Conference out of office message templates
A conference isn't a vacation. You're reachable, just slowly, and some of the people emailing you are at the same event. This template says replies will be delayed rather than stopped, and turns the auto-reply into a small invitation: if they're at the conference too, here's where to find you. It's useful for sales, partnerships, recruiting and anyone speaking at an event.
;ooo-conf;ooo-conf in any app.Variations
The same message for a different channel or tone. Copy the one that fits.
When you're giving a talk and want the auto-reply to point people to it.
When you don't want to invite meetings, just set expectations.
When to use it
- Trade shows, industry conferences and offsites where you'll check email only in the evenings.
- When you want to meet people who are at the same event.
- Speaking engagements you'd like contacts to know about.
What to avoid
- Don't say you have no access to email if you'll reply to clients from the hotel. Slower is more honest.
- Don't list your full schedule; a booth number or session title is enough.
- Don't leave the invitation line in after the event ends.
The fields in this template
Retext fills these in when the snippet expands. In plain text they become [brackets] to replace by hand.
- Event name
{fill:Event name} - The conference as people know it, e.g. "SaaStr Annual".
- Last day
{fill:Last day} - The final day of the event.
- Reply by
{fill:Reply by} - When you'll be answering email normally again.
- Where to find me
{fill:Where to find me} - A booth number, session time or booking link, e.g. "I'm at booth 214 most of Wednesday."
Tips
- •After the event, follow up with the people you met using the trade-show follow-up template in the sales pack.
- •With autocomplete (beta) on, type ;ooo-c and pause, and Retext offers the rest of the trigger, so you don't need to remember whether you called this one conf or event.
- •Put your booking link in the where-to-find-me field so people can claim a slot without a back-and-forth.
Works in Gmail, Outlook and every other app
Retext types the snippet wherever your cursor is. To use a different version in one app, give it the same trigger and limit it to that app with per-app snippets. They go by app, not website, so every tab in your browser counts as one app.
Questions
Should I set an out of office when I'm at a conference?
Yes, if your replies will be slower than usual. Say you'll reply later rather than not at all, and give a date.
Is it OK to promote my talk or booth in an auto-reply?
One line is fine and often useful, since some senders will be at the same event. Keep it to where and when.
Related templates
Business trip out of office
;ooo-tripEmail & out of office
Hi, I'm travelling for work until [Return date] and working on [Time zone] time, so I'll be reading email mainly [Online…
Trade show follow-up
;sl-eventSales
Hi [First name], Good to meet you at [Event name]. We talked about [What you discussed] at [Where you met]. If it's usef…
Meeting request
;em-meet-askEmail & out of office
Hi [Name], Could we find [Length] to talk about [Purpose]? By the end I'd like us to [Outcome]. Would [Option one] or [O…
Type ;ooo-conf, get the whole reply
Retext expands your snippets in every Mac app and fills in names, dates and order numbers for you.
Free to start. No account required on the Mac.