How Often We Update Event Data

Event audiences are constantly changing. New attendees register, exhibitors are confirmed, companies update their information, and some contacts may opt out.

Ongoing refreshes as new registrations and exhibitor information become available.

  1. Upcoming EventPre-Event
  2. Event OngoingDuring Event
  3. Event ConcludedPost-Event
  4. 45-Day Refresh CycleEvery 45 Days

Event Data Is Not Static

An event database can change significantly as an event approaches and concludes. Attendees may register shortly before the event, exhibiting companies may be added or updated, and contact preferences can change.

That is why VisitorsList does not treat an event list as a one-time static file. Our refresh approach follows the event lifecycle and the availability of new event-related information.

New Registrations

New attendee records may become available as registrations continue.

Exhibitor Updates

Exhibiting companies and related business information can change as the event approaches.

Contact Changes

Opt-out records are removed during applicable refreshes, while newly available records may be added.

How Event Data Is Refreshed at Every Stage

PRE-EVENT

Refreshes Continue as the Event Approaches

For upcoming events, attendee registrations and exhibitor information can continue changing as the event date approaches.

VisitorsList refreshes available event data as new information becomes available.

Attendees

  • New registrations may be added.
  • Existing records may be updated where applicable.
  • Opt-out contacts are removed during applicable refreshes.

Exhibitors

  • Newly confirmed exhibitors may be added.
  • Exhibiting company information may be updated.
  • Opt-out contacts are removed during applicable refreshes.
  1. Event Approaching
  2. New Registrations
  3. Data Refresh
  4. Updated List

Purchased Before the Event?

You don't have to wait for the event to conclude to receive available data. You receive the latest available pre-event list at the time of purchase, followed by the applicable post-event update after the event concludes.

DURING THE EVENT

Pre-Event Data First. Post-Event Data After Completion.

If you purchase a list while an event is ongoing, you will receive the latest available pre-event data at the time of purchase.

Once the event concludes and the complete post-event data becomes available, eligible purchases can receive the applicable updated post-event list.

  1. Purchase During Event
  2. Latest Available Pre-Event List
  3. Event Concludes
  4. Post-Event Data Update
  5. Updated List Available

Purchased While the Event Is Live?

You don't have to wait for the event to conclude to receive available data. You receive the current pre-event list, followed by the applicable post-event update after the event concludes.

AFTER THE EVENT

Post-Event Data Becomes the New Baseline

After an event concludes, VisitorsList refreshes the event data with the available post-event information.

This post-event refresh incorporates newly available records and removes contacts that have opted out.

The event then moves into the 45-day refresh cycle.

  1. Event Concludes
  2. Post-Event Refresh
  3. 45 Days
  4. Refresh
  5. 45 Days
  6. Refresh
  7. Continue
↻

Post-Event Lists Are Refreshed Every 45 Days

Once the event has concluded and the post-event list has been established, the data is refreshed every 45 days.

Each refresh is intended to keep the list aligned with the latest available information.

−

REMOVED

  • Opt-out contacts
  • Records no longer eligible for inclusion
  • Information identified for removal during the refresh
+

ADDED

  • Newly available records
  • Newly identified contacts
  • Updated information where available

Every refresh is a data maintenance cycle — not simply a new export of the same list.

What You Receive Depends on When You Purchase

Purchase TimingData ProvidedWhat Happens Next
Before the EventLatest available pre-event dataData continues to be refreshed as new information becomes available.
During the EventLatest available pre-event dataPost-event update follows after the event concludes.
After the EventLatest available post-event dataList enters the 45-day refresh cycle.
45+ Days After EventLatest available refreshed dataRefresh cycle continues every 45 days.

Availability and timing of updates depend on when new event and contact information becomes available to VisitorsList.

Every Refresh Includes Data Maintenance

  1. Review

    Review newly available event and contact information.

  2. Add

    Add newly available qualifying records.

  3. Update

    Update available company or contact information where applicable.

  4. Remove

    Remove contacts that have opted out or should no longer be included.

  5. Refresh

    Publish the latest available version of the event data.

After Refresh, the cycle returns to Review.

A Refresh Cycle Built Around Event Timing

Upcoming Events

Highest refresh activity

Registration and exhibitor activity can continue changing as the event approaches.

Ongoing Events

Transition stage

The latest pre-event data is available while the event is underway. Post-event data follows after the event concludes.

Post-Event

Scheduled refresh cycle

After the post-event update, the list is refreshed every 45 days.

What "Updated" Means at VisitorsList

A refresh does not necessarily mean that every record in an event list changes.

Instead, each refresh evaluates the available event and contact information and incorporates relevant changes. Some records may remain unchanged, while others may be added, updated, or removed.

This approach allows the database to evolve with the event rather than artificially replacing records simply because a refresh date has arrived.

Need the Latest Available Event Data?

Whether you are planning outreach before an event, engaging prospects during an event, or following up after it concludes, VisitorsList provides event data according to the stage and availability of the event information.

REQUEST EVENT DATATALK TO OUR DATA TEAM