Mailings Templates

Below you will find templates for typical mailings. Each of these mailing usually addresses different recipients.

Some of these mailings are already integrated in the B2Match system and can be sent directly (marked in bold). The proper recipient list is already preselected.

Mailings not marked in bold have to be created via the "Custom" mailing form. For the custom mailings you also have to define the proper list of recipients via the blue button "Customize Recipients (Filter)" 

  1. Invitation to participate again
  2. Asking participants to sign up for at least one B2B Session
  3. First Invitation to book meetings
  4. Invitation to book meetings (Reminder)
  5. Confirm "waiting" meeting requests
  6. Confirm to participate in the B2B session(s)
  7. Sending preliminary meeting schedule
  8. Sending final meeting schedules
  9. First invitation to give feedback
  10. First invitation to evaluate the impact of B2B meetings
    (~ 6 month afterwards)

 

1. EVENTNAME – Invitation to participate again

Read more here

Dear %salutation%,

Last year, you actively participated in the XXXX event in CITY.

We are offering another rewarding program for the XXXnd edition to promote business cooperations.

We would like to welcome you to the EVENT, DATE in CITY.

For more details, please check our Event website
www.B2Match.eu/XXXXXXXXXXXXXXXXX

To simplify your registration, your contact data from the previous event has been entered.

Use the following link to indicate if you would like to participate again.
CONFIRM/CANCEL YOUR PARTICIPATION: %confirmation_link%

If you decide to participate again, please proceed as follows:

  1. Open the link from above and select the “Yes” option
  2. Check and update the content in the 3 tabs (Registration, Organisation, Cooperation profiles)

Don’t want to join the event this year or receive anymore emails about it?

Click on the confirmation link and select the “No” options. You will no longer receive any further alerts.

For any further questions, please get in contact with us. 

Best regards, 
the event management team

 

2. Event Name | You have not signed-up for bilateral meetings

Dear %salutation%,

It has come to our attention that you have not signed up for bilateral meeting sessions. Please note that if you do not sign up for bilateral meeting sessions, you will not be able to book/be booked for bilateral meetings at the event.

Why should you join bilateral meetings?

At bilateral meetings, you can showcase both yourself and your company with a detailed profile, request meetings with decision-makers you want to meet, and browse through other participants’ business ideas. Your one-to-one meetings are summarized in a personal schedule, which you will receive prior to the event or upon your arrival at the venue.

What are the benefits of joining the bilateral meetings?

  • You can receive meeting requests from other companies who are interested in your profile
  • You can book bilateral meetings with companies of interest
  • Pre-arranged meetings offer more promising results than just networking during breaks

How do you join matchmaking meetings?

  • Click on the link below to sign in
  • Select "Registration data"
  • Activate the checkboxes for bilateral meeting sessions

Autologin link:
%autologin_link%

For any further questions, please get in contact with us. 

Best regards, 
the event management team

 

3. Event Name | Booking of bilateral meetings has opened

Dear %salutation%,

From this point forward, the booking of bilateral meetings for the XXX is open.

These XXX companies are from XXX countries and have already registered and submitted their cooperation profiles.

How do you book meetings?

  • Click on the link below to sign in
  • Search for interesting profiles
  • Click the button "Book Meeting" when you’ve found a promising profile

Notice: Deadline for booking is XXX

Bookings are assigned according to the "First Come - First Served" principle. The longer you wait, the more likely interesting profiles will already be fully booked.

Your booking link: 
%booking_link%

For any further questions, please get in contact with us. 

Best regards, 
the event management team

 

4. Event Name – Reminder - Booking of bilateral meetings has opened

Dear %salutation%,

From this point forward, the booking of bilateral meetings for the XXX is open.

These XXX companies are from XXX countries and have already registered and submitted their cooperation profiles.

How do you book meetings?

  • Click on the link below to sign in
  • Search for interesting profiles
  • Click the button "Book Meeting" when you’ve found a promising profile 

Notice: Deadline for booking is XXX

Bookings are assigned according to the "First Come - First Served" principle. The longer you wait, the more likely interesting profiles will already be fully booked.

Your booking link: 
%booking_link%

For any further questions, please get in contact with us. 

