The Ultimate Pre-Event Networking Playbook: Connect Before the Event Starts

Here’s the truth: I love going to events.

Not (only) for the speakers. Not (only) for the free coffee. And definitely not (only) for the PowerPoint presentations that you could’ve watched on YouTube.

I go for the people.

The ones who showed up. The ones who chose to be there. The ones who are actively trying to level up their thinking.

But here’s the problem.

Some of you aren’t naturally the person who walks up to strangers and starts conversations. So you end up at the lonely coffee table, watching everyone else network while you scroll through the phone pretending to check important emails.

That story ends today.

In this post, I’ll show you the exact system I use to connect with event attendees before, during, and after events—mostly automated, completely genuine, and zero awkwardness required.

No more lonely coffee table for you.

Ready? Of course you are.

What’s inside:

Getting attendee lists (even when organizers don’t share them)
Finding people on LinkedIn at scale
Enriching your data to find the most relevant connections
Crafting messages that actually get responses
Getting real commitments to meet (not just “yeah, let’s connect sometime”)
Bonus: Last-minute networking starters (because sometimes your colleague gets sick the day before and you’re the backup)

Let’s dive in.

What You’ll Need

Before we start, here’s what you need:

Access to an attendee list (I’ll show you how to get this even when it seems impossible)
LinkedIn account (obviously)
Common sense (surprisingly rare at networking events)
Budget: Mostly free, with optional paid tools if you want to go deeper

The tools have changed since 2020. Here are the modern alternatives:

Phantombuster → Still works, but now we have better options like Apify, Browse AI, or even ChatGPT with web browsing
Google Sheets → Still the MVP for data management
LinkedIn Sales Navigator → Optional but powerful for advanced filtering
Apollo.io or ZoomInfo → For email finding (more reliable than the old tools)
Calendly → Still the gold standard for booking meetings

Let’s kick things off with the first challenge.

Step 1: Getting the Attendee List

Before you can connect with anyone, you need to know who’s going.

This is usually the hardest part because event organizers are wise to people like us who want to turn their attendee list into a networking goldmine.

Fair enough. Keeps us sharp.

Your goal here is simple: Get a list with these three things in a spreadsheet:

First Name
Last Name
Company Name (optional but dramatically increases your success rate)

Here’s the breakdown for different scenarios:

Scenario 1: They Give You the List

Some event organizers actually want you to network. Revolutionary concept, I know.

If you receive the list as a PDF or Google Doc, copy it into Google Sheets. Don’t worry about formatting yet—we’ll fix that in Step 2.

If they didn’t send it, ask for it. Worst case? They say no and you move to Scenario 2.

Scenario 2: They Show Attendees But Don’t List Names

You’ll see something like “Join 500+ marketing leaders including executives from Google, Meta, and Salesforce!”

Great for FOMO. Terrible for actually connecting with people.

Here’s what you do:

If the event has a LinkedIn Event page:

Go to the LinkedIn Event
Click “Attendees” or “See all”
Use a LinkedIn scraping tool like:
- Phantombuster (LinkedIn Event Attendees scraper)
- Apify (LinkedIn Event Scraper)
- Browse AI (create a custom scraper)

These tools will extract the list of people who clicked “Attend” on LinkedIn.

Set up your scraper:

Input the LinkedIn Event URL
Set it to extract: Name, Headline, Company, Profile URL
Let it run (usually takes 5-30 minutes depending on attendee count)
Export to CSV
Import into Google Sheets

If there’s a dedicated event website with attendee profiles:

Use Browse AI or Apify to create a custom scraper
Extract names and companies from the attendee directory
Export to Google Sheets

I’ll be honest: This part requires a bit of technical setup. But once you’ve done it once, you can reuse the same workflow for every event you attend.

Scenario 3: Facebook Event (Still Relevant for Some Industries)

If the event has a Facebook Event page:

Check who’s marked “Going” or “Interested”
Use an extraction tool to pull names
Then cross-reference with LinkedIn (we’ll cover this in Step 3)

Step 2: Format Your Data

Great job collecting that valuable data. You’re one step closer to never being the lonely coffee drinker again.

