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Guest Drops

Send targeted email campaigns to promote your events to mailing lists.

Overview​

Guest Drops allow you to:

  • Build mailing lists of subscribers
  • Import contacts from CSV or paste emails
  • Send promotional emails for your events
  • Limited to 1 guest drop per event

Accessing Guest Drops​

  1. Go to Dashboard → Toolkit
  2. Click Guest Drop
  3. Select your Host Profile from the dropdown
note

You need a Host Profile (owner or admin role) to access Guest Drops. If you don't have one, you'll be prompted to create one.

Mailing Lists​

Creating a List​

  1. Click Create New List
  2. Enter list details:
    • List Name (required) - e.g., "Tech Enthusiasts", "VIP Guests"
    • Description (optional) - What this list is for
  3. Optionally, upload a CSV file to import contacts during creation
  4. Click Create List

Viewing Lists​

Your mailing lists are displayed as cards showing:

  • List name
  • Description (if set)
  • Subscriber count
  • Checkbox to select for sending
  • Edit button (manage contacts)
  • Delete button

Adding Contacts​

Click the edit button on a mailing list to open the Manage Contacts modal.

Single Contact​

Add contacts one at a time:

  1. Select Single Contact tab
  2. Enter:
    • Email (required)
    • Name (optional)
  3. Click Add

Paste Emails​

Bulk add by pasting:

  1. Select Paste Emails tab
  2. Paste email addresses (comma, space, or newline separated)
  3. The count of valid emails found is shown
  4. Click Add All

CSV Import​

Import from a CSV file:

  1. Click Import CSV
  2. Select your CSV file
  3. Contacts are imported automatically

CSV Format​

email,name
john@example.com,John Smith
jane@example.com,Jane Doe

The email column is required. The name column is optional.

Import results show: added count, duplicates count, invalid count.

Managing Contacts​

Viewing Contacts​

In the Manage Contacts modal, each contact shows:

  • Email address
  • Name (if provided)
  • Source (e.g., "manual", "csv")

Contacts are paginated (20 per page).

Removing Contacts​

  1. Find the contact in the list
  2. Click the trash icon
  3. Contact is removed immediately

Sending Guest Drops​

One Per Event

You are limited to 1 guest drop per event. Events that have already received a drop show "(Already sent)" and cannot be selected again.

Selecting Recipients​

  1. Check the boxes on the mailing lists you want to send to
  2. The selected count and unique recipient count is shown
  3. Duplicates across lists are automatically removed

Composing the Drop​

In the Send Drop section:

  1. Event - Select an upcoming published event to promote
    • Only shows events for the selected Host Profile
    • Only upcoming events are available
  2. Subject - Write your email subject line
  3. Message - Write your promotional message
    • A link to the event is automatically included in the email

Sending​

Click Send Drop to X subscribers to deliver:

  • Emails are sent immediately
  • Success message confirms the recipient count
  • Form is reset after sending

After Sending​

After a guest drop is sent:

  • The event is marked as sent and cannot receive another drop
  • A success message confirms how many subscribers received the email
  • The event link is automatically included in all emails

Best Practices​

Building Lists​

Ethical Collection​

  • Get explicit consent
  • Explain how you'll use emails
  • Provide easy unsubscribe

Quality Over Quantity​

  • Engaged contacts matter more
  • Remove inactive subscribers
  • Keep lists clean

Email Content​

Compelling Subject Lines​

Good examples:

  • "Early Bird Ending Soon: [Event Name]"
  • "You're Invited: [Event Name]"
  • "New Speakers Announced for [Event Name]"

Avoid:

  • ALL CAPS
  • Excessive punctuation!!!
  • Misleading subjects

Message Body​

  • Keep it concise
  • One clear call-to-action
  • Include essential details
  • Mobile-friendly formatting

Frequency​

  • Don't over-email
  • Space campaigns appropriately
  • Consider subscriber fatigue
  • Quality over quantity

Timing​

Best times to send:

  • Tuesday-Thursday
  • 10am or 2pm local time
  • Avoid weekends/holidays
  • Test what works for your audience

Compliance​

Follow email regulations:

  • CAN-SPAM (US)
  • GDPR (EU)
  • CASL (Canada)

Requirements include:

  • Unsubscribe option
  • Physical address
  • Honest subject lines
  • Honor unsubscribes promptly

Only email those who:

  • Opted in to your list
  • Have existing relationship
  • Gave explicit permission

Troubleshooting​

No Host Profile Found​

  • Create a Host Profile in Settings → Host Profile
  • You must be owner or admin of a Host Profile to send Guest Drops

No Events Available​

  • Only upcoming published events are shown
  • Draft events are not available
  • Past events are not available
  • Events already sent a drop are disabled

Event Shows "Already Sent"​

  • Each event can only receive one guest drop
  • This is by design to prevent spam
  • Create a new event if you need to send another campaign

No Mailing Lists​

  • Create a mailing list first using Create New List
  • Import contacts via CSV or add them manually

Send Button Disabled​

  • Select at least one mailing list
  • Select an event
  • Enter a subject and message

Next Steps​