attendee marketing solutions

Full-service pre/post-show email deployment for events.
Meeting your sponsors marketing demands made easy!

attendee marketing solutions

Full-service pre/post-show email deployment for events.
Meeting your sponsors marketing demands made easy!

Drive Sponsor Engagement with Attendees Before and After Your Conference with Expert Email Deployment

Looking for a cost-effective way to maximize the profitability of your attendee lists while boosting the value of your sponsorship packages? Add pre- and post-show targeted marketing opportunities to your next event with Plan Bee Direct.

Expert Email Deployment Services for Conferences

Let Plan Bee Direct manage your exhibitors’, advertisers’, and sponsors’ pre- and post-show email deployments. With our professional services, your partners can drive more booth traffic, enhance attendee engagement, and enjoy top-tier customer service.

Why Choose Plan Bee Direct?

We provide an affordable, full-service solution for:

  • Pre-Event Email Campaigns to build excitement and highlight sponsor offerings.
  • Post-Event Email Follow-Ups to continue the conversation and deliver lasting value.
  • Postal Campaigns: If your event offers a postal mailing list instead of email, or alongside email deployments, Plan Bee Direct manages that process as well. We follow the same content review and approval workflow and coordinate delivery of the list to the sponsors designated mailhouse or printer (if required). We even standardize the list for you before releasing it.

Plan Bee Direct specializes in Conference Email Deployment and Event Attendee Email Marketing, handling everything from order processing and email transmission to reporting and customer support.

Key Services We Offer

  • Campaign Management: Complete coordination of sponsor and exhibitor email campaigns from reservation through deployment. Sponsors follow a structured submission process, reducing the need for your team to manage schedules, collect files, track revisions, or follow up on deadlines.
  • Email Deployment: Targeted email delivery to registered attendees through a controlled scheduling process. Campaigns follow event guidelines, approved deployment windows, and established communication standards.
  • Custom Event Portal:  A branded set of pages created specifically for your event. Sponsors reserve deployment dates, submit campaign information, upload materials, and access instructions from one centralized location.
  • Live Support: Real-time chat and email support options are available throughout the campaign period. Sponsors connect directly with a knowledgeable team member for assistance with setup, scheduling, submissions, and troubleshooting.
  • Organizer Approval Portal: A secure approval system allows organizers to review and approve sponsor messages before deployment. Approval activity is documented to support oversight, consistency, and compliance.
  • Comprehensive Reporting: Detailed reporting provides visibility into delivery and engagement activity. Organizers and sponsors receive clear performance data for each deployment.
  • Sponsor and Exhibitor Coordination: Plan Bee Direct serves as the primary contact for sponsor communications related to attendee marketing. Questions, setup assistance, and campaign coordination are handled externally, reducing the workload on your internal team.
  • Content Review and Compliance: Sponsor materials are reviewed for formatting, required elements, and deployment readiness before scheduling. This helps reduce delays, incomplete submissions, and last-minute revisions.
  • Flexible Scheduling Management: Deployment dates and time slots are managed through a structured reservation process. Sponsors may request changes when availability allows, helping maintain fairness and organization throughout the campaign period.
  • Dedicated Event Branding: Each conference receives a customized experience with event-specific branding, instructions, forms, and communications designed to match your organization and attendee audience.

Plan Bee Direct is Trusted by Event Organizers and Sponsors: Feedback from organizers and sponsors appears below. Reviews highlight the responsiveness, organization, and support provided throughout the campaign process.

How It Works

  1. Sponsors Submit Requests: Sponsors, advertisers, and exhibitors submit email campaigns using our tailored online system.
  2. We Handle Everything: From targeting and personalization to transmission and reporting, we take care of it all.
  3. Pre and Post-Show Campaigns: Sponsors can reach attendees before the event to drive booth traffic and follow up after to solidify connections.

Benefits for Your Event

  • Boost Sponsorship Appeal: Offer targeted marketing opportunities to enhance sponsorship packages.
  • Generate Revenue: Provide email deployment as a paid option, creating a new income stream.
  • Increase Attendee Engagement: Help your sponsors and exhibitors connect directly with attendees.

Transparent Pricing

  • Low Flat Fee per deployment/mailing list: Affordable, straightforward pricing with no hidden costs.
  • No Setup Fees

Customer-Focused Service

With so many competitive events in every industry, exceptional customer service sets your event apart. At Plan Bee Direct, we prioritize:

  • Timely Communication: Always keeping you and your sponsors informed.
  • A+ Customer Support: Ensuring seamless execution for every campaign.

Who Benefits?

Our services are perfect for:

  • Annual conferences and trade shows.
  • Continuing education seminars and CMEs.
  • University Forums
  • Any event where targeted email marketing can enhance sponsor satisfaction and attendee engagement.

Frequently Asked Questions

Many organizations use email marketing platforms to manage conference invitations, reminders, and follow up campaigns. If you prefer not to purchase software or learn a new platform, Plan Bee Direct manages the entire deployment process for you. There are no monthly subscriptions, no setup fees, and no software to learn. We prepare, test, schedule, and deploy your conference emails from start to finish.

Automated conference email campaigns begin with a schedule. Most events include an initial invitation, reminder emails, last chance announcements, and post conference follow up messages. Plan Bee Direct works with you to schedule each deployment, test every email, and ensure messages are delivered on the correct dates. You provide the content. We handle the rest.

A successful pre conference email campaign usually includes:

• An announcement email introducing the event.
• Registration reminders.
• Early bird deadline notices.
• Speaker or exhibitor highlights.
• Final attendee reminders before the conference.

Spacing emails throughout the marketing timeline helps keep your audience engaged without overwhelming them.