Now it’s time to structure your data so you can actually use it.

You want one column with this format: First Name Last Name Company Name

Example: “Sarah Chen Stripe”

Why this format? Because when we search for people on LinkedIn, the more information we give the search tool, the more accurate the results.

Here’s how to combine multiple columns:

Let’s say you have three separate columns: First Name, Last Name, Company.

Click on column D (or whatever empty column you have)
Paste this formula:

=CONCATENATE(A2," ",B2," ",C2)

(If you only have 2 columns, use: =CONCATENATE(A2," ",B2))

Select the entire D column
Press Cmd+D (Mac) or Ctrl+D (Windows) to apply the formula to all rows

You’ll now see all your data nicely combined.

Next:

Create a new tab. Name it: “Clean Names”
Copy the entire combined column
Paste it into your new tab as Values Only (right-click → Paste Special → Values)
Add a header row at the top. Call it: “Names”

Done. Your data is ready.

Step 3: Find LinkedIn Profiles at Scale

Now it’s time to find everyone’s LinkedIn profile URL.

This is where automation saves you from manually searching for 200+ people.

Modern approach using Apollo.io or LinkedIn Sales Navigator:

Option A: Apollo.io (Recommended for Most People)

Apollo.io has a CSV upload feature that’s incredibly powerful:

Go to Apollo.io (free tier works for smaller lists)
Click “Import” → “CSV”
Upload your spreadsheet with names and companies
Apollo will automatically match people to their LinkedIn profiles
Export the results with LinkedIn URLs included

Success rate: Usually 70-85% for people with public LinkedIn profiles.

Option B: LinkedIn Sales Navigator

If you have Sales Navigator (or a free trial):

Use the “Lead Builder” feature
Upload your list or search manually using company + name filters
Export results with LinkedIn URLs

Option C: Phantombuster (Classic Method, Still Works)

If you want to stick with the automation approach:

Go to Phantombuster
Select “LinkedIn Profile URL Finder”
Connect your Google Sheet (make sure it’s set to “Anyone with the link can view”)
Specify the column name: “Names”
Launch the automation

Important: LinkedIn has gotten stricter about automation. Use these tools responsibly and don’t exceed reasonable daily limits (50-100 searches per day max).

Once you have your results:

Download as CSV
Import into Google Sheets (File → Import → Upload)
Filter out the “not found” entries:
- Click the column header “LinkedIn URL”
- Use the filter icon
- Deselect “none” or blank entries
- Delete those rows

You now have a clean list of LinkedIn profiles.

Step 4: Enrich Your Data (Find Out Who’s Actually Relevant)

Having 200 LinkedIn URLs is great.

But you can’t connect with everyone. You need to prioritize.

This is where data enrichment comes in. You want to know:

What they do (job title, seniority)
Where they work (company size, industry)
Why they might be relevant to you

Modern tools for enrichment:

Option A: Apollo.io

Apollo automatically enriches profiles with:

Job title and seniority
Company details (size, industry, revenue)
Email addresses (verified)
Phone numbers (for premium accounts)

Simply import your LinkedIn URLs and Apollo fills in the rest.

Option B: LinkedIn Sales Navigator Insights

Export detailed information including:

Years at company
Recent job changes
Shared connections
Recent activity

Option C: Manual LinkedIn Profile Scraping

If you’re using Phantombuster or Apify:

Use the “LinkedIn Profile Scraper” tool
Input your list of LinkedIn URLs
It extracts: headline, current position, company, skills, education
Export to Google Sheets

Now filter for relevance:

Open your enriched spreadsheet and use filters to find people who matter most to you:

By seniority: VP, Director, C-level
By company size: Startups vs. Enterprise
By industry: Filter for your target industries
By role: Filter for specific job functions

This is where you get strategic. Don’t try to connect with everyone. Focus on the 20-50 people who are most aligned with your goals.

It is that important.

