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Conference organisers · WhatsApp marketing

Reach delegates, sponsors and speakers on the app they answer first.

WhatsApp marketing for a conference organiser is the use of the WhatsApp Business app or its API for registration queries, sponsor conversations and event-day updates. GullySales works on the message wording, the lists and the opt-in, and you should check the platform's current rules before sending anything in bulk.

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Scope, fee, reporting and term are agreed in writing after we have read your brief and spoken to you.

Realistic editorial illustration of event management companies at work in India

What WhatsApp marketing means

WhatsApp marketing is sending updates, offers and reminders to customers on the app most Indian buyers already check daily. GullySales sets up business WhatsApp, writes the message templates and keeps the list consented and current.

Also for conference organisers

Sales and marketing for conference organisers, the overview.

Last updated 18 Oct 2026.

For conference organisers

Where it usually goes wrong, and what we would do.

  • “Sponsors answer a chat before an email”

    A vendor's business development head replies to a short message while the prospectus waits in the inbox. A first note on WhatsApp, with the document attached after they agree, draws a reply where a cold email draws none.

  • “Registration questions arrive at night”

    A delegate asks about the venue, the parking, the invoice or the GST details late in the evening. A saved set of replies and a clear opening hours note keep the answers consistent.

  • “Event-day updates need one reliable channel”

    A session room changes or a speaker is delayed, and delegates have to be told. A broadcast list of people who opted in reaches them where a notice board does not.

  • “A big group becomes noise”

    Adding every delegate to one group lets strangers message each other and the organiser lose control. A broadcast or a smaller group with set rules serves the event better.

What we do

What we deliver for conference organisers.

Every deliverable, what it covers for you, and the result it is there to produce. Nothing here is an extra.

  1. Saved replies for registration questions

    Prepared answers on venue, invoice, group rates and cancellation, written in the organiser's voice.

    Result: The team answers common questions with the same words.

  2. A sponsor first-message script

    A short opening note for vendors, with the prospectus sent only after they reply.

    Result: Sponsor chats begin with a consistent, polite message.

  3. Opt-in capture on the registration form

    A tick-box asking permission to message on WhatsApp, recorded with the date and the number.

    Result: Each number on your list has a recorded agreement.

  4. An event-day broadcast plan

    Who sends room changes, delays and reminders, in which words, and from which number.

    Result: One person is named to send each type of update.

  5. Labels and a hand-off rule

    Tags for delegate, sponsor, speaker and approver, plus a rule for passing a chat to the person who owns the sponsor deal.

    Result: Chats are labelled and no one answers a sponsor twice.

How the result is measured

  • Messages delivered
  • Reply rate
  • Enquiries from WhatsApp

Recorded as a baseline before work starts, so every later report has an honest comparison.

Read the full WhatsApp marketing and automation page

What to capture or send

Use WhatsApp for the moments when a delegate or sponsor needs a quick reply.

Opt-in tick-box and date
The registration form asks permission to message on WhatsApp and stores the number with the date. Without it, event-day broadcasts reach people who never agreed.
Sponsor first message
A short note to a vendor's business head, with the prospectus sent only after they reply. It draws an answer where a cold email did not.
Saved reply on invoice and GST details
Delegates ask for this late in the evening. One approved wording means every team member gives the same answer and the company name is right.
Room change or delay notice
Sent on the day to opted-in delegates by one named person. It reaches them in the corridor, where a notice board does not.
Chat label and owner
The team tags delegate, sponsor, speaker or approver, and the sponsor deal owner takes the chat. A vendor is never answered twice by two people.

Who it is for

This is written for these conference organisers.

  • Technology and startup conference organisers in Bengaluru, Hyderabad and Pune
  • Healthcare and pharma conference organisers who work with medical bodies
  • Finance, banking and insurance summit organisers
  • Education and edtech summit organisers
  • Retail, e-commerce and supply chain summit organisers
  • Association and chamber of commerce events run by a professional body
  • Awards and conclave organisers that pair a conference with a ceremony
  • Hybrid and online conference organisers that sell a live stream alongside the room

Not for

It is not the right fit if.