The best solution depends on your needs. Many organizations prefer a managed service instead of purchasing an email platform. Plan Bee Direct provides conference email deployment services with no monthly fees, no setup fees, and no software to manage. We handle testing, scheduling, deployment, and reporting so your team can focus on the event.

Several companies offer email marketing software, but few specialize in conference attendee email deployments. Plan Bee Direct focuses on conference related email campaigns, including pre conference, onsite, and post conference messages. Our managed service removes the technical work from your team while providing professional testing, scheduling, deployment, and reporting.

Yes. After your conference, you’ll receive reporting that includes deliveries, unique opens, unique clicks, open rates, click rates, and other performance metrics, depending on the campaign. (Your sponsors will receive reports too!)

No. Plan Bee Direct provides a fully managed service. There is no software to install, no monthly subscription, and no setup fee. Simply provide your content, and we take care of the testing, scheduling, deployment, and reporting.

Conference attendee email services help event organizers, sponsors, and exhibitors communicate with registered attendees before and after an event. Services often include email design, testing, scheduling, deployment, and reporting. Plan Bee Direct provides a fully managed conference attendee email service with no monthly fees or setup fees, making it easy to reach attendees without managing an email platform yourself.

Yes. If you already have a design, we can convert it into a responsive HTML email. If you need a design from scratch, we also offer custom email design services. Every email is tested before deployment to help ensure consistent rendering across major email clients.

Yes. If you already have permission to contact attendees, Plan Bee Direct can deploy your email campaign on your behalf. We work with conference organizers, exhibitors, sponsors, agencies, and associations.

Successful conference emails are clean, mobile friendly, and focused on a single call to action. Common examples include:

• Registration invitations.
• Early bird deadline reminders.
• Booth visit invitations.
• Sponsored educational sessions.
• Product announcements.
• Post conference thank you emails.

Consider these factors:

• Ease of use.
• Deliverability.
• Mobile responsive emails.
• Reporting.
• Support.
• Cost.

If you prefer to avoid software subscriptions and technical setup, Plan Bee Direct offers a fully managed conference email deployment service. There are no monthly fees or setup fees, and we manage every step of the process for you.

Several companies offer email marketing software, but few specialize in conference attendee email deployments. Plan Bee Direct focuses on conference related email campaigns, including pre conference, onsite, and post conference messages. Our managed service removes the technical work from your team while providing professional testing, scheduling, deployment, and reporting.

Yes. Most conference email campaigns are scheduled weeks or months before the event. Planning ahead provides time for approvals, testing, and any revisions before deployment.

Yes. Every deployment includes test emails so you can review formatting, links, images, and personalization before your message is scheduled.

Yes. If you need help creating your conference email, Plan Bee Direct offers professional email design and HTML conversion services for sponsors, exhibitors, and event organizers. We create responsive emails that look great on desktop and mobile devices and are optimized for email delivery. Clients who use our conference email deployment service receive discounted design pricing, making it easy to have your email created, tested, and deployed through a single provider.

Let’s get started today

Partner with Plan Bee Direct to provide an exceptional pre- and post-show promotion experience for your sponsors and exhibitors. Contact us today to learn how we can help you increase event profitability and deliver outstanding results for your partners.

The Buzz About Conference Email Deployments by Plan Bee Direct

Sponsors, Exhibitors and Advertisers

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

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

Plan Bee Direct was incredibly helpful in creating and sending out marketing emails for a conference. They recommended great ideas and handled all the details for me, making the whole process quick and easy. I really appreciated their professionalism. Highly recommend them for anyone needing help with email marketing!

Sara Weber, Business Development, Atrility Medical

It was a pleasure working with Barbara and Plan Bee on email deployment for our satellite symposium during Obesity Week. Barbara was helpful, responded quickly to any questions or concerns, and each email was deployed smoothly. The Plan Bee site was easy to navigate and made uploading our content simple. I would definitely work with Plan Bee again.

Kish Woodward, Clinical Care Options

Barbara was extremely easy to work with. Her follow-through was great as was her enthusiasm to get our information out in a timely, efficient manner. She also followed up quickly with a campaign metrics report before I even thought of asking for one. I would highly recommend her services and hope to use her again in the future.

Claudia Pinto-Cooper, Associate Marketing Director, Ann & Robert H. Lurie Children's Hospital of Chicago

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

Barbara was instrumental in deploying two emails for our upcoming conference to drive booth traffic. The process was seamless—uploading our files into the portal was quick and easy. Barbara responded promptly to all inquiries, ensuring everything stayed on track. The email deployment was successful, and the metrics exceeded expectations. Thank you, Barbara!

Diane Pavlichko, IQVIA

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

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

Tina Knight, Administrative Assistant , Geisinger Hospital

Very flexible and communicative! Would recommend!

Anthony Ramos - AVP, Healthcare Marketing, Synchrony Financial

On behalf of our entire team, I want to extend our heartfelt thanks to you and your company for the exceptional service provided during our recent hospital recruitment conference.

Your dedication and attention to detail ensured that our company’s advertisement reached a wide and relevant audience, significantly enhancing our visibility throughout and following the event. We truly appreciate the effort you put into making this a success!
It was a pleasure working with you, and we look forward to partnering with you again for future events.

Ciara Richardson, Executive Support , CHRISTUS Children's

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

Barbara was professional, easy to work with, and very responsive and helpful. Her assistance with email deployments was seamless and would use this service again in the future.

Chastity Jensen, APP Recruiter, Phoenix Children's

Plan Bee and Barbara were fantastic to work with!! They did stellar work, were flexible with our needs, and communicated very well. I hope to work with them again soon!!

Name Withheld by Request, Sponsor

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

Conference Organizer’s

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 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

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 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

Reviews on Google