---
title: "Meetings booked before you land"
description: "Conference appointment setting done before and after the show, from prospect lists to booked meetings in your calendar. Ask us how it works."
url: https://assistbpo.com/services/conference-outreach/
updated: 2026-09-21
publisher: AssistBPO (SS Support Network LLC)
language: en-US
---

# Meetings booked before you land

AssistBPO's conference appointment setting fills your team's diary before the trade show opens. Attendee and exhibitor lists worked by email, phone and message with lawful consent and do-not-call scrubbing, meetings booked into stand slots, then the badge scans followed up within 48 hours of the close.

- Named assistant plus backup
- Sales & lead gen
- Employed, screened, managed

[Get a staffing plan](https://assistbpo.com/get-a-staffing-plan/) [Book a 20-minute call](https://assistbpo.com/book-a-call/) In short

- Meetings booked into stand slots before you get on the plane
- Target list built from the exhibitor and attendee directories, then scrubbed
- Badge scans followed up within 48 hours, while they still remember you

## What is conference appointment setting?

Conference appointment setting is outbound work done around a trade show or industry event. A setter builds a target list from the exhibitor and attendee directories, contacts the right people before the event with lawful consent, books meetings into the team's stand or meeting-room slots, confirms them on the day and follows up every badge scan and conversation afterwards.

Updated September 2026 · Reviewed by [Issabela Masters](https://assistbpo.com/team/issabela-masters/)

[The role behind it **Hire a remote appointment setter** Inbound leads called back in minutes, opted-in lists worked on a cadence](https://assistbpo.com/roles/appointment-setter/)
## Who is the conference outreach desk for?

**Exhibitors paying for a stand**
: The stand is the biggest line in the marketing budget. Booked meetings turn it from a hopeful booth into a diary of conversations you chose.

**Teams attending without a stand**
: No booth, no badge scans, no lead capture. A setter books coffee meetings around the agenda so the trip has a reason and a report.

**Sales leaders with a conference season**
: Four events in six weeks, one desk running the same process for all of them, with results reported per event rather than per guess.

**Partner and channel teams**
: Meetings with resellers, distributors and complementary vendors set up in advance, using the exhibitor list rather than the corridor.

## What does the conference outreach service include?

These 12 tasks are what AssistBPO's conference outreach desk handles as standard for a sales leader.

- Target list built from exhibitor, attendee and speaker directories
- Records verified, enriched and scrubbed against do-not-call registers
- Pre-event email, call and message sequence approved by you
- Meeting slots mapped to your team's diary and stand times
- Meetings booked with a note on who, why and what to bring
- Calendar files, location details and confirmations the day before
- On-site confirmations and reschedules while the event runs
- Badge scans and business cards keyed into the CRM daily
- Post-event follow-up within 48 hours to every conversation
- Non-attendees and cancellations moved into the standard cadence
- Lead source tagged by event so spend can be judged properly
- Event report: meetings booked, held, scans followed up, pipeline created

## Deliverables and KPIs

AssistBPO reports 6 measures on the conference outreach desk: what lands on your desk, what we count, and how often you see the number.

| Deliverable | KPI we report | Cadence |
| --- | --- | --- |
| Pre-booked meetings | Meetings in the diary before day one, against the plan | Weekly in the run-up |
| Meetings held | Booked meetings that actually happened on site | Per event |
| Badge scan follow-up | Scans contacted within 48 hours of the show closing | Per event |
| CRM completeness | Every contact logged with source, event tag and next step | Daily |
| Compliance record | Lists scrubbed, consent logged, no contact outside permitted hours | Per campaign |
| Event report | Meetings, conversations, follow-ups and pipeline created per event | Per event |

KPIs are what we measure and report, agreed per engagement in the weekly review. Service-level commitments are set in your agreement, not on this page.

