Compliance Nightmare with Event Planning - Help!

ChelsyAtGWS — Wed, 12 Nov 2025 15:28:34 GMT

Hi everyone. I could use some brain power to solve this one.

For context: I'm a part of a highly regulated industry that requires every tool I use to be approved, along with all the features within the tool. Every tool that communicates with the public must meet this criteria: it can be monitored by the broker, it can be retrieved by the broker, it is archived on a secure server that the broker has access to. Because the broker is massive and manages a lot of other businesses much smaller than ours, we're usually ahead of the curve on discovering innovative technology, and our products are almost never on their approval roadmap.

The current problem: Our business has been conducting research on event hosting to see how profitable these could be for prospecting. At first, we were using Eventbrite, integrated with Hubspot and everything was easy and effective. However, after about 2-3 events, we learned that Eventbrite does not meet the policy requirements mentioned before and were forced to disable our account. This is because there are some communications with Eventbrite that are sent from and recorded on their servers, that cannot be disabled. Because this isn't on their product road map, my solution suggestions to this problem were not considered.

Our solution attempts thus far:

- The broker recommended one software, SimpleEvent.io (since this uses all native Hubspot tools). However, when trying this tool out, it was not effective. Creating an event was not possible, even after talking to "support" (there is one person managing all communication for this tool).

- I've attempted a few workarounds within Hubspot itself.

First I attempted to create fields on the contact level that track event details: last event registered (single line text), last event attendance status (dropdown select), last event registration date (date), and the same fields for "original event." I then created forms for registration, cancelation, and check in as well as workflows that update these fields and prompt actions such as confirmation emails, reminders, and follow up emails. These workflows function off triggers for the "last registration name" and "last registration status". Lastly, I've created segments for "invited", "registered", "attended", and "leads" based on forms completed, emails received, and check ins completed. This worked pretty well for the first 2 events, however now I'm facing a new problem.

The next problem: In our future events, these fields will certainly cause issues. We plan to have 1-2 events per month and some of the target audiences will overlap. So this means when someone registers for more than one event it could cause reporting issues, segment problems, workflow/communication problems, etc.

For example: Client A registers today for an event on Nov 15. The workflow triggers a confirmation email, they're added to a segment for reminder emails and if they are checked in at the event, they'll receive a follow up email. The same day the same client registers for an event on Dec 4. The "last event registered" field is updated to the new event. Now when they are checked in, Hubspot doesn't know how to read that the "last event" was 2 separate instances or which event we're referring to. There are other rippling problems that stem from this.

My other solution attempts: Unfortunately, the current event object is not robust enough to manage this process. I have tried to create a custom event object, however enrollment and filter triggers in views, workflows, segments, etc. are just too limited.

I have looked into eventhapily in the past, however there is a steep fee of $7k per year and a $100 onboarding fee. It could very well be worth it, but I'm looking to see if anyone else has any other ideas?

Re: Compliance Nightmare with Event Planning - Help!

chighsmith — Wed, 12 Nov 2025 20:53:10 GMT

Hi @ChelsyAtGWS,

Thank you for posting to the Community!

I'd like to tag in some of our Top Contributors to see if they have any ideas on this one -- Hi @GeorgeBThomas and @Josh do either of you have any workarounds or advice for @ChelsyAtGWS?

Thank you!

Cassie, Community Manager

Re: Compliance Nightmare with Event Planning - Help!

George-Murray — Fri, 14 Nov 2025 07:07:39 GMT

Hi @ChelsyAtGWS it sounds like you have been pushed into a corner here! ill have a harder think on this but my immediate thought would be around custom events in HubSpot.

Create a custom event for each marketing event. Triggered by the form registration. Workflow based on custom event being appended to the contact record.

Immediate limitations caveat.....

There is a limit tobthe number of Custom Events you can have.

May not be the most scalable option long term.

We also considered simpleevent.io for a couple of in person events and decided against it.

topic Compliance Nightmare with Event Planning - Help! in Loop Marketing

Compliance Nightmare with Event Planning - Help!

Re: Compliance Nightmare with Event Planning - Help!

Re: Compliance Nightmare with Event Planning - Help!