Delegate Acquisition

Scope of Work

The role is designed to strengthen TechCircle’s delegate acquisition, outreach communication, and event engagement strategy. The scope of work is divided into three core pillars with defined focus areas and indicative effort distribution.

A. Role Identification & Delegate / Leader Database Management (35–40%)

• Persona Mapping:

  Identify and classify relevant decision-makers and influencers (CIOs, CTOs, CDOs, Heads of IT, CISOs, CMOs, etc.) aligned to event objectives.

• Research & Validation:

  Conduct in-depth secondary research using LinkedIn, company leadership pages, media coverage, conference rosters, and industry databases to ensure accuracy and relevance.

• Database Creation & Enrichment:

• Build and maintain structured databases containing organization details, designation, function, verified contact information, industry vertical, and location.
• Enrich data periodically through continuous validation and updates.

• Master Database Management:

• Own and maintain the central CIO and Leadership Database as a live repository for all TechCircle initiatives.
• Create event-specific working lists with clear version control and tracking.

• Compliance & Governance:

  Ensure adherence to applicable data privacy and outreach regulations, including data protection norms under the DPDP Act.

B. Communication & Outreach (35–40%)

• Content Development:

  Draft and refine all outbound communication including emails, newsletters, WhatsApp scripts, and LinkedIn content, tailored to event-specific audiences.

• Targeted Outreach:

  Design persona-based communication journeys, incorporating clear value propositions, reminders, and follow-up sequences to maximize engagement and conversions.

• Brand Alignment:

  Work with the design and marketing teams to ensure brand consistency and alignment across all communication collaterals.

• Campaign Execution:

  Coordinate the full cycle of outreach—from content preparation to deployment, tracking, and optimization based on engagement analytics.

C. RSVP Management, Engagement & Reporting (20–25%)

• RSVP Coordination:

  Track and manage invitations, confirmations, and reconfirmations, ensuring optimal attendance at each event.

• Pre-Event Engagement:

  Build anticipation through teaser campaigns, speaker highlights, polls, and interactive pre-event communication.

• Reporting & Insights:

  Generate weekly reports on outreach performance, RSVP status, attendance metrics, and database health.

• Post-Event Updates:

  Reconcile attendance data and update the master database to reflect the latest engagement outcomes.

Qualifications

• Strong communication, interpersonal, and persuasive skills
• Experience in audience research, lead generation, and client engagement
• Understanding of event management or corporate outreach in industry verticals
• Previous experience in delegate acquisition or a similar function is an advantage.