## How does the conference outreach desk work?

1. ### Match
A 20-minute discovery call on which events you attend, how far out the directories publish, who from your team takes meetings, how many slots each has and what a worthwhile meeting looks like at a show. Within 72 hours we propose a named setter with event outreach experience, plus a trained backup.
2. ### Onboard
We build the target list from the exhibitor and attendee directories, verify and scrub it, write the pre-event sequence with a reason to meet rather than a pitch, map each team member's meeting slots to the show floor plan and agree the on-site contact method for changes. Outreach usually starts four to six weeks out.
3. ### Daily rhythm
In the run-up the setter works the sequence in permitted hours, books into the slot map, confirms and reschedules. During the show the desk handles confirmations, changes and no-shows in real time and keys scans each evening. The end-of-day report shows slots filled, slots free and anyone worth a personal call from you.
4. ### Weekly review
20 minutes with the team lead: slots filled against target by team member, which message is getting replies, which segments of the directory are worth more effort and the plan for the final two weeks. After the event the review covers meetings held, follow-up completed and pipeline created, with lessons carried to the next show.

## Hours, coverage and models

AssistBPO staffs the conference outreach desk on 4 models. Outreach is made in the attendee's business hours across US Eastern to Pacific, UK, Canadian and Australian time from the group's two offices, with on-site support scheduled to the show's own hours. AEST shifts are available on request.

- Campaign block covering six weeks before and two weeks after one event
- Season retainer for a run of shows across a quarter
- Dedicated setter, 160 hours a month, for teams with a year-round event calendar
- Setter plus a lead researcher as a pod when the directory needs building out

See what is staffed in your zone on the [coverage clock](https://assistbpo.com/how-it-works/#coverage).

## Tools we work in

- [HubSpot](https://assistbpo.com/software/hubspot/)
- [Salesforce](https://assistbpo.com/software/salesforce/)
- [Pipedrive](https://assistbpo.com/software/pipedrive/)
- [Zoho CRM](https://assistbpo.com/software/zoho-crm/)
- [GoHighLevel](https://assistbpo.com/software/gohighlevel/)
- [Calendly](https://assistbpo.com/software/calendly/)
- [Aircall](https://assistbpo.com/software/aircall/)
- [Dialpad](https://assistbpo.com/software/dialpad/)
- [Mailchimp](https://assistbpo.com/software/mailchimp/)
- [Airtable](https://assistbpo.com/software/airtable/)
- [Zapier](https://assistbpo.com/software/zapier/)

[See all 80 tools we work in](https://assistbpo.com/software/)

## What are the terms on the conference outreach desk?

The card, the contract terms and the conference outreach desk's own numbers, in one place.

| Specification | What you get |
| --- | --- |
| Dedicated, 40 hours a week | $1,600 a month, 160 hours |
| Managed Pod, three seats or more | From $4,800 a month |
| Desk | [Sales & lead generation desk](https://assistbpo.com/services/desks/sales-lead-generation/) |
| Standard schedule | Campaign block covering six weeks before and two weeks after one event |
| Coverage | Outreach is made in the attendee's business hours across US Eastern to Pacific, UK, Canadian and Australian time from the group's two offices, with on-site support scheduled to the show's own hours. |
| Tools | 11 platforms, including HubSpot, Salesforce, Pipedrive |
| KPIs reported | 6 measures: daily, per event, per campaign |
| Setup fee | None |
| Minimum term | Month to month, no lock-in |
| Notice | 30 days, to stop or to change hours |
| If the fit is wrong | Trained backup covers the desk the same day, re-match at no charge |
| Continuity | One named assistant, one named backup, one team lead |
| Who does the work | Employed by SS Support Network LLC, never freelancers or contractors |

These are rate-card starting points. What you pay depends on the hours, the desk and the coverage window, which is what the staffing plan sets. Rates improve as you add assistants. Your staffing plan states the rate for the number of seats you need. [The rate card](https://assistbpo.com/pricing/) carries the other currencies, the add-ons and the six things that move a plan off it.

