February 20-22, 2025  •  Hilton Midtown  •  New York, NY

Sponsored Email Guidelines

Timeline for Materials


Email materials must be delivered to the Symposium team seven business days before the email deployment date. The team will create a test email within two business days after receiving materials and will share the test with the sponsors for review.


The sponsor must approve the email or request adjustments within 24 hours of receiving the test email. If delayed, the email deployment date will be adjusted.


The email will not deploy without final approval from the sponsor.

Specifications for Email HTML

Subject Line: Maximum of 100 Characters

Standard sans serif fonts (Arial, Helvetica, Verdana, Tahoma, Times New Roman) in black
or dark grey

“Sponsored Email” and our branding will be included in the header and footer of the email

*Header and footer cannot be changed

Send a fully assembled HTML file with all links and images in place. All images (.JPG or .PNG) should be uploaded to advertiser’s server and linked by absolute URLS

Secure (https) sources are preferred. All images should be resized prior to uploading to advertiser’s server.

Use inline styles only

Recommended width of HTML is 600PX

Optimize HTML content across various common email clients. Be sure to check the email’s appearance before submitting materials. Putsmail is one free tool that could be used.

Many popular email programs automatically block images in emails so please keep all essential information in the text of your file. The use of alt text on images is highly recommended. 

Use proper HTML codes for special characters to ensure they render correctly in different email client

No video, audio, flash or GIFS are supported

The Symposium will run deliverability tests on provided HTML files and request that changes are made if usability, spam or rendering issues are present

Have specific questions or need more information?

© Diversified Communications. All rights reserved.