Driving Registrations for an In-Person Technical Conference for a Global Software Company
How InfoAnalytica combined research, automated location checks, AI-assisted analysis and personal telephone outreach to secure registrations from local senior technical professionals.
- interested prospects, all within 50 miles of the venue
- ~110
- live conversations ended in a registration or a request for the link
- ~1 in 5
- from launch to completion
- < 4 weeks
At a glance
- Customer
- A global enterprise software company
- Program
- A telephone campaign to secure registrations for a one-day, in-person technical conference in 2025
- Scope
- A target account list provided by the customer, extended with additional accounts researched by InfoAnalytica
- Target audience
- Senior developers, engineers, architects and IT specialists who influence technology choices, working within 50 miles of the venue
- InfoAnalytica’s role
- Researched the target audience, checked each contact’s location, called and registered prospects, and called registrants before the event
- Differentiator
- Automated location checks and AI-assisted assessment of agenda relevance, with every conversation handled by our callers
The customer and the program
The customer, a global enterprise software company, engaged with a large developer community. In 2025 it hosted a one-day technical conference in a major US technology hub, featuring expert presentations and optional hands-on workshops.
The customer asked InfoAnalytica to secure registrations from senior technical professionals likely to attend. A call was successful when the prospect registered or requested the registration link, and agreed to be contacted by the customer.
The challenge
- Location was a firm requirement. Attendees had to work within 50 miles of the venue, the distance a professional would reasonably travel for a one-day event.
- The right person mattered, not just the right company. The event was meant for senior technical professionals who influence technology choices in their organizations, and job titles alone did not always show who they were.
- Each invitation had to be relevant. Different roles had different reasons to attend, so each invitation had to highlight the parts of the agenda that mattered most to that person.
- Time was limited. The team had less than four weeks to reach a busy audience that was difficult to contact by phone.
Our approach
- Checking location: Each contact’s work location was compared with the venue location, and only contacts within 50 miles were shortlisted for calling. Each person’s phone area code was used as a secondary signal alongside their work location, to remove contacts who appeared to be based in a distant area.
- Researching contacts and assessing relevance: AI-assisted research identified relevant professionals at each account and assessed, from their work profiles, who would benefit most from the agenda.
- Tailoring invitations: AI helped select the parts of the agenda most likely to interest each prospect, so callers could personalize every invitation.
- Verifying, calling and following up: Our team verified contact details, made every call and recorded consent. Registrants received follow-up calls before the event to encourage attendance.
- Reviewing results: Call outcomes were analyzed throughout to focus effort on what worked best.
Human, automation and AI: who did what
Checking every contact manually against the 50-mile limit, and deciding what would interest each person, could not have been completed before the event. InfoAnalytica therefore assigned each type of work to the method best suited to it.
Our team defined the strategy
- The target roles
- The 50-mile limit
- The agenda areas to emphasize
- The call script
Automation and AI handled the volume
- Checking each contact’s location (automated)
- Researching contacts (AI-assisted)
- Assessing agenda relevance (AI-assisted)
- Analyzing call outcomes (AI-assisted)
Our callers managed every conversation
- Verifying contact details
- Speaking with every prospect
- Registering prospects and recording consent
- Calling registrants before the event
Results
| Outcome | Result |
|---|---|
| Interested prospects | About 110, in under four weeks |
| Registered during the call | About 40% of interested prospects |
| Requested the registration link; passed to the customer for follow-up | About 60% of interested prospects |
| Live conversations that ended in a registration or a request for the link | About 1 in 5 |
Every prospect was within travel distance of the venue, had been matched to the parts of the agenda most relevant to them, and had agreed to be contacted by the customer.
In summary
The program showed that InfoAnalytica could manage the registration effort for a conference, from research to follow-up calls, within a short timeline. Automation and AI helped our team identify the right professionals and confirm that they could attend, while every conversation remained personal. The same approach could be applied to any in-person event where attendance depends on location and relevance.