Exhibiting is expensive, and the return is decided in the week after the show. Attention decays fast: by day four your conversation is competing with a hundred other conversations they had.
Below are the templates we use and share with customers, split by how well the contact knows you.
Timing rules
- Hot conversations: same evening or next morning, always.
- Scanned badges with no real conversation: within 48 hours.
- Attendees you never met: 3–7 days after, once inbox volume settles.
- Never send the same generic recap to all three groups.
Template 1 — the real conversation
Subject: the {topic} problem you mentioned at {event}
Hi {first name} — good to meet you at {event}. You said {specific detail they told you}. We solved that for {similar company} by {one-line approach}. Worth 20 minutes next week to see whether it maps to your setup?
Template 2 — scanned badge, brief exchange
Subject: from {event} — {your company}
Hi {first name}, we spoke briefly at stand {number} at {event}. In short: we {one-sentence value} for {their segment}. If that is on your list this quarter I will send a two-minute overview; if not, I will leave you be.
Template 3 — attendee you never met
Subject: missed you at {event}
Hi {first name}, we were both at {event} — {event-specific observation, e.g. everyone talking about the same regulation change}. We work with {their type of company} on {problem}. If it is relevant, I will send the one-page summary. If not, no follow-up.
Template 4 — the proof-point follow-up (day 4)
Subject: re: {event}
Hi {first name}, quick follow-up. {Similar company} at the same show was dealing with {problem}; they now {measurable outcome}. Happy to walk through how, or send the numbers over email — whichever you prefer.
Template 5 — the close-file email (day 16)
Subject: closing the file
Hi {first name}, I have not heard back so I will assume the timing is wrong and close the file. If {problem} becomes a priority before {next event}, reply to this and I will pick it straight back up.
The people you never met are the biggest group
Only a fraction of any event walks past your stand. Verified attendee data closes that gap — it lets you run template 3 across the whole relevant delegate body rather than just the badges you scanned. Every Mapdad list is tied to a named event, so the shared context in your first line is genuine.
Frequently asked questions
How many follow-ups should I send?
Four to five over roughly sixteen days. Beyond that, reply rates collapse and complaint risk climbs.
Should follow-ups reference the event in the subject line?
Yes for the first two — the event name is the strongest recall trigger you have. Drop it later so the thread does not feel automated.
Do these work for attendees I never met?
Yes, provided the first line carries genuine event-specific context rather than a generic 'we were both at X' line.
Reach the attendees you never met
Verified lists for 29 events across iGaming, fintech, travel, crypto, affiliate and recruitment.
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