## How much does conference outreach cost?

Plans start at $400 a month for 40 hours, at $10 an hour, and rates improve as you add assistants. Get a staffing plan within 1 business day.

### What moves the plan

1. Hours a week and whether the desk is dedicated or shared
2. Phones: live answering needs a receptionist profile and a backup
3. Coverage zone: business hours, after-hours, weekends or 24/7
4. Tools and access to set up
5. One person or a pod with a lead

### What the market publishes

Other providers' published ranges, by market, so you have something to hold this against. These are not AssistBPO prices.

| Market | Published range | Source |
| --- | --- | --- |
| United States | Managed remote sales support $7 to $15 an hour typical and $640 to $2,400 a month full time; PayScale puts the average US virtual assistant at $19.45 an hour | Wishup, Cherry Assistant and PayScale via Wishup, 2026 |
| United Kingdom | UK-based virtual assistants £25 to £45 an hour; offshore full-time £900 to £2,000 a month; marketing calls screened against TPS and CTPS under PECR before dialing | SVA rate surveys, UK agency pricing pages and ICO PECR guidance, 2026 |
| Australia | Offshore managed staff A$8 to A$35 an hour against onshore A$39.90 to A$65; lists washed against the Do Not Call Register under ACMA rules | Virtual Coworker and DotVA published pricing; ACMA, 2026 |
| Canada | Managed offshore plans US$699 to US$899 a month for Canadian small businesses; CASL express consent and National DNCL subscription required for outbound campaigns | Virtual Gurus and VantaStaff published pricing; CRTC rules, 2026 |

[Get a staffing plan](https://assistbpo.com/get-a-staffing-plan/) [How we build a plan](https://assistbpo.com/pricing/)

## Conference outreach for your industry

- [SaaS & startups](https://assistbpo.com/industries/saas-startups/)
- [IT & MSPs](https://assistbpo.com/industries/it-msp/)
- [Marketing agencies](https://assistbpo.com/industries/marketing-agencies/)
- [Construction & development](https://assistbpo.com/industries/construction/)
- [Transportation & logistics](https://assistbpo.com/industries/transportation-logistics/)
- [Insurance agencies](https://assistbpo.com/industries/insurance/)
- [Recruiting & staffing agencies](https://assistbpo.com/industries/recruiting-agencies/)
- [Financial advisors & wealth firms](https://assistbpo.com/industries/financial-advisors/)
- [All industries](https://assistbpo.com/industries/)

## Security and compliance

1. Employed, background-checked setters under NDA; never freelancers emailing in your name
2. Target lists, scans and notes live in your CRM, never in a personal file or a spreadsheet
3. Directory data recorded with its source and date so you can answer a data request later
4. Managed devices with MFA and a softphone only; no personal phones or personal numbers
5. Card details are never taken by a setter; on-site orders go through your own payment process

Full control list on the [security page](https://assistbpo.com/security/) and country rules for calls, texts and email on the [compliance page](https://assistbpo.com/compliance/). Certifications are listed only when held.

## Country rules for this service

AssistBPO makes outbound calls, texts and emails only with lawful consent and do-not-call scrubbing. Assistants never take card numbers. [Country rules](https://assistbpo.com/compliance/).

- US: TCPA consent and 8am to 9pm local calling hours with do-not-call scrubbing before every campaign; CAN-SPAM identity and unsubscribe on all pre-event and post-event email
- UK and EU: PECR with TPS and CTPS screening before calls, Ofcom persistent-misuse limits on repeat attempts, and UK GDPR source and lawful basis recorded per directory record
- Canada and Australia: CASL express or implied consent with CRTC rules and National DNCL scrubbing; Australian numbers washed against the Do Not Call Register and calls kept inside Telemarketing Standard hours

## Frequently asked questions

### How much does conference appointment setting cost?

Plans depend on hours, desks and coverage. Get a staffing plan within 1 business day. For context, 2026 cost guides put managed remote sales support at $7 to $15 an hour and $640 to $2,400 a month full time, with PayScale listing the average US virtual assistant at $19.45 an hour (Wishup, Cherry Assistant, PayScale). AssistBPO prices per named setter for a block of hours rather than per booked meeting.

