Submission Timeline for Attendee Email Deployments

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 is being sent on behalf of (SPONSOR) and is not part of ObesityWeek® 2026 as planned by The Obesity Society. This company is neither sponsored nor endorsed by ObesityWeek®.

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.

This is being sent on behalf of (SPONSOR) and is not part of ObesityWeek® 2026 as planned by The Obesity Society. This company is neither sponsored nor endorsed by ObesityWeek®.

Your name and email address were not shared with this exhibitor/sponsor. There is one master list for all exhibit and sponsor emails that is controlled by ObesityWeek®. If you do not want to receive emails from all ObesityWeek® exhibitors, unsubscribe here. Unsubscribing from this exhibitor mailing list will not affect email communication about your ObesityWeek® registration.

This message was sent by The Obesity Society, Inc. 9211 Corporate Boulevard, Suite 250, Rockville, MD 20850

Note:  If you are sending direct mail, the following disclaimer must be included on all mailing content: This is being sent on behalf of (SPONSOR) and is not part of ObesityWeek^® 2026 as planned by The Obesity Society. This company is neither sponsored nor endorsed by ObesityWeek^®.

All mentions of the event must be displayed as:  ObesityWeek^® 2026 or ObesityWeek^®

Email:

All approved materials using the ObesityWeek® logo must include one of the following phrases within a complete (minimum 12 pt font):

“held in conjunction with ObesityWeek® 2026”

“while attending ObesityWeek® 2026”

Keep your chosen phrase exactly as written. Add wording before or after the phrase to fit your message.

Examples:
“This activity is being held in conjunction with ObesityWeek® 2026.”
“Come by booth ### while attending ObesityWeek® 2026.”

Replace ### with your booth number.

Mailing List:

All approved materials using the ObesityWeek® logo must include one of the following phrases within a complete sentence on the cover or front page (minimum 12 pt font):

“held in conjunction with ObesityWeek® 2026”

“while attending ObesityWeek® 2026”

Keep your chosen phrase exactly as written. Add wording before or after the phrase to fit your message.

Examples:
“This activity is being held in conjunction with ObesityWeek® 2026.”
“Come by booth ### while attending ObesityWeek® 2026.”

Replace ### with your booth number.

Already have your email designed? I can turn your existing PDF, Canva design, flyer, graphic, or other marketing piece into a responsive HTML email. If you don’t have a design yet, I can create one from your content and branding. Either way, you’ll receive an email designed for inboxes and mobile devices.

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  •  Inquire  •  Order Design

1. All mailers must be complete when you submit the content for approval.

2. The following disclaimer must be included: This is being sent on behalf of (Your Company Name)  and is not part of ObesityWeek^® 2026 as planned by The Obesity Society. This company is neither sponsored nor endorsed by ObesityWeek^®.

3. All mentions of the event must be displayed as:  ObesityWeek^® 2026 or ObesityWeek^®

4. All mailing lists must be sent directly to a bonded mail-house/printer.

5. All approved materials using the ObesityWeek® logo must include one of the following phrases within a complete sentence on the cover or front page (minimum 12 pt font):“held in conjunction with ObesityWeek® 2026”

   “while attending ObesityWeek® 2026”

   Keep your chosen phrase exactly as written. Add wording before or after the phrase to fit your message.

   Examples:
   “This activity is being held in conjunction with ObesityWeek® 2026.”
   “Come by booth ### while attending ObesityWeek® 2026.”

   Replace ### with your booth number.

This step is not required but highly encouraged if you have your content available before your cutoff date.

• All messages must be approved by TOS (you can submit your copy here in advance or upload it with your setup form.)
• All marketing materials are subject to approval prior to distribution and must display the required disclaimer (above).
• All mentions of the event must be displayed as as outlined above.
• Please include all links and images.

Email Message: All messages with images and/or hyperlinks must be in .html format.  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.
• 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.

From Line:  The from line of each message will say: ObesityWeek 2026 on behalf of (Your Company Name Here).  

Subject Line:  You are encouraged to stay within the recommended character limit (see section under HTML guidelines below)

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. View character limits and tips in the HTML guideline section below.

Seeds/Decoy Email Addresses:  These email addresses will be used to send a test of each message for approval as well as the final deployment of your message.

All submissions should be submitted at least two weeks in advance of your scheduled deployment date.

Please Note:

• This is not the form you already completed when you registered and/or paid.  This form provides the necessary information needed to setup your eblast for testing and deployment.
• Each transmission includes two test messages. Additional tests are subject to a separate fee per test.
• Need your message converted to HTML format? Creative services are available. Please inquire for a quote.
• Transmission reports will be sent once the event ends.

All submissions should be submitted at least 1-2 weeks in advance of your mail date.

Please Note:

• This is not the form you already completed when you registered and/or paid.  This form provides the necessary information needed to fulfill your mailing list request.
• All mailing lists must be sent to a licensed mail house/printer​​​​

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.