Please Note: These suggested cutoff dates allow time for setup, testing, and scheduling. If you’re unable to meet a cutoff, please contact your Plan Bee Direct representative as soon as possible. We’ll work with you to accommodate your timeline whenever scheduling allows.

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 email is being sent on behalf of (Exhibitor/Sponsor Name) and is not part of the official APIC27 program as planned by APIC. This content is neither sponsored nor endorsed by APIC.

If you do not include the disclaimer in your email, Plan Bee Direct will insert it directly above the required opt-out statement in the footer. Please leave a blank row at the bottom of your email for the disclaimer 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.

You are receiving this email because of your relationship with APIC. If you do not wish to receive communications from the APIC 2027 Annual Conference 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 APIC 2027 Annual Conference exhibitors and sponsors.

This message was sent by the APIC
1400 Crystal Drive, Suite 900 | Arlington, Virginia, 22202 | United States

Use of the APIC27 logo in all email messages must be approved in advance.

All event mentions in marketing materials, including the subject line and preheader, must appear as follows:

APIC 2027 Annual Conference
APIC 2027
APIC27

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  •  Request a Quote  •  Order Design

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. 

• The disclaimer and opt-out statement above will be added to the footer of every message.
• 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.

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  (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.

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 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.

1. General Email Coding Guidelines

• Use tables for layout instead of divs, as many email clients do not support complex CSS positioning.
• Include text content in the email—never send an email with only an image.
• 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.
• Suggested image width- 600-800px. (some larger images may not load quickly)
• Make sure image dimensions use whole-number pixel values.
• Keep image count low. Aim for 1 to 3 images

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.
• At this time, email platforms do not support Canva email templates, as iframe content cannot be displayed in sent emails.

7. Additional Best Practices

• Use as few columns as needed to keep emails simple and readable.
• Avoid overlapping visual elements.
• Include live text content in your email. Avoid sending image only emails, as they often trigger spam filters, display poorly on some devices and inboxes, and reduce accessibility for recipients using screen readers or blocked images. Live text improves readability, deliverability, and engagement.
• 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 to have the system generate the link automatically.
• Include a contact method—the send/reply address is not monitored in real-time.
• Limit links. Keep total links under 5 when possible
• Avoid URL shorteners. Use full, branded links only
• Maintain text balance. Do not send image-only emails
• Use clean HTML. Avoid pasted content from Word or PDFs
• Avoid spam trigger language. Skip phrases like "free," "guarantee," "act now"
• Limit formatting. Too many colors, fonts, or large text blocks can flag filters
• Use a clear CTA. One main action performs better than many competing links
• No attachments. Always link to them instead.
• Keep code simple. Overly complex layouts can trigger filtering
• Plain text version: Consider providing a text version in .txt format 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.

8. Opt-Out & Compliance

• An opt-out statement is provided; you are not required to add one. It is appreciated, but not required, to include a blank row at the bottom as a placeholder. If you require a copy of this text to get approved internally, please contact us.

9. Need Help?

Email coding is not as advanced as web design. You're encouraged to use a program dedicated to build your email in HTML format. Plan Bee Direct offers this service for an additional fee. Please contact us for more information and a quote.

Want inspiration? View some of the past templates we have built here.

What should you include in your email to attendees?

Every message is different, but there are a few things worth considering when planning your email. A strong headline, clear call to action, booth or event details, speaker information, and easy ways to learn more or get in touch all help attendees quickly understand your message and what you want them to do next.

Please view the example below for ideas as you plan your message. You don’t need to include every element. Choose what makes sense for your company, event, product, or service.

View or Download

We use a universal system font by default on our email designs because email clients only support a limited set of fonts. While custom fonts might display correctly in some email clients, they will default to a standard system font if not supported.

• Email Safe/Friendly 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.

Web-safe fonts and email-safe fonts are different. Web-safe fonts are specifically made for use on websites and can’t be found in operating systems or software. They’re added to websites using special tools. Email clients, like Gmail or Outlook, have their own set of email-safe fonts. These fonts may not be the same across all email clients. For instance, Gmail supports fonts like Open Sans and Roboto, but Outlook and Apple Mail don’t. However, if an email client doesn’t support a specific font, it will use a default font instead:  Apple Mail: Helvetica, Gmail: Arial, Outlook: Calibri.

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,

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 prefix, or full name for each testing address you add when you complete your setup form.

Quick Reference

Subject Line	Preheader
Optimal: 40–50 characters Recommended: 50–60 characters Maximum: 70 characters Mobile cutoff: 30–40 characters	Optimal: 80–100 characters Recommended: 100–120 characters Maximum: 130–150 characters Mobile cutoff: 30–55 characters
Best practice: Keep under 50 characters	Best practice: Keep it under 50 characters
Aim for 30 to 40 characters for improved mobile visibility. Keep key information and calls to action near the beginning. Tip: Use the preheader to support the subject line instead of making the subject line too long.	Aim for 30 to 55 characters for improved mobile visibility. Use the preheader to support and expand on the subject line instead of repeating the same wording. Note: If a custom preheader is not defined, some email clients may automatically display unintended text such as “View in Browser” links or other content from the top of the email.

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.

When you receive the send address from Plan Bee Direct, please whitelist it. Please follow this link for complete instructions.

The send domain for all deployments is eventsponsornews.com.

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.

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.

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.

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.