Our vision is to proactively engage with conference participants ahead of time, establishing connections that lead to meaningful conversations and potential collaborations. By reaching out 45 days before a conference, we aim to schedule demos and meetings, ensuring we maximize our opportunities and presence at the conference.

Process Overview

Prevent Outreach involves a strategic combination of email, calling, and LinkedIn outreach to engage conference participants well before the conference. This proactive approach helps in scheduling pre-conference demos or meetings, ensuring slots are available, and fostering familiarity that enhances interactions at the conference.

Step-by-Step Instructions

  1. Initial Outreach (45 Days Before Conference)
    • Email Outreach: Begin by sending personalized emails introducing your company and expressing interest in scheduling a demo or meeting at the conference.
    • Calling Campaign: Prioritize calling prospects, aiming for 10-15 calls per prospect. Leave 2-3 voicemails if necessary within the 45-day period.
    • LinkedIn Engagement: Connect with prospects on LinkedIn, send introductory messages, and engage with their content to build rapport.
  2. Follow-Up Strategy
    • Consistent Communication: Maintain consistent follow-up through email and LinkedIn messages, supporting your calling efforts.
    • Value Proposition: When speaking with prospects, provide a brief overview of your value proposition without going into intricate details. Emphasize the opportunity to connect before or at the conference.
  3. Engagement During Calls
    • Scheduling Focus: Highlight the importance of having a conversation before the conference or scheduling time during the conference while their schedules are still open.
    • Conference-Centric Conversation: Frame the conversation around the conference, building a connection based on mutual attendance rather than a direct sales pitch.
  4. Email and LinkedIn Messaging
    • Pre-Conference Engagement: Use emails and LinkedIn messages to reinforce your calling efforts, ensuring prospects are familiar with your brand and value proposition.
    • Supportive Content: Share relevant content and updates that align with their interests and the upcoming conference.
  5. Conference Presence and Follow-Up
    • On-Site Engagement: Look out for prospects at the conference, and be ready to engage with those who recognize your brand from the pre-conference outreach.
    • Post-Conference Follow-Up: After the conference, continue to follow up with prospects, referencing your previous interactions and the conference itself.

Key Principles

  1. Consistency and Persistence
    • Regular Outreach: Ensure consistent communication through multiple channels (email, phone, LinkedIn) to stay top-of-mind.
    • Polite Persistence: Be persistent yet respectful in your outreach efforts, showing genuine interest in connecting.
  2. Value Proposition Alignment
    • Unified Messaging: Ensure your value proposition is consistently communicated across emails, calls, LinkedIn, and your website.
    • Relevance and Clarity: Tailor your messaging to be relevant to the conference and clear to the prospects.
  3. Conference-Centric Approach
    • Focus on the Conference: Build conversations around the shared experience of attending the conference, making it a natural and non-intrusive way to engage.
    • Pre-Conference Scheduling: Emphasize the benefits of scheduling time before or during the conference to ensure meaningful interactions.

Tools and Resources

  1. Email Platforms: Utilize platforms like MailForge for managing and automating your email outreach.
  2. CRM and Calling Tools: Use Salesforce to manage contact information, track calls, and create sequences for outbound emails.
  3. LinkedIn Sales Navigator: Leverage LinkedIn for connecting with prospects, sending messages, and engaging with their content.

Metrics for Success

  1. Engagement Rates: Track email open rates, response rates, and LinkedIn connection requests to measure initial engagement.
  2. Call Outcomes: Monitor the number of calls made, voicemails left, and successful connections established.
  3. Scheduled Meetings: Measure the number of demos or meetings scheduled before and during the conference.
  4. Conference Interactions: Assess the number of meaningful interactions at the conference based on prior outreach efforts.
  5. Post-Conference Follow-Up: Track follow-up engagement and conversion rates post-conference to evaluate the long-term impact of the outreach strategy.


Implementing the Prevent Outreach strategy ensures that we proactively engage with conference participants, maximizing our opportunities for meaningful interactions and collaborations. By maintaining consistency across multiple channels and focusing on conference-centric conversations, we establish a strong presence before, during, and after the conference, driving significant business growth and brand recognition.

Reach out early, stay consistent, and be persistently polite and relationally intelligent. This approach brings a high number of demos, pipeline opportunities, and overall business growth.

For further details or assistance in implementing this playbook, please contact:

Tim Savage – Net New Solutions Phone: 859.490.1499 Email: tim@netnew.solutions