease Conference here.

PCICS 2025 Annual Meeting/strong>

October 9-12, 2025

Learn more about the PCICS 2025 Annual Meeting here.

17th Annual Therapeutic Apheresis Academy

October 2-4, 2025

Learn more about the 17th Annual Therapeutic Apheresis Academy here.

2025 HCA Future of Cardiovascular Medicine Now

September 13, 2025

Learn more about 2025 HCA Future of Cardiovascular Medicine Now here.

Heart Rhythm 2026

April 23-26, 2026

Learn more about Heart Rhythm 2026 here.

T-Cell Lymphoma Forum

January 29-31, 2026

Learn more about the T-Cell Lymphoma Forum here.

Olivia’s Light Pediatric Rare Disease Conference

June 9-10, 2025 – Ended
Learn more about the Olivia’s Light Pediatric Rare Disease Conference here.

T-Cell Lymphoma Forum

January 29-31, 2026
Learn more about the T-Cell Lymphoma Forum here.

17th Annual Therapeutic Apheresis Academy

October 2-4, 2025
Learn more about the 17th Annual Therapeutic Apheresis Academy here.

Email Tips & Guidelines

Frequently Asked Questions

Templates are not provided. Each message varies by company.

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. 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 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.

No, attachments cannot be sent. If you want to share a PDF or another document, host it on your website and include a link in the email so readers can download it.

All content is due 2 weeks before your reserved deployment date, unless otherwise noted.

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

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 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.

The Buzz About Conference Email Deployments by Plan Bee Direct

Sponsors, Exhibitors and Advertisers

Very flexible and communicative! Would recommend!

Anthony Ramos - AVP, Healthcare Marketing, Synchrony Financial

I worked with Barbara Higgins on an email campaign for a high profile conference. Barbara was easy to work with, gave clear feedback, and provided timely communication. She remained flexible throughout the process and gave ideas to help with the campaign. Barbara is also just a pleasant person to interact with in general!

Julie Laughter, Director, HCP Marketing, Currax Pharmaceuticals

I couldn’t of done this without them. the professionalism and quality far exceeded expectations.

Tina Knight, Administrative Assistant , Geisinger Hospital

Plan Bee Direct helped us create an html formatted email to raise awareness of a breakfast symposium we held at a congress. We appreciate their high level of flexibility and responsiveness. We had a positive experience working with them.

Don K, Senior Director, Marketing, Orchestra BioMed

Barbara and I worked together for getting out emails for an event this past November. I was thoroughly pleased with the experience. The communication was transparent and frequent. Barbara was also very responsive to questions from my end.

Jennifer Lazarz, Marketing Manager, Medical Informatics Corp

We had a great experience with plan bee direct for our first tradeshow. We needed to created a html file for our marketing eblast and Barbara was extremely helpful to work with and her turnaround time was so quick! We appreciated her creative guidance and direction on the design and were very happy with the final product! I would definitely work with her again!

Rachel Welsh, Event Consultant, Kardium

It was great working with Barbara on a promotional email. Her template turned out great and the whole process was a breeze.

Max Pinch, Senior Content Marketing Associate, Baxter

Working with Barbara and Plan Bee Direct made the process of getting our promotional emails created, tested and sent for Heart Rhythm 2025 so simple and easy! She is very communicative and responds very quickly, or if there’s something urgent, she’s always available via phone.
She built all four of our emails (HTML files), which not only saved myself and my team time to work ahead, but she was patient while we were getting our content in. She was also willing to adjust deadlines if we needed it.

Overall, I would definitely work with her again for future events (I have already recommended to our MET team that we go this route for 2025/2026 events) – thank you SO much Barbara! You are beyond amazing!

Kasey Lanenberg, Customer Engagement Specialist , Boston Scientific Corporation

Conference Organizer’s

A Decade of Excellence: Why Barbara Higgins and Plan Bee Direct Are Simply the Best

I’ve had the distinct pleasure of working with Barbara Higgins for over a decade across a wide range of high-profile projects, including those at University of Virginia Health Continuing Education, the World Congress of Pediatric Cardiology and Cardiac Surgery, and Johns Hopkins All Children’s Hospital. In every instance, Barbara has delivered nothing short of outstanding service—on time, every time.

What truly sets Barbara and her company, Plan Bee Direct, apart in the crowded landscape of list service providers is her proactive, strategic approach. She doesn’t just fulfill requests—she enhances them. Barbara consistently offers thoughtful suggestions to improve email performance, boost read rates, and maximize marketing effectiveness. Her insights have directly contributed to the success of our conferences and courses, making her an indispensable part of our team.

Barbara is more than a vendor—she’s a trusted partner and a seamless extension of our UVA Health CE team. Her professionalism, attention to detail, and unwavering reliability make her one of the most valuable collaborators I’ve ever worked with. I can think of very few individuals I would recommend more highly.

If you’re looking for a partner who brings expertise, creativity, and a genuine commitment to your success, look no further than Barbara Higgins and Plan Bee Direct.

Melodye Farrar, Director of Continuing Education in Healthcare, University of Virginia
Barbara was wonderful to work with start to finish. She clearly laid out everything we’d need to do at the beginning and made sure to check in along the way to ensure everything was on track. She went above and beyond working with the sponsors to make their messages the best they could be and to get them the great reach possible. She responded quickly to my questions and laid out a simple process for the sponsors to follow. I’d definitely work with Barbara again and have recommended her to others within my organization.
Beth Pernerewski, CMP, Conference Manager, IMI Association Executives
Barbara is incredible! This was my first time deploying an email to conference registrants and she made it so easy. I greatly appreciated her expertise and willingness to take on extra work at the last minute. She’s organized, quick to respond, and provides clear anticipatory guidance. Highly, highly, highly recommend!
Kara Watts, Program Manager, University of Virginia

Barbara is responsive, flexible and just a wonderful partner. Her customer service goes above and beyond to keep our sponsors supported while ensuring they keep to our rules and regulations.

Martha Lindsey, Sr. Manager, Exhibits, Sponsorships & Grants, ASMBS