129. Design of Automatic Email Sending for Participants
The success of event operations is determined by "email design." By automating the process from registration to participation to follow-up, we can simultaneously increase participation rates and conversion rates.
The reason why results do not come from follow-ups after seminars and exhibitions is that emails are created "on a case-by-case basis." Delays in reception notifications, weak reminders leading to increased non-participation, distribution of materials becoming personalized, inability to collect surveys, and missing follow-ups after participation all contribute to this issue. If left unaddressed, increasing the number of events will not lead to more business negotiations. In this service, we design participant emails as an "automated sending scenario," systematizing the timing of sending, conditional branching (participation/non-participation, engagement level, attributes), template content, and deadline management for distributed materials. This reduces operational burden while maximizing participation rates and conversion into business negotiations. ■ Provided Content (3 points) 1. Automated sending scenario design (from application to participation to follow-up) 2. Segment/branch design (participation/non-participation, engagement level, attributes) 3. Template/distribution design (short content, links, deadlines, logs) Deliverable: Complete set of automated participant email sending design documents (list + branching + templates) *First, please tell us the "event format (online/in-person/hybrid)" and the "actions you want participants to take after participation (consultation/material download/quotation)." We will design it in reverse.
basic information
■Deliverables - List of automated sending scenarios (timing × conditions × objectives) - Segment/branch design (participation/non-participation, temperature, attributes, behavior) - Email templates (subject + body: main patterns) - Document distribution rules (links/deadlines/version control/logs) - Survey design (questions, branching, resend rules) - CTA design (consultation reservation/document download/next session guidance) - Distribution control rules (frequency, suspension, time slots) - KPI design (participation rate, download rate, conversion rate to business negotiations) ■Approach 1. Goal definition: What do you want participants to do after the event (consultation/quotation/document download) 2. Event format organization: Online/in-person/hybrid 3. Scenario framework creation (application → day of event → after event) 4. Branch design (minimum branching for participation/non-participation + temperature) 5. Template creation (short, clear URLs and deadlines) 6. Distribution/survey design (deadlines, logs, response rates) 7. Monthly improvement based on KPIs (improving participation rate and conversion rate to business negotiations)
Price information
■2 million to 15 million yen (varies with branching and integration) - Light (scenario list + basic template): 2 to 3.5 million yen - Standard (branching, surveys, distribution deadlines, up to KPI): 3.5 to 8 million yen - Expanded (MA/CRM integration requirements, behavioral triggers, implementation support): 8 to 15 million yen *Recommended to indicate "estimate required"
Delivery Time
Applications/Examples of results
■Concerns Manual handling of reception contacts and reminders leads to omissions Low participation rate (no-shows) Distribution of materials is scattered, resulting in outdated versions or misdeliveries Surveys cannot be collected, hindering improvements for the next time Difficulty in gauging participant engagement weakens follow-up efforts ■Uses Improving participation rates (reducing no-shows) Reducing operational burden (cutting down on manual emails) Facilitating business negotiations (follow-up pathways based on engagement levels) Controlling material distribution (deadlines, versions, logs) Continuous improvement through KPIs (open rates/clicks/downloads/reservations) ■Examples of Achievements (company name not required) Omissions in reminders → Improved participation rates through automation Weak follow-up → Increased business negotiation rates through engagement segmentation Scattered materials → Controlled distribution with time-limited links
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