Step 5: Finding Email Addresses (Optional But Powerful)

Most people will accept your LinkedIn connection request.

But some don’t check LinkedIn regularly. For them, email works better.

Here’s how to find emails:

Best tools in 2025:

Apollo.io (Best all-around)
- Upload your list
- It finds and verifies emails
- Free tier: 50 emails/month
- Paid: Starts at $49/month
Hunter.io
- Great for finding company email patterns
- Verify emails before sending
- Free tier: 25 searches/month
Snov.io
- LinkedIn Chrome extension
- Find emails while browsing profiles
- Free tier: 50 credits/month

For bulk email finding:

Export your cleaned list with: First Name, Last Name, Company
Upload to Apollo.io or Hunter.io
Run the email finder
Download results with verified emails
Import back into your main Google Sheet

Pro tip: Don’t spam these emails. Use them strategically for:

Following up after a LinkedIn message
Sending a pre-event introduction
Sharing something genuinely valuable

We’ll cover messaging in the next step.

Step 6: Send LinkedIn Connection Requests (The Right Way)

Alright, time for the moment you’ve been waiting for.

It’s time to actually connect with these people.

First, optimize your LinkedIn profile:

Before sending 50+ connection requests, make sure your profile doesn’t scream “generic networker”:

Headline: Make it clear why you’re at this event. Example: “Meeting founders and growth leaders at [Event Name] | VP Marketing @ Startup”
Banner: Update it to mention the event. Something like “See you at [Event Name]!”
About section: Make it conversational, show what you care about
Recent activity: Post something relevant to the event topic a few days before

This dramatically increases acceptance rates.

Now, let’s connect:

Modern Approach: LinkedIn Native Messaging

LinkedIn has cracked down on automation, so I recommend a hybrid approach:

For your top 20-30 priority people: Manually send connection requests with personalized notes.

For the next tier: Use light automation tools like:

LinkedIn’s own Campaign Manager (if you have Sales Navigator)
Expandi (LinkedIn-safe automation)
We-Connect (Cloud-based, safer than desktop tools)

The Connection Message Template:

Here’s what works in 2025:

Hey [First Name],

I saw you're attending [Event Name] and wanted to connect ahead of time.

I'm particularly interested in [specific topic related to their role or company], and I'd love to hear your take on it.

Are you around during the [morning/afternoon] breaks?

[Your Name]

Why this works:

Personal: Uses their name and references something specific
Contextual: Explains why you’re reaching out
Low pressure: Doesn’t ask for anything big
Actionable: Gives them an easy way to respond

Here’s why most connection requests fail:

Too generic: “I’d like to connect with you on LinkedIn”
Too salesy: “I help companies like yours increase revenue by 300%”
Too vague: “Let’s connect and see if there are synergies”

Be specific. Be genuine. Be human.

Pro tip: Don’t send all connection requests at once. Spread them over 3-4 days to stay under LinkedIn’s radar and avoid looking desperate.

Step 7: The Follow-Up (Where Most People Fail)

Here’s what usually happens:

You send a connection request. They accept. Maybe they even reply with “Thanks, see you there!”

Then nothing.

No meeting booked. No conversation at the event. Just another connection collecting digital dust.

Don’t let this happen to you.

The follow-up strategy:

48 hours before the event:

Send a message to people who accepted your connection:

Hey [First Name],

[Event Name] is coming up fast! I'll be there both days.

I'm curious about [specific topic related to their work]. Any chance you have 15 minutes for coffee during the morning break on [Day 1]?

I'm using Calendly to keep things organized: [Your Calendly Link]

Looking forward to meeting you in person.

[Your Name]

Why this works:

Specific timing: Morning break, Day 1
Low commitment: 15 minutes for coffee
Easy action: Calendly link (no back-and-forth)
Shows preparation: You’re organized and serious

Pro tip: Set up a dedicated Calendly page for the event with:

Only available times during event breaks
15-30 minute slots
Buffer time between meetings
Custom questions like “What do you want to discuss?”