### How far in advance should outreach start?

Four to six weeks before the doors open is the usual window, and eight weeks for a big international show where people book travel early. Any earlier and diaries are not set. Any later and the good slots are taken. If the exhibitor or attendee directory publishes late, the setter starts with the exhibitor list, which is normally out first, and adds attendees as they appear.

### Where does the attendee list come from?

Published exhibitor, speaker and sponsor directories, the show's own attendee list where the organizer provides one to exhibitors, your existing contacts who are going, and research into who a target account is likely to send. We do not buy scraped delegate lists. Every record carries its source and date, and the whole list is scrubbed against do-not-call registers and your suppression list before any contact.

### Is contacting attendees before the show lawful?

Yes, when it is done properly. B2B outreach around an event is lawful in all four markets we serve with the right basis and the right screening: TCPA consent and calling hours plus do-not-call scrubbing in the US, CAN-SPAM identity and unsubscribe on email, PECR with TPS and CTPS screening in the UK, CASL express or implied consent with National DNCL scrubbing in Canada, and Do Not Call Register washing in Australia.

### What happens during the event itself?

The desk stays live. Confirmations go out the evening before and the morning of each meeting, changes and no-shows are handled by message while your team is on the floor, free slots are offered to the waiting list, and badge scans and cards are keyed into the CRM each evening. Your team gets a short message before every meeting: who is coming, from where, and why they agreed.

### How fast do you follow up on badge scans?

Within 48 hours of the show closing, because that is when a scan is still a memory rather than a name. Each scan gets a message referencing the conversation, and anyone your team marked as hot gets a call. Scans with no conversation go into a lighter cadence. Everything is tagged to the event, so you can see what the stand produced against what it cost.

### Do you work events outside our home market?

Yes. The group's two offices cover US Eastern to Pacific, UK, Canadian and Australian hours, so outreach happens when the attendee is awake rather than when your team is. Country calling rules and permitted hours are set per market in the dialer, and email follows the rules of the recipient's country. AEST shifts are available on request for shows in Australia and Asia.

### What if our team's slots do not fill?

The weekly review shows slots filled against target for each team member from the first week of outreach, so a slow start is visible early enough to fix. The usual fixes are a sharper reason to meet, a wider slice of the directory, more phone and less email, or an offer that suits the show. If it is still slow two weeks out, we tell you plainly rather than at the airport.

### How quickly can you start?

Discovery to a named proposal is 72 hours. List building, verification, scrubbing, sequence writing and slot mapping take about a week, so a campaign can be live seven to ten days after the first call. That means an event five weeks out is still workable, and an event three weeks out is worth doing mainly for the post-event follow-up. We tell you which of the two you are looking at on the discovery call.

Still deciding

A 20-minute call with someone who runs conference outreach every day. No sales script, and you keep the notes.

[Book a 20-minute call](https://assistbpo.com/book-a-call/) [Get a staffing plan](https://assistbpo.com/get-a-staffing-plan/) Next step

## Your desk, staffed. Wherever you are.

Tell us what is overloaded. A named person replies within 1 business day with a staffing plan, and we propose your assistant within 72 hours.

[Get a staffing plan](https://assistbpo.com/get-a-staffing-plan/) [Book a 20-minute call](https://assistbpo.com/book-a-call/) Or call [+1-657-777-0006](tel:+16577770006) during US, UK or Australian business hours, or [hear our demo receptionist](https://assistbpo.com/demo-line/).

- A named assistant proposed within 72 hours
- Employed, screened and managed staff, never freelancers
- Your hours, your tools, your data

---

Source: https://assistbpo.com/services/conference-outreach/ · Contact: https://assistbpo.com/contact/ · Full site map for agents: https://assistbpo.com/llms.txt