Best regards, 
the event management team

 

5. Event Name – You have several not confirmed meeting requests, please confirm or cancel

  • Please use the "Custom" Mailing to create this mailing.
  • Recipient Filter: Meetings = Waiting requests

Dear %salutation%,

You have received invitations for pre-scheduled meetings. Please confirm your pending requests in order to be scheduled.

HOW TO CONFIRM YOUR PENDING MEETING REQUESTS:

  • Click on the Autologin link below
    %autologin_link%
  • Select the Tab "Meetings"
  • Confirm or Cancel listed requests

BOOK FURTHER MEETINGS:
Select the Menu "Participants" to book further meetings

Please note:

  • The deadline for booking meetings and accepting meeting requests is: XX:XX
  • Meeting requests must be confirmed in order to be scheduled

For any further questions, please get in contact with us. 

Best regards, 
the event management team

 

6. EVENTNAME - Please confirm your participation at the B2B meetings

  • Please use the "Custom" Mailing to create this mailing.
  • Recipient Filter: Meetings = Any

Dear %salutation%

You have registered for the conference below:

CONFERENCE NAME
DATE, CITY - COUNTRY

The pre-arranged bilateral meetings you have indicated interest in are an important part of the conference experience. For your convenience, your contact data has already been entered into the matchmaking database.

www.b2match.eu/XXXXXXXXXXXXXXXXXXXXXXXX

To join the bilateral meetings, complete the following:

1) Login with the link below and confirm the data transfer (no password needed).
%confirmation_link%

2) Check and complete contact data and selected most favourable meeting timeslots. See Tab: Registration

3) Add a collaboration profile (I am offering ..., I am looking for ...) to promote your collaboration wishes. See Tab: Cooperation Profiles

For any further questions, please get in contact with us. 

Best regards, 
the event management team

 

7. Event Name – Your preliminary meeting schedule

Dear %salutation%,

You have booked/have been booked by other participants for bilateral meetings. Please access your PRELIMINARY meeting schedule via the link below.

The final version, which will account for last-minute bookings/cancellations, will be handed out at the registration desk at the event.

Your Schedule Link:
%schedule_link%

IMPORTANT: Please inform us if you are not able to attend the bilateral meetings.

Book additional meetings!
The deadline for booking is the XXX

If you have not yet booked any meetings, please check the website to book interesting collaboration profiles now.

For any further questions, please get in contact with us. 

Best regards, 
the event management team

 

8. Event Name – Your final meeting schedule

Dear %salutation%,

Please find below the link to your meeting schedule.

The final version, which will account for last-minute bookings/cancellations, will be handed out at the event registration desk.

Schedule Link:
%schedule_link%

PS: Last minute cancellation?

Please contact us if you can’t make it so we can inform all those involved.

For any further questions, please get in contact with us. 

Best regards, 
the event management team

 

9. Event Name Evaluation of your bilateral meetings

Dear %salutation%,

Thank you for participating in the XXX Event.

We hope that you ‘ve met interesting potential cooperation  partners at this event.

We’ve invested great time and effort in providing you a smooth and efficient event; we hope you are satisfied with the results.

Please spend 3 minutes rating your experience.

  • Your feedback helps us to improve our services in helping you find cooperation partners
  • Your feedback gives you an overview of the status of your bilateral meetings

Your Feedback Link:
%feedback_link%

For any further questions, please get in contact with us. 

Best regards, 
the event management team

 

10. EVENT NAME – Have some of your bilateral meetings succeeded?

Dear %salutation%,

You actively participated in the XXX Event and attended the bilateral meeting sessions on [insert event date].

We’re interested in your progress. Did any of the contacts made at XXX Event develop into ideal business relationships? Have you strengthened  any of your connections from XXX Event?

Use the link below to  list all of your bilateral meetings and indicate the status of the discussion or negotiation process.

%second_feedback_link%

Why should you spend a minute providing feedback?

  • To remember who you interacted with
  • To refresh promising contacts you may have forgotten
  • To receive some facts & figures to justify our expenses in such events

For any further questions, please get in contact with us. 

Best regards, 
the event management team