This lets people self-select their preferred times and shows you respect their schedule.

During the event:

Send quick messages to confirmed meetings:

On my way to the coffee area! Blue jacket, by the windows.

Simple. Clear. Makes it easy to find you.

After the event:

Within 24 hours, follow up with everyone you met:

[First Name], great meeting you yesterday!

As promised, here's [resource/intro/link we discussed].

Let me know if you want to continue the conversation.

[Your Name]

This is where relationships actually get built.

The Psychology Behind Why This Works

You might be wondering: “Isn’t this a bit… much?”

Fair question.

Here’s the thing: People are overwhelmed at events. They want to make meaningful connections but don’t know where to start.

When you reach out beforehand, you’re doing them a favor. You’re:

Reducing decision fatigue: They don’t have to figure out who to talk to
Creating reciprocity: You took the initiative, so they feel good about reciprocating
Building anticipation: They’re now looking forward to meeting you
Showing respect: You value their time enough to plan ahead

Robert Cialdini’s principle of commitment and consistency applies here: Once someone agrees to meet you (even virtually), they’re much more likely to follow through.

And when they show up to that coffee meeting? You’re not a stranger anymore. You’re someone they already know.

Real Talk: What Not to Do

Let me save you from some mistakes I’ve made:

Don’t:

Send the same generic message to everyone
Ask for favors in your first message
Pitch your product/service in the connection request
Send connection requests from a half-empty LinkedIn profile
Forget to show up to meetings you scheduled (obvious but happens)
Ignore people after the event

Do:

Be genuinely interested in the person
Reference something specific from their profile
Keep messages short and scannable
Follow through on everything you promise
Add value before asking for anything

Tools Summary (2025 Edition)

Here’s the modern tech stack for event networking:

Free tier:

Google Sheets (data management)
LinkedIn (manual outreach)
Apollo.io free tier (50 contacts/month)
Calendly free tier (unlimited meetings)

Paid tier (worth it for frequent networkers):

Apollo.io ($49/month) - Email finding + enrichment
LinkedIn Sales Navigator ($99/month) - Advanced search + insights
Expandi ($99/month) - Safe LinkedIn automation
Calendly Premium ($10/month) - Better branding + features

Total monthly cost if you go all-in: Around $200-250/month

But honestly? Start with the free tools. The system matters more than the tools.

The Bottom Line

Networking at events doesn’t have to be awkward.

With the right system, you can:

Find the most relevant people before the event
Start conversations naturally through LinkedIn
Get real meeting commitments (not just vague “let’s connect”)
Build relationships that last beyond the event

And the best part?

You’re not interrupting anyone. You’re not being pushy. You’re simply being proactive about making the event valuable for both of you.

Because here’s what’s actually happening: While everyone else is wandering around with their coffee trying to figure out who to talk to, you’ll have a calendar full of scheduled conversations with people you actually want to meet.

That’s not awkward.

That’s strategic.

Your Move

If you’re attending an event in the next few months:

Get the attendee list (use the scenarios above)
Clean your data in Google Sheets
Enrich it with Apollo.io or LinkedIn Sales Navigator
Filter for your top 30-50 most relevant people
Start connecting 2-3 weeks before the event
Book meetings using Calendly 48-72 hours before
Show up and have meaningful conversations
Follow up within 24 hours after

And if you’re thinking “I’ll just wing it at the event”—go ahead. But don’t be surprised when you end up at the lonely coffee table scrolling through your phone.

Bonus Tip: The Last-Minute Attendee’s Survival Guide

Let’s be real: Sometimes life happens.

Your colleague gets sick the day before the conference. Your boss decides you should go instead. Or you just completely forgot to prepare (we’ve all been there).

You’re showing up with zero pre-networking, no scheduled meetings, and a mild sense of panic.

Don’t worry. I’ve got you.

Here are conversation starters that actually work when you haven’t had time to prepare:

The “Mutual Connection” Opener

Walk up to someone (or a group) and say:

“I think we know someone in common.”

