How to Book Meetings from an Offline Event

Offline events offer a unique opportunity to forge connections that matter. By strategically leveraging attendee lists and personalized outreach, you can turn these events into meeting-rich experiences. Here’s a streamlined approach to making the most of your next offline event.

1. Get the Attendee List

Check Official Channels: Look for attendee lists on the event’s official website, app, or social platforms.
Contact Organizers: If the list isn’t readily available, reach out to the event organizers and ask if they are willing to share it with you.

2. Extract Contacts

Scrape Attendee Lists: Use tools like Serper to scrape attendee details from websites or event portals.
Enrich Details:
- Extract basic attendee information such as First Name, Last Name, Job Title, and Company Name.
- Use tools like Hatch to enrich domains and gather company-specific data such as industry, employee count, and other insights.

3. Prioritize Your List

Identify Your ICP (Ideal Customer Profile):
- Narrow down the attendee list to focus on individuals and companies most relevant to your business objectives.
- Prioritize based on factors like job titles, company size, industry, and location.

4. Gather Data

Once you’ve identified your target audience, collect their contact details to initiate outreach:

Find Emails: Use Hatch to enrich and verify emails for over 80% of your list through 30+ leading providers on a pay-per-use model.
Find Phone Numbers: Access phone numbers from 30+ providers using Hatch, paying only for the numbers you find.
Find LinkedIn URLs: Leverage Hatch’s free feature to find LinkedIn URLs by providing the attendee’s name and company.

Pro Tip: Hatch provides free credits upon sign-up (via a business email) to help you find emails and phone numbers.

For assistance, refer to the Hatch Usage Guide or email us at support@hatch.com.

5. Execute Personalized Outreach

With your data ready, launch tailored campaigns:

Email Outbound:

Use an event-specific subject line to grab attention.
Mention something about the event in the email body.
Include a clear call-to-action (e.g., suggesting a meeting time).

WhatsApp Strategy:

Send a brief introduction referencing the event.
Follow up with your value proposition and a specific meeting suggestion.

LinkedIn Outreach:

Use tools like Salesrobot to automate LinkedIn sequences for leads where you couldn’t find email/phone details.
Personalize your connection requests and follow-ups.

Why This Approach Works

Targeted Networking: Engaging with attendees already interested in your industry makes them more likely to respond.
Warm Leads: Mentioning the event creates a natural, non-intrusive way to start a conversation.
Higher Response Rates: Personalized, event-focused messages are more engaging and effective.

Follow Up After the Event

Thank You Note: Send a quick thank-you email summarizing your conversation and proposing a next step.
LinkedIn Connection: Add attendees on LinkedIn with a personalized note to maintain the relationship.
Keep the Connection Warm: Share relevant content or invite them to future events to stay on their radar.
Reach Out to Missed Leads: Use the attendee list to book calls with individuals you didn’t get a chance to meet during the event.

By following these steps, you can maximize your networking efforts at offline events, turning casual encounters into valuable business meetings.