Case Study: Invitation and Confirmation Calling for a Major Industry Event

In September 2023, an international events and conferences organiser partnered with BCC Telemarketing to support delegate outreach for a large industry conference taking place in early 2024. The organiser regularly hosted specialist business events, bringing together professionals, sponsors and speakers from across the sector, but managing delegate communications at scale had become increasingly challenging.

For this particular conference, the organiser had a large database of potential attendees including previous delegates, subscribers, sponsors and industry contacts. The internal team needed to ensure invitations were delivered professionally and that attendance could be confirmed well in advance of the event. However, contacting thousands of potential delegates individually would have taken significant time and resources.

The goal of the campaign was to personally invite relevant contacts to the event, confirm attendance and ensure accurate delegate numbers ahead of the conference.

Campaign Launch

BCC began the outreach programme in October 2023, contacting contacts across the organiser’s database to introduce the upcoming conference, highlight the key themes of the event and invite them to attend.

Agents followed a structured conversation approach, briefly outlining the purpose of the event, confirming whether the contact was the appropriate person for the invitation and gauging their level of interest. Where delegates expressed interest in attending, BCC recorded their details and confirmed their place on behalf of the organiser.

In addition to invitation calls, the campaign also included attendance confirmation calls in the weeks leading up to the event. These calls ensured registered delegates were still planning to attend and helped the organiser maintain accurate attendance forecasts for venue planning, catering and session capacity.

Campaign Results

Over the course of the campaign, BCC successfully contacted several thousand industry professionals, resulting in hundreds of confirmed delegate registrations for the event. Many attendees commented that receiving a personal invitation call helped reinforce the importance of the conference and encouraged them to secure their place earlier than they otherwise might have done.

The confirmation calls also helped the organiser reduce the number of no-shows on the day of the event, allowing them to better manage guest lists, seating arrangements and networking sessions.

Supporting Successful Events

By the time the conference took place in February 2024, the organiser had a clear and reliable view of expected attendance. Their internal team could focus on preparing the event itself while BCC ensured the delegate list was accurate and well managed.

For event organisers managing large contact databases and high value industry conferences, invitation and confirmation calling can play an important role in driving attendance and ensuring smooth event planning. Through structured outreach and professional delegate engagement, BCC helped this organiser turn a contact database into confirmed attendees and a successful event experience.