That’s it.

They’ll immediately ask: “Oh really? Who?”

Then you respond: “I’m not sure yet—where do you work?”

And boom. Conversation started.

They’ll tell you about their company. You’ll mention yours. You’ll probably find an actual mutual connection through LinkedIn or a shared event you both attended.

Even if you don’t? It doesn’t matter. You’re already talking.

Other Last-Minute Openers That Work:

“What brought you to this event?”

Simple, genuine, gets them talking about themselves
Everyone has an answer ready
Opens the door to discussing shared interests

“Have you been to this conference before?”

If yes: “What should I not miss?”
If no: “Same! What are you most looking forward to?”
Creates instant common ground

“I’m trying to decide between [Session A] and [Session B]—have you been to either speaker before?”

Shows you’re engaged with the event
Asks for their opinion (people love giving opinions)
Easy for them to answer

“This is my first time at [Event Name]—any recommendations?”

Positions them as the expert
People love helping newcomers
Usually leads to them offering to introduce you to others

The Group Approach

Walking up to a group is actually easier than approaching one person:

Wait for a laugh or pause in their conversation
Step slightly into the circle (not directly between two people)
Say: “Sorry to interrupt—mind if I join you? I’m [Name].”
Listen for 30 seconds to understand the conversation
Add something relevant or ask a follow-up question

Groups are more welcoming than you think. They’re at a networking event specifically to meet new people.

The “Event App” Strategy

Most conferences now have apps with attendee lists.

Day-of hack:

Open the event app during a break
Filter attendees by: company type, job title, or location
Find 5-10 interesting people
Note one specific thing from their profile
Walk up and say: “Hey, I just saw you’re from [Company/City]—I had to come say hi.”

Takes 10 minutes. Gives you targeted conversations.

The Follow-Up Move

Here’s what separates amateurs from pros:

After any good conversation (even a 5-minute one), say:

“This was great—can I grab your LinkedIn so we can continue this?”

Then:

Connect on LinkedIn immediately (while you’re both standing there)
Send a message that same evening with a specific reference from your conversation
Suggest a follow-up call if it makes sense

The best networkers I know don’t stress about pre-event preparation.

They’re just really good at showing up, starting conversations, and following through.

Sometimes that’s all you need.

Bonus: Templates You Can Copy-Paste

Pre-Event LinkedIn Outreach

Hi [Name],

I noticed you're speaking about [Topic] at [Event Name]—excited to attend your session! I'm particularly interested in [specific aspect] because we're working on [brief context] at [Your Company].

I'll be at the conference [dates]. Any chance you have 15-20 minutes for coffee before or after your session? Would love to hear more about [their work] and share what we're learning about [your relevant experience].

No pressure if your schedule is packed!

Best,
[Your Name]

Post-Event Follow-Up

Hey [Name],

Great connecting with you at [Event] yesterday! I've been thinking more about [specific topic you discussed].

I thought you might find this useful: [link to relevant resource/article]. It relates to [connection to your conversation].

Let's keep the conversation going. Are you open to a 30-minute call in the next couple weeks? I'd love to explore [potential collaboration/shared interest] further.

Best,
[Your Name]

Event Community Introduction

Hi everyone!

I'm [Name] from [Company/Location]. This is my [first/second/third] time at [Event], and I'm particularly interested in [your focus areas].

Looking forward to connecting with fellow [industry] folks! If you're working on [specific topic], would love to chat over coffee.

See you all soon!

Group Dinner Proposal

Hey [Event] community!

I'm organizing a casual dinner Tuesday night (June 10) for [specific group: payments founders / first-time attendees / API geeks].

Planning for 6-8 people, restaurant TBD based on who's interested. Great chance to have deeper conversations away from the conference floor.

Reply or DM if you're in!

Copy these, customize them, and start building your conference network today.

I’d love to hear from you: What’s your biggest challenge with event networking? Hit reply and let me know.

And if you found this helpful, share it with someone who’s tired of awkward networking.

Let’s make events actually useful again.