Event Communication and Contact Policy

Purpose

This policy outlines guidelines for contacting individuals or organizations regarding participation in an event and potential business collaboration, including prospecting, sales outreach, and follow-up conversations.

Scope

This policy applies to all employees, contractors, or partners involved in event communication, lead generation, sales prospecting, or partnership outreach on behalf of [Your Organization/Event Name].

By registering for and/or attending the event, participants agree to be contacted by Peritos Solutions and its authorized representatives for:

• 1. Post-event communication and feedback

  2. Relevant product or service offerings

  3. Business opportunity discussions and prospecting follow-ups

1. Contact Authorization

• Only authorized personnel may initiate outreach for events and business discussions.

• All outreach messaging and sequences must be pre-approved by the sales/marketing team or communications lead.

2. Contact Approach & Consent

• Communication must comply with applicable laws (e.g., GDPR, CAN-SPAM, Privacy Act).

• Outreach will be made to:

  • Individuals who have shown interest or engaged with the event/business.

  • Prospective leads gathered through referrals, public listings, or business directories.

  • Contacts who have opted in to receive updates or have a legitimate business interest.

3. Communication Framework

• Initial Contact: A professional message introducing the event or business opportunity and seeking interest for a further conversation.

• Follow-Up Sequence:

  • Maximum of 3 follow-up attempts (via email, call, or LinkedIn) if no response is received.

  • Follow-ups will be spaced out reasonably (e.g., 3–5 business days apart).

  • If no engagement after three attempts, the contact will be marked as “no further outreach” unless re-engagement occurs.

4. Meeting and Appointment Setting

• If mutual interest is established, the team may:

  • Book a discovery call to understand the contact’s business needs or event interest.

  • Schedule further meetings or demos as needed, with full transparency of agenda and purpose.

  • Use calendaring tools (e.g., Calendly, Microsoft Bookings) to simplify scheduling.

5. Communication Channels

• Outreach may occur through:

  • Business email

  • Phone (during standard business hours)

  • LinkedIn or other professional platforms

  • SMS (only if opted in or previously connected)

6. Conduct and Content

• Messaging must be clear, respectful, and non-intrusive.

• All outreach should include:

  • Purpose of contact

  • How the contact was identified

  • Opt-out or unsubscribe option (for email)

  • Contact details for queries

7. Record Keeping

• Maintain records of:

  • All communications sent

  • Responses or meeting notes

  • Consent where applicable