InsurEXPO Email Marketing Program Instructions

IIANC is offering our exhibitors an opportunity to reach out to the InsurEXPO attendee list. To be clear, we will not be sharing the attendee email list, but instead you will be able to send an email using a web based platform provided by our partner, Event Technologies. Using this platform, you will be able to setup, test, and schedule your emails. You can use your own HTML, or build an email from templates provided on the platform by uploading images and entering text.

Scheduling

InsurEXPO exhibitors are permitted to purchase and send one pre-show and one post show email. We will be limiting the overall number of email blasts that can be sent per day for all the exhibitors. The limit is 2 exhibitor emails per day so attendees don't get too many emails each day. If you notice that a day is "grayed out" on the calendar, that day is full and you will need to select a different day. It's always possible that we may be able to squeeze in an additional email, so please call us if you are having trouble with the scheduling. Your scheduled send date won't be submitted until you finalize your email. This means that the scheduled send date that you select in your setup won't be official until you "Finalize" your email. This can be confusing for some users that login to reserve their date, with the intention of setting up their email later, but find the date is taken when they finalize their email later. We do have some flexibility, so don't panic if you find that all the dates before the show are taken.

Overview

Once your order is received, we will send you an email, by the end of the day, with login information to access the platform. The Event Technologies system will allow you to setup, test, and schedule your email blast. Once you have submitted your email, we will test it, and then send it to IIANC for final approval, and then put on the queue to be sent on your scheduled date. Please note, that your email won't be sent until it's approved by IIANC, so please try to avoid scheduling emails to be sent on the same day that you finalize your email.

Building your Email:

You will have 3 options for creating your email once you are logged in. You can use your own HTML, use a template in our "step by step" email builder, or use the "One Image" template to send a single graphic as your email. The platform has instructions on every page to guide you through the process.

After you login, you will need to select either "pre-show" or post show to setup that email. On the next screen you will have two options: "Exhibitor HTML" or "Step by Step".

1. Using your own HTML

Click the button that says "Exhibitor HTML". Follow the instructions on the screen to customize your From Name, Email Subject, reply-to email address, and paste your HTML code into the designated area. You will need to build the HTML with your own application to use this feature. Once you have pasted the HTML and saved it, on the next page, you can then send yourself (and your team) a test email, go back and make changes if necessary, schedule and approve your email.

If your HTML includes any merge fields for "first name" or a link for opting out / unsubscribing, please remove these. If you want to include a merge of the attendee's first name, you can add [CONTACTNAME] to your email. When you send your test, it will display "Attendee" in the place where the first name will be merged.

2. Using our "Step by Step" email builder

You can build an email using one of our predefined templates. The templates are very simple. This option is designed to allow you to customize an email with minimal effort. Your email will consist of 1 or 2 images and 1 or 2 text areas. To use this option, click the the "Step by Step" button and then on the next page, you will choose a template. Save your selection, then on the next screen, you will customize your From Name, Email Subject, Preview Text, and reply-to email address. Below this, as you scroll down the same page, you will see areas where you can upload a couple images, add links for those images, and type in the text you want in your email. Once you have saved your information, you will be able to send yourself (and your team) a test email, schedule and approve it.

For the "Step by Step" option, you will need to resize your images to be no wider than 600px. 550px is the ideal size.

If you want to include a merge of the attendee's first name, you can add [CONTACTNAME] to your email. When you send your test, it will display "Attendee" in the place where the first name will be merged.

3. One Image with email builder

The "Step by Step" option detailed in option #2 above allows you to select a template that is single image. If you have a graphic or PDF that you want to use for your email, you can select this option. If you want to use a PDF, you will need to save it as a PNG/JPG and upload that file. To use this option, on the template selection page, select the "One Image Only" template. Save your selection, then on the next page, you will be able to customize your From Name, Email Subject, Preview Text, and reply-to email address. Below this, you can upload your image and type in a URL that you want it to link to.

For the "One Image Only" option, we recommend 650px wide as this seems to be the recommended size for emails (amongst email experts). The max size for this image is 800px.

Please Note: The resizing is necessary because most outlook clients will display images as their original size. You won't see this in the preview and will only notice it's an issue if you view the email in Outlook. We will test your email after you finalize it and work with you to fix it if you over look this.

If you have any questions about any of this, please give us a call at 310-581-2696, or email us at support@event-techs.com.

Exhibitor Login

Need Help?