topic Re: Physical events in Tips, Tricks & Best Practices

Physical events

HSundby — Mon, 17 Jul 2023 13:26:30 GMT

Hi all,

My company arranges events amongst other things, both physical and online, and I'd like to track this in the best way possible. Through zoom, I'm able to link attendees to a webinar in Marketing Events, but I cannot seem to find a solution for creating events for physical seminars etc. Can this be done?

I would also love to be able to associate and differentiate between attendees and speakers with an event, is this possible?

I have Marketing Pro, do I need the enterprise version to create an "event object"?

Thank you in advance!

Re: Physical events

jolle — Mon, 17 Jul 2023 15:48:27 GMT

Hey @HSundby, thanks for reaching out! This is an awesome question, and there are a couple of different ways you can approach it depending on what all you need to track.

Like you mentioned, you could create a custom object for "events" and associate contacts with distinct association labels for "attendees" and "speakers." However, that would require updating to Marketing Hub Enterprise in order to unlock custom objects.

Alternatively, you could consider using an in-person event multi-select contact property. It would pretty much be a running list of your in-person events, with a value for each individual event, where you could track in-person event participation in one place. There would need to be some sort of manual step for attributing the event back to the contact though, like:

Having all attendees fill out an attendance form
Having a team member take attendance and update contacts in HubSpot accordingly

If you need to track registration vs attendance, you'd follow the same process here in a separate, cloned property. So you'd have one property containing all events for registration, and another property containing all events for attendance. You'd likely be able to automate some of that info (i.e., using hidden form fields, bulk importing attendance info from a spreadsheet).

You could track attendee/speaker in another property on the contact record based on how the contact registers for the event. There could be some crossover, like if a contact is an attendee at one event and a speaker at another, but you could maybe track the most recent value.

Either way, there would of course be maintenance on this property and you would need to make sure that all upcoming events have a value. However, you'd have a clean record of event participation in a single property that you could pull into reporting and list segmentation as needed.

Hope this at least helps get you started!!

Re: Physical events

TheAnswerLady — Fri, 28 Jul 2023 17:41:53 GMT

@jolle your solution here sounds interesting, but it sounds like it would over-write each time a contact is associated with an event. Am I misunderstanding?

I have a similar use case: we host in-person events and I would like to be able to identify the contacts who 1) registered 2) attended each event. This way we can track that contact at each stage of the journey (we can assume that "registered" didn't show up in person, so that can inform our follow-up strategy).

We host several events every year, with a big overlap in the attendees so I need a solution that would collect attribution for each of them. For example, I would like a way to capture something like this:

Contact: John Smith

Jan Event - registered

Feb Event - attended

Mar Event - attended

Apr Event - registered

I wouldn't want the May Event to overwrite his past participation. And I would like a way that I can use that field/status to be something that is available across the CRM for reports, lists, workflows, etc.

My additional wrinkle, that sounds similar to @HSundby , is that I would like to import the data from past events (before we migrated to HubSpot) so that our contacts have a full historical view of the events that they participated in.

Re: Physical events

IDev5 — Wed, 17 Jan 2024 11:54:05 GMT

hi, we are trying to migrate from salesforce to hubspot but this missing feature is really annoying. It was so simple to create offline events in salesforce with their campaigns, and doing the above every time is a real hassle. I have created a suggestion here: HubSpot Community - Desperate for creating Events to contact list and track RSVP as in salesforce campaigns - HubSpot Community

can't believe this was overlooked

Re: Physical events

JonWestover801 — Wed, 24 Jan 2024 02:06:13 GMT

It's definitely not the most fun! Especially beign used to Campaigns in Salesforce @IDev5 .

If tracking the engagement level is crucial you can create custom objects for the events.

Or as was suggested you can track it in a multiselect property.

What I've helped my clients do is track the event to closed won deals That's what most want to see anyways. I've created a whole event process using a scanner that allows sales to put leads into Hubspot in seconds all with the information like how hot was the lead, what notes they had, and any other important info your sales team collects at in person events.

Happy to chat more if you ever want to talk about how to set this up for you in Hubspot.

Re: Physical events

pfa — Wed, 24 Jan 2024 08:29:38 GMT

I have described our understanding here: HubSpot Community - Desperate for creating Events to contact list and track RSVP as in salesforce campaigns - HubSpot Community

I still believe that hubspot should replicate this feature, easy win for them

Re: Physical events

YiannisPètevis — Wed, 10 Apr 2024 20:18:42 GMT

If you're looking to improve lead tracking and engagement, I highly recommend checking out Momencio (www.momencio.com ). It offers real-time analytics that can help you understand which leads are most engaged and prioritize follow-up efforts accordingly. With lead segmentation, you can create personalized communication strategies for different groups, making follow-up efforts more relevant and effective. Momencio also has an automated follow-up system that ensures leads are consistently engaged with relevant content, and seamless integration with existing CRM systems that improves lead tracking and conversion. Overall, Momencio is a powerful tool that can help you improve your physical events and track leads more effectively.

Re: Physical events

YPetevis — Sun, 22 Sep 2024 20:45:05 GMT

Event marketing can often feel like navigating a maze of challenges that can complicate your efforts. I understand how overwhelming it can be, especially when you're trying to make the most of in-person seminars and conferences. If you’re truly passionate about optimizing your event tracking and improving the overall experience for both your team and your attendees, I think you’ll find that integrating momencio with HubSpot is a game changer.

With momencio’s robust lead retrieval and management features, you can take your event marketing strategy to new heights. It’s designed to help you effortlessly capture, analyze, and leverage attendee data in a way that feels intuitive and efficient. Imagine having all your resources organized in one place, making it easier for you to connect with attendees and ensure follow-ups are timely and relevant.

I genuinely encourage you to explore this integration. It's not just about fulfilling your event marketing needs; it’s about creