Order Instructions

You must be an exhibitor, advertiser, or sponsor of ObesityWeek®.  If transmissions/lists are part of your package, please skip to the next step.  If required, please pay for list rental when you purchase a booth, sponsorship, or advertisement, then follow the steps below.  For Information on becoming an exhibitor, advertiser, or sponsor, please follow this link:  ObesityWeek® 2024 Exhibitor/Sponsor Info.

Download instructions here.

Mailing List Instructions

Please allow up to one week for approval of your mailing.

Please Note:

  • All messages must be approved by TOS (you can submit your copy here in advance or upload it with your order.)
  • All marketing materials are subject to approval prior to distribution and must display the following disclaimer: This is being sent on behalf of (Name of Sponsor) and is not part of ObesityWeek® 2024 as planned by The Obesity Society. This company is neither sponsored nor endorsed by ObesityWeek®.
  • All mentions of the event must be displayed as:  ObesityWeek® 2024 or ObesityWeek®
  • All mailing lists must be sent to a licensed mail house/printer​​​​​

Please Note: This is not the form you already completed when you registered and/or paid.  This form provides the necessary information required to fulfill your mailing list order.

Eblast Instructions

All marketing materials are subject to approval prior to distribution.  This step is not required, but encouraged if you have a copy of your email earlier than your order cutoff date.

  • Each copy must display the required disclaimer. Please add the disclaimer to the message prior to submitting for approval:  “This is being sent on behalf of (YOUR COMPANY NAME HERE) and is not part of ObesityWeek® 2024 as planned by The Obesity Society.”  This company is neither sponsored nor endorsed by ObesityWeek®.”
  • All mentions of the event must be displayed as:  ObesityWeek® 2024 or ObesityWeek®

3. Prepare for your eBlast (order):

Email Message: All messages must be in .html format. A text version is requested, but not required. If you require assistance with creating your message in HTML format, please contact us for more information.

  • HTML Version: (.html file format). All images should be hosted. Image hosting is available for a small additional fee.
  • Plain text version: no dynamic links (they should all be spelled out), no images or special characters. (.txt file format).  This is not required but is suggested for recipients that have high-security settings and only receive plain text messages.

From Line:  The from line of each message will say: ObesityWeek 2024 on behalf of (Your Company Name Here).  

Subject Line:  You are encouraged to keep it under 44 characters to avoid truncating on computers. The maximum for mobile devices would be 25-30 characters.

Snippet/Pre-Header Text: When viewing an inbox, an email snippet is the very first line of text that your email recipient will see, following the email subject line. Some good practices when determining your snippet:

  • Snippets should remain between 30-80 characters in length.
  • They should be a continuation of the subject line.
  • Include a specific, actionable CTA to encourage readers to open the message.

Seeds/Decoy Email Addresses:  These email addresses will be used to send a test of each message for approval as well as the final deployment of your message.

All submissions should be sent at least one week in advance of your scheduled deployment date.

Please Note:

  • This is not the form you already completed when you registered and/or paid.  This form provides the necessary information needed to setup your eblast for testing and deployment.
  • Each transmission includes 2 test messages. Additional tests will incur an additional fee per test.
  • Creative services are available. Fees will apply to convert messages to HTML or remove coding from a 3rd party system. Inquire for details.
  • Transmission reports will be sent for each eblast after the event.

General HTML Guidelines

  • Opt-Out Statement is provided. You are not required to add one.
  • The width of your emails should be 600-800 pixels. This will display better on most clients.
  • Keep your design simple. Try to use grid-based layers and avoid coding that requires HTML floats or positioning (such as CSS).
  • Background images generally do not load on most email clients.
  • Make sure you include actual text.  You should not design an email that’s basically one large, sliced-up image. These types of messages tend to perform poorly.
  • Do not include your from line, subject line, or snippet (pre-header text) on the HTML file unless you want it displayed on the email message.
  • Avoid elements that require Flash or JavaScript. If you would like animation or movement in an email, a .gif is your best bet.
  • Don’t forget about mobile devices.  People are opening emails on mobile devices more and more each day.  Your email should be readable on these devices and look close to the desktop version. Make sure links are clearly visible and can easily be clicked on as well.
  • Most email clients only read specific fonts.  If you have your own font, you should limit that to your logo or any text you add to images.
    • Email Safe/Friendly Fonts: Arial, Courier New, Georgia, Helvetica, Lucida Sans, Tahoma, Times New Roman, Trebuchet MS
    • Web Safe Fonts: Lato, Open Sans, Oswald, Oxygen, Poppins, Quicksand, Merriweather, Raleway, Roboto, Rubik, Ubuntu. Web-safe fonts and email-safe fonts are different. Web-safe fonts are specifically made for use on websites and can’t be found in operating systems or software. They’re added to websites using special tools. Email clients, like Gmail or Outlook, have their own set of email-safe fonts. These fonts may not be the same across all email clients. For instance, Gmail supports fonts like Open Sans and Roboto, but Outlook and Apple Mail don’t. However, if an email client doesn’t support a specific font, it will use a default font instead:  Apple Mail: Helvetica, Gmail: Arial, Outlook: Calibri.
  • Animated GIF’s:  The smaller your GIF, the faster it loads.
    • You are advised to keep the file size at or under 1MB with a maximum of  5 MB.   The smaller the file size, the quicker it will load (which is also important for mobile users).
    • The maximum width should be 600px.

Marketing Guidelines

  • All marketing materials are subject to approval prior to distribution.
  • Each copy must display the required disclaimer. Please add the disclaimer to the message prior to submitting for approval:  This is being sent on behalf of (YOUR COMPANY NAME HERE) and is not part of ObesityWeek® 2024 as planned by The Obesity Society.”  This company is neither sponsored nor endorsed by ObesityWeek®.”
  • All mentions of the event must be displayed as:  ObesityWeek® 2024 or ObesityWeek®
  • All orders must be submitted one week in advance of your approved transmission date.
  • Each transmission includes 2 test messages.  Additional tests may incur a fee per test.
  • Creative services are available. Fees will apply to convert messages to HTML or remove coding from a 3rd party system. Inquire for details.