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Use case

Event follow-up with direct mail

Turn a booth-scan list into letters that land on desks the week after the event, with a QR code back to your follow-up page.

Join private beta →All plays
List Badge scans or registrantsLetter Handwritten note + big QRFollow-up Email, then a call on a scan
fleetops-summit-booth-scans.csv
312 badge scans · name, company, email
Derek Osei
Fleet Manager · Bluewater Transit
USPS verified
Alicia Moreno
Ops Director · Redline Couriers
USPS verified
Kenji Watanabe
COO · Summit Haulage
Can't confirm
Faith Adeyemi
VP Fleet · Gridway Rentals
Researching

Letter designed before the show · drop scheduled once the list is clean

When to run it

Everyone emails the week after the show. Send a letter.

After an event, every booth follows up in the same inbox. A short letter that remembers the conversation lands on a desk, with a QR code to what you promised.

Run it when

  • The event just ended and conversations are fresh
  • You promised a guide, demo or quote at the booth
  • Your booth notes say what each person cared about

Skip it if

  • Most scans were passers-by you'd never call
  • Nobody will follow up
  • The list is mostly personal email addresses

The list you need

The badge-scan export, as it comes out of the app.

A name, company and work email are enough for Scout to find the office. Exports that already have addresses go straight to the USPS check, with no research credits used.

Columns

  • Work emailRequired

    Or a LinkedIn URL, or a name with the company.

  • Mailing addressOptional

    If present, the row skips research.

  • TopicOptional

    What you talked about, from your booth notes.

  • EventNameOptional

    So one design works for every event.

What the upload looks like.csv
first_namelast_namecompanyemailevent_nametopic
DerekOseiBluewater Transitderek@bluewater.exampleFleetOps Summitone maintenance log across three depots
AliciaMorenoRedline Couriersalicia@redline.exampleFleetOps Summittracking tire wear by route
KenjiWatanabeSummit Haulagekenji@summithaul.exampleFleetOps Summitinspections on the road

Fictional rows. A record ID column becomes the Contact ID.

Export it from

Lead retrieval or badge-scan app

The CSV export your event app gives you.

Event platform registrations

Attendees or no-shows, each group with its own letter.

Tip. Write the copy and build the landing page before the event, so only upload, verify, approve and schedule are left.

The letter

Remember the conversation. Deliver what you promised.

Merge in the event and topic from your notes, keep it short, and put the promised guide behind the QR code.

  1. 01
    Where you met

    From the EventName column.

  2. 02
    What they said

    From the Topic column.

  3. 03
    What you promised

    One scan away, on a big QR code.

Starting design: Handwritten note + big QR · Merge fields:{{FirstName}} {{Company}} {{EventName}} {{Topic}}

Sample letter · fictional
QuarrystoneOctober 19, 2026
Address window · USPS-verifiedDerek OseiBluewater Transit1100 Main St, Ste 2100Kansas City MO 64105-2112

Derek,

Thanks for stopping by our booth at FleetOps Summit. You mentioned one maintenance log across three depots, and I kept thinking about it on the flight home.

Here's the short guide I promised on setting up one log across sites. It's behind the code.

I'd be glad to walk the team at Bluewater Transit through it.

See you at the next one,

Priya Raman

Field Marketing, Quarrystone

The guide is right here →

The follow-up

Mail first, then everything else.

Time the rest around the letter: an email once it's delivered, a call once someone scans.

What to measure

Measure the event as well as the mail.

Run each event as its own campaign and compare.

Before you pay

Mailable scans

Badge scans with a verified business address, and why the rest were held.

Mail Analytics

Scans by day

Whether interest arrives the week letters land or later.

Your CRM

Meetings booked

Joined to the event list on Contact ID.

We don't publish benchmark response rates. Your first drop is your baseline.

Run it in Mailyard

The play, step by step.

  1. 1Scout

    Find missing addresses

    Upload the export, and Scout finds each business address from the work email.

  2. 2Proof

    Verify with USPS

    Proof holds what won't deliver, with the reason.

  3. 3Quill

    Place the merge fields

    Add EventName and Topic to the letter you wrote before the show.

  4. 4Gate

    Approve and schedule

    Review 3 to 5 print proofs, pay the quote and pick a date at least 24 hours out.

  5. 5Echo

    Track and follow up

    Download the letter links CSV for your follow-up email.

Questions

More in the full FAQ →

How soon after a trade show should I send follow-up mail?

As soon as the list is clean. Drops are scheduled at least 24 hours ahead and, during the beta, reviewed by Mailyard's team before printing, so prepare the letter before the event and choose First-Class when timing matters.

Do badge scans include mailing addresses?

Some do. Those go straight to the USPS CASS check with no research credits; for the rest, Scout finds the business address behind each work email.

Should I mail people who registered but didn't attend?

Yes, as a separate campaign that offers what they missed, such as the session recording, instead of thanking them for a conversation that never happened.

Land on their desk the week after the show.

Upload your badge scans and see how many addresses we can find and verify before you pay for postage.

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Let's see if Mailyard fits.

Three quick questions, then pick a time for a 30-minute demo.

How many people do you want to reach each month?
Do you already have a lead list?