Use the event app, speaker, exhibitor and sponsor lists, the agenda and professional networks to build a short list of priority contacts. For each one, note the role, the topic, a shared connection and one specific reason to meet.
Thousands of people attend a large event, but only a few are worth a planned conversation. Research is how you find them.
How to research attendees before an event: where to look
Most events do not publish a full attendee list, so combine several sources. If you are looking for a conference or trade show attendee list, check what the organiser shares in the event app and in the exhibitor, speaker and sponsor listings first.
Event sources
- Attendee directory, where the event offers one
- Exhibitor list
- Speaker list
- Sponsor list
- Event app and session agenda
Community and public sources
- Community channels and the event hashtag
- Professional networks
- Company websites and recent announcements
Your own sources
- Existing CRM or relationship records
- Partner introductions
Framework
From everyone to the few who matter
Reference
What to note about each priority contact
Who they are
- Name
- Role
- Organisation
- Relevant topic
- Recent work or announcement
Why meet
- Shared connection
- Reason to meet
- Useful resource or introduction
- Possible next step
| Contact | Organisation | Role | Why relevant | Opening idea | Priority |
|---|---|---|---|---|---|
| Priya (fictional) | Regional events association | Head of events | Improving sponsor engagement | Ask how they handle follow-up | High |
Exhibitors and attendees
Exhibitors and attendees research differently
Start from your target accounts
- Match the exhibitor and sponsor lists to your account list
- Identify the buying roles you want to reach
- Note who in your team already knows them
Start from the programme
- Read the speaker list and session descriptions
- Find peers working on your topic
- Note the exhibitors that match your objective
Worksheet
Worksheet: target contact research
| Contact | |
| Organisation and role | |
| Relevant topic | |
| Shared context | |
| Reason to meet | |
| Priority and status |
With a short list ready, move on to requesting meetings. If you are an exhibitor building a target-account campaign, see the Pre-Event Trade Show Marketing Guide.
Frequently asked questions
How do you research attendees before a conference?
Use the event app, speaker, exhibitor and sponsor lists, the session agenda, community channels and professional networks, then note each priority contact's role, topic, shared connection and a specific reason to meet.
How do you find people to meet at a trade show?
Use the attendee directory where available, exhibitor, speaker and sponsor lists, the event app, professional networks, company announcements, your own relationship records and introductions from partners, and keep a short priority list.
Is it a good idea to get an attendee list for networking?
Use attendee data only as the event's terms and privacy rules allow. A short, researched list from the event app and public listings is usually more useful than a long list of names.