Conference Appointment Setting

Independent commercial service • no organiser affiliation • proposals scoped per brief

Arrive at your next conference with a qualified meeting programme

An exhibition stand or sponsorship does not create a sales diary by itself. Pearl Lemon Leads helps B2B marketing and sales teams identify relevant accounts, reach prospective delegates with individualised invitations, manage replies and hand over properly briefed meetings for the conference. We work on the research, communications and coordination; your sales leaders own the commercial conversations. Discuss your conference and target accounts.

Who this service suits

Fintech, banking and payments sponsors planning Money20/20 Europe or Sibos.
Technology exhibitors preparing for MWC Barcelona, CES or Web Summit.
Professional services and software teams hosting appointments around Davos or executive summits.
B2B teams with named accounts and a defined reason those executives should meet.

These events are examples of the types of brief we can scope, not claims that Pearl Lemon Leads is an official organiser partner or has delivered campaigns at each named event.

How the pre-event appointment-setting programme works

Define the ideal meeting: target industries, seniority, account tier, geography, exclusions and acceptable qualification signals.
Build an approved audience: prioritise the client’s lawful contact lists, organiser-permitted data and independently researched business contacts. An event attendance list is not presumed to be public or available.
Create useful invitations: concise one-to-one reasons to meet, appropriate host, available dates, venue location and privacy-compliant outreach.
Handle responses: answer questions, qualify interest, propose times, record declines and coordinate hand-offs.
Reconfirm: manage calendars, travel uncertainty, guest briefings and last-minute changes.
Report: distinguish contacted accounts, positive replies, booked meetings, meetings held and sales-accepted follow-up.

What makes conference targeting different

A senior prospect’s diary may be committed weeks before the show, and the person buying a badge is not necessarily the person deciding which business meeting matters. We favour a relevant proposition from a credible executive host, clear timing and a specific agenda over high-volume generic invitations. We do not scrape private organiser databases or promise access to delegate lists.

Before, during and after the show

Before: audience strategy, research, invitation sequence, positive reply handling and calendar scheduling.

During: optional rescheduling, guest coordination and meeting status collection, subject to agreed operating hours and venue access.

After: permissioned contact handover, notes, agreed follow-up actions and an outcome report. We do not imply that a booked meeting guarantees attendance or revenue.

Scope, exclusions and fees

We quote a fixed scope against the campaign length, target account and contact volume, languages, qualification criteria, outreach channels, senior team availability and reporting requirements. Research and outreach time are priced separately from optional on-site concierge support and third-party tooling. We do not guarantee a minimum number of booked, attended or converted meetings, and paid organiser access is not included unless expressly agreed.

Related conference delivery services

If you also need the physical activation, Davos brand activations, MWC Barcelona production and conference activation production are separate production scopes delivered by other Pearl Lemon Group teams. See also event-based lead generation and executive roundtable guest acquisition.

What to send us for a proposal

Tell us the conference, exact date window, host executives, cities, target account count, whether you have permission to use an existing delegate list, desired meeting format, budget ceiling, and which salespeople can personally invite strategic clients. We can then scope what we control and what your team must provide. Request a conference appointment-setting proposal.

Frequently asked questions

Can you guarantee meetings or attendance?

No. We agree a defined research and outreach programme and report verifiable milestones without guaranteeing outcomes outside our control.

Do you need a conference delegate list?

No. We can start with an approved target-account universe and research relevant decision-makers, while staying within applicable privacy and organiser rules.

Can you support a sponsored dinner as well as a stand?

Yes, executive dinner audience acquisition is scoped separately from general exhibitor appointment setting; venue and catering contracts are quoted independently.

Ready to discuss a qualified executive or conference meeting programme? Book a scoping call.