  • You hold a bought or old attendee list with no recorded permission, so a broadcast would reach people who did not ask.
  • No one is on hand to answer a sponsor chat in the working day, so the quick reply you promised would not come.
  • You plan to add every delegate into one group, which lets strangers message each other.

How it works

How the whatsapp marketing work runs

The work itself, in order. How an engagement starts, from your brief to a written scope, is set out on our method page.

  1. 1

    Read the chats you already have

    We read how customers write to you, which questions repeat and where a chat goes quiet. The repeated questions decide what gets automated first.

  2. 2

    Sort the list and the permission

    Contacts who asked to hear from you are separated from numbers that only sit in a phone book. We agree the wording new contacts will see before they say yes.

  3. 3

    Choose the app or the API

    One phone and a small team can stay on the ordinary app. Several people on one number, templates or a CRM link need the API through a provider, which is its own piece of setup work.

  4. 4

    Write the replies and the plan

    The greeting, away message, saved replies and handover rule are written in your words and approved by you. The message plan and its templates follow.

  5. 5

    Connect the record and test

    Each link carries its source line and each chat lands in the CRM. We test on real phones, including a customer who asks for a person.

  6. 6

    Read the unanswered questions

    A question the first reply could not answer becomes a new saved reply or a fixed handover. Stop requests are watched too, with the number's quality rating where the API is used, since both show a message plan that has gone too far.

Where this fits

Three pieces of sales work, in this order.

This work sits inside sales process design, at stage 0, foundation. The audit comes before it, and sales management keeps it running.

  1. Step 1

    Sales audit

    Find where deals are being lost and what to fix first.

    Start here if you cannot say where orders are lost.

  2. Step 2 · you are here

    Sales process design

    One written way to sell, from first enquiry to repeat order.

    Start here if every salesperson sells differently.

  3. Step 3

    Sales management

    A target, a review routine and someone who owns the number.

    Start here if the team has targets and no routine.

Tell us what you need Your brief is read before we call. Scope, fee and term in writing.

FAQ

Questions owners ask before they call.

Not here? More answers, or ask on WhatsApp.

Tell us what you need
Can we message our old attendee list on WhatsApp?
Only the people who agreed to hear from you that way. Check the platform's current rules and your own opt-in records, and send nothing to numbers you cannot account for.
Should we use the free app or the API?
The free business app suits a small team handling modest volume. The API suits larger volumes and several agents but adds cost and approval steps, so choose it when the free app stops coping.
Is a delegate group a good idea?
A group on the event day serves logistics, but it needs a clear admin and rules. Broadcast messages to opted-in delegates are easier to control.
Should delegates and sponsors be messaged from one number?
Use one business number and separate labels. Delegates ask about venue and invoices, sponsors ask about packages, and mixing the two in one inbox leads to a sponsor being answered by the registration desk. Labels and a hand-off rule keep the deals with their owner.
How much does it cost?
There is no price list, because the work differs by business. The fee is scoped after we have read your brief and spoken to you, and put in writing before anything starts, split into our time, your media spend and production.
How long is the contract?
The term is agreed in writing after we have spoken, along with the fee and the reporting. It is never a default twelve months, and renewal is decided on the numbers against the baseline recorded at the start.
How soon will we see results?
It depends on the trade, the channel and what is already in place. After we have read your brief and spoken to you, we say what we would expect to move first and how it will be measured against the baseline. Nothing here is guaranteed.
Who will actually do the work?
The person you speak to before anything starts. We work from one office in Nagarbhavi, Bengaluru, with no account managers in between.
What do you need from us?
Your brief, and a conversation. After that, access to whatever this work touches, such as your website, your accounts or your enquiry record, and time with the people who handle your enquiries.
What if we are not happy with the work?
Tell us and the plan changes. Everything is reported against the baseline, so a number that is not moving is visible to both sides. The term is in your written scope, and the refund and cancellation policy sets out the rest.

More for conference organisers

Everything else we would do for you.

Or start from the overview: sales and marketing for conference organisers.

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