A messy pile of lists goes in. The right conversations at Black Hat come out, and every contact you meet there becomes a follow-up, not a lost card. Here is the whole flow.
Enter the plan ↗A big, messy pile of lists goes in one end. The right conversations at Black Hat come out the other, and every hand you shake there becomes a follow-up instead of a lost card. Here is exactly how it works, and the plan to have it running before the show floor opens.
Seven steps. Each one narrows the field, so the slow, expensive thinking only ever runs on the people who deserve it.
HubSpot, the conference attendee and exhibitor lists, your LinkedIn network. All pulled together, cleaned, and deduped into a single source of truth. No more the-same-person-in-four-spreadsheets.
One fast pass over the whole list, asking two questions per person. Are they a real buyer for Port0? And will they actually be in Vegas? Quick, consistent, and it runs across every record without tiring.
The scoring collapses the pile into a ranked shortlist. A few hundred names, ordered by how much each one is worth a real conversation. Small enough to do real work on, every one of them.
Only on the shortlist, and it can run overnight. New CISO in the seat? A breach or incident in the news? A hiring spree on the security team? The engine reads the signals and finds the genuine reason to reach out now, not next quarter.
The conference is already the hook, so the relevance is built in. The research sharpens it, a real reason this person should meet you at Black Hat, in a voice that sounds like Port0. It reads like someone did their homework, because something did.
The human gate. Everything lands in a clean approval dashboard where Tom can read, edit, approve, or kill each message in seconds. Nothing leaves the building without a person saying yes.
Approved messages go out on LinkedIn through HeyReach, which protects the account and personalizes at scale, sent from your own people who will be on the floor. Replies come back, and the calendar fills with the right conversations for the show. The whole pile, narrowed down to a week worth flying to Vegas for.
The booked meetings are only act one. On the floor you will shake a hundred hands and collect a hundred cards. Here is how the engine turns that pile into a working follow-up pipeline, before you have even flown home.
Snap a photo of the card or badge, then add a quick voice memo or note while it is fresh. What they cared about, what you promised, the next step. That is the whole ask of your team on the floor.
The photo and the note get read, enriched, and organized into your dashboard on their own. No late-night data entry in the hotel, no shoebox of cards waiting to be typed up next week.
Each contact becomes a personalized follow-up written from your own notes, tracked through to the meeting. Every hand you shook turns into a real next step, not a name you half remember.
You fly home with a working pipeline, not a rubber-banded stack of business cards.
The engine is not one thing doing everything. It is the right kind of work matched to each step, so effort lands where it counts and the thinking goes deep where it has to.
Pulling lists, deduping, moving records, wiring HubSpot to the dashboard. This is solved, dependable engineering. It runs in an instant and it runs the same way every single time.
A quick, consistent judgment applied across the entire list. Built to scale, so it can read every record and rank the whole field without ever cutting a corner to keep up.
The part that truly needs intelligence. Reading the news, the org charts, the hiring signals, and reasoning out the real why-now per person. It runs overnight, only on the shortlist, so the depth goes where it matters.
It is about focus and depth. The full force of the engine is pointed at the few hundred people worth flying to Vegas to meet.
Anchored to one date: sending starts two to three weeks before Black Hat. Everything else works backward from there. Tight, but it holds.
This week, on the green light. One call to pull everything into one place. What has worked and what has not, your ICP up close, your happiest client and the dream ones you wish you had, and whether you have run outreach before a conference before, how you did it, and what came of it. You share your content and positioning, and Sharon's read on the space sets the language. By the end of the week it is all in one place.
The week after. Lists unified and scored, the shortlist drawn, the message writing, and the approval dashboard. The at-show capture flow gets built alongside it, photo and note straight into Base Camp.
Overnight research runs on the shortlist, drafts flow into the dashboard, and Tom takes the controls. By the end of the week the engine runs to her standard, not ours.
Two to three weeks before Black Hat. LinkedIn messages go out through HeyReach, account-safe and personalized at scale, from your own people who will be on the floor. Tom approves, replies come in, and meetings start landing on the calendar.
Every contact your team collects is captured straight into the pipeline, so you leave Vegas with follow-ups already moving, not a stack of cards to deal with later.
It is tight, but it holds. The conference itself is the hook, so the messages are relevant without heavy personalization, and the build reuses proven parts. The one thing that keeps it on schedule is this week's data gathering, so the build starts with everything already in hand.
Bring these to the week-one call and the build starts with everything in hand. Rough and honest beats polished. Talking it through is enough, nothing needs writing up.
One call, and after it the work is on us until sending starts.
This is not a tool you rent. At the end of the six weeks the whole system is yours, on your own data, run by your own team. The pre-show engine and the follow-up pipeline both come with you. Point it at the next conference and it runs again. When you want more, the same foundation extends into always-on outbound.
One build. You walk away owning a system for conferences, not renting one.
Six weeks, designed and built with you, handed to Tom, and run all the way through Black Hat. No retainer, no lock-in. You own the system, both the pre-show engine and the follow-up pipeline, and you point it at the next conference for nothing more.
Let's build it ↗Beyond conferences, the same foundation extends into always-on outbound whenever you want it. That is a separate build, and there is no pressure. This one stands on its own.