email design for conference deployments

Our responsive email designs 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.

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Let’s Get Started

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

  • Text/Links: Provide all text and links for your message, clearly indicating their placement.
  • Images: Upload your logo and any other images you’d like to include.
  • Brand Colors: Plan Bee Direct will reference your website or example copy for link colors, etc. If your organization requires specific color codes, please provide them.
  • Fonts: By default, we will use a universal system font because all email clients only read specific fonts (unique to the platform).  Custom fonts work in some email clients but will fall back to a default system. View Fonts.

Tips:

  • Include Links to Your Social Media Profiles.
  • Include a method for the recipient to contact you.
  • Make sure your message includes text.  Sending a mass email with only one large image and no text can be ineffective as it may get flagged as spam, fail to convey important information to recipients who cannot view images, and hinder accessibility for individuals using screen readers.
  • Include your logo and provide a link for it.  Studies show 18%+ of all clicks are on a logo.
Email Design

Please Note: Prepayment is required for all templates. An invoice will be sent to you ASAP. Work begins once payment is received.

All fields marked with an asterisk (*) are required.

Email Design Terms

Scope: Each email design includes one custom HTML email and up to two revision rounds based on the original request.

Revisions: Two revision rounds are included. Additional revisions incur extra fees.

Proof Review: A proof link will be provided for review and approval before final delivery.

Payment: Full payment is required before design work begins.

Cancellation: If a project is cancelled after work begins but before the proof is delivered, a cancellation fee of 50 percent of the design fee applies.

If a proof has been delivered for review, the full design fee is due and no refunds apply.

Files: The discounted rate for conference related designs includes design and upload to our system for testing and deployment. A copy of the design file can be provided for an additional fee if requested in one of the following formats:

 

HTML file: Provided when all images are hosted on your organization’s server. The HTML references your image URLs so deployment systems load them directly.

ZIP file: Contains the HTML file and all image assets. Your deployment platform can host the images and link them automatically, or your team can upload them and update the paths before sending an email.

Email Design Terms

 

Scope: Each email design includes one custom HTML email and up to two revision rounds based on the original request.

Revisions: Two revision rounds are included. Additional revisions incur extra fees.

Proof Review: A proof link will be provided for review and approval before final delivery.

Payment: Full payment is required before design work begins.

Cancellation: If a project is cancelled after work begins but before the proof is delivered, a cancellation fee of 50 percent of the design fee applies.

If a proof has been delivered for review, the full design fee is due and no refunds apply.

Files: A copy of the design will be provided upon approval in one of the following formats:

 

HTML file. Provided when all images are hosted on your organization’s server. The HTML references your image URLs so deployment systems load them directly.

ZIP file. Contains the HTML file and all image assets. Your deployment platform can host the images and link them automatically, or your team can upload them and update the paths before sending an email.

View Past Designs

These are a few of the designs Plan Bee Direct has created. Click the image to enlarge.

About Email Designs for Conference Deployments

Need your message converted to HTML or need a design created. Plan Bee Direct builds custom conference emails based on your PDF, Word document, or mock layout. Each design reflects your brand with the same look and messaging used in your conference materials.

Request Timing

  • Submit this request at least one week before your conference content cutoff date
  • This timing allows space for design, review, approval, and testing

What is included?

  • Responsive email design
  • Proof link for review and approval
  • Up to two revision rounds
  • Upload of the approved design to our system for testing and deployment*
  • Additional revision rounds incur fees.

*HTML source files are not included in the base design rate. An option to purchase the HTML file appears later in this form.

Why Plan Bee Direct?

  • Brand consistency. Your email mirrors your conference materials including colors, logos, and layout
  • Strong visual structure. Clean layouts guide readers toward your call to action
  • Mobile friendly design. Emails display properly across phones, tablets, and desktops
  • Fast turnaround. Many designs complete the same day once content arrives
  • Efficient workflow. Content approval and design work often occur during the same stage
  • Conference pricing. Reduced design rates available for sponsor deployments

How it works

  • Most sponsors provide a PDF handout, Word document, or visual example (this is not required)
  • The design will replicate the look and structure of the provided material as closely as possible
  • A proof link is sent for review that shows how it will  look on desktop & mobile devices.
  • After approval, we load the message into our system & start testing as soon as we receive your setup form.

File Delivery Option

  • Cost includes email design only. All designs are uploaded to our system for deployment.
  • HTML source file delivery is available for an additional fee if selected in this form