2. Pre-event outreach to your contact base One of the most effective strategies for preparing for an event is to reach out to potential partners and clients in advance — especially if you already have a list of participants obtained through a matchmaking system, last year's database, or public profiles.
For our team, LinkedIn remains the primary channel for such outreach — a platform that makes it easy to conduct business correspondence, track company participation in events, and arrange meetings.
However, it’s important to consider the market context of the event. Different regions use different communication tools, and ignoring these differences can reduce the effectiveness of your outreach.
For example:
- In North America and Europe, LinkedIn remains the main channel for B2B communication.
- In China, the key tool is WeChat — a nearly universal messenger used for both personal and business contacts. Many participants prefer exchanging QR codes instead of business cards, and WeChat messaging is considered an official channel.
- In South Korea and Japan, KakaoTalk and LINE are popular, respectively, and this should be factored into your communication planning.
Example of a first outreach message:
Hi! Our team will be attending [event name] in [city]. Will you be there? It would be great to meet in person and chat — we could explore potential synergies.
Such messages are best sent 2–3 weeks before the event to allow time for planning and avoid peak overload periods. It’s important to adapt the tone and format to the region — in China, for instance, a greeting and brief studio introduction in the first message is standard, while in Europe, brevity and a direct meeting request are more appreciated.
3.Plan logistics and ticket purchase in advanceSome niche but strategically important exhibitions — such as XDS in Vancouver — sell out within a single day. A standard ticket costs around $1,195 USD, but if you register late, the only available option might be an investor package priced up to $10,000, with restrictions on participant status.
These risks make early booking not just convenient, but critically important for studios focused on the B2B format.
4.Use matchmaking systemsAll major B2B events feature an internal matchmaking system. It becomes available either immediately after ticket purchase or a few weeks before the event begins. There, you can find a list of all participants, their contact details, and areas of interest (e.g., investment, marketing, development).
What we do:
- Compile a priority list of participants we want to meet.
- Schedule meetings in advance — ideally 1–2 weeks before the event.
- Simultaneously add contacts on LinkedIn.
- Maintain a table with the meeting schedule: who confirmed, date, time, interests, and additional notes.
- Always include buffer time between meetings — especially at large venues.