6 Ways to Build
Real Relationships
With Planners at a Conference
This guide outlines six meaningful ways to connect with planners during conferences. These curated experiences allow you to engage with your ideal audience in relaxed, extended settings—beyond the quick 10-minute appointments on the show floor.
#1 Poolside Welcome Mixer
Invite planners to unwind at a casual poolside gathering as they arrive at the hotel. This laid-back setting offers a comfortable way to spark conversations and ease into the conference vibe ahead of the main events.
#2 Opening Day Happy Hour
Set the tone for meaningful connections with a casual happy hour before the evening begins. It's a relaxed way to meet planners, spark conversation, and open the door for natural follow-up during the rest of the conference.
#3 Planners Breakfast Event
Kick off the morning with a thoughtfully hosted planners breakfast that encourages intentional dialogue. This quiet window offers a valuable chance to engage planners early and position your brand as a trusted, strategic resource from the start.
#4 Hosted Lunch
Format: Small Group
Intimate setting
Purpose: Deep Connection
Build meaningful rapport
Midday is the perfect time to step away from the conference noise and gather a small group of planners over lunch. This break provides an excellent opportunity to share updates, build rapport, and continue conversations in a more relaxed setting.
#5 Networking Happy Hour
Perfect timing after appointments and before dinner plans
Purpose: Genuine Conversations
Create an environment that encourages authentic connections beyond business cards
Benefit: Reinforce Presence
Strengthen your brand visibility and memorability midway through the conference
#6 Curated Dinner Experience
Invite planners to an intimate dinner designed for meaningful conversation and lasting connection. This relaxed setting offers the perfect opportunity to build genuine relationships and leave a memorable impression that extends beyond the conference.
Ready to Plan Something Meaningful?
Identify Your Goals
Determine which relationship-building opportunity aligns best with your conference objectives and target audience.
Choose Your Experience
Select the right event format and venue that fits your audience and achieves the vibe and feel that you desire.
Plan With Support
Create an event with expert support that aligns with your goals and helps you confidently connect with your attendees.
Please note: These ideas are not affiliated with or endorsed by any conference organizers. This list is provided by Velvetstyle Event Marketing as a resource to help you make the most of your conference time. If you'd like support with any of these opportunities, let's get started! Schedule an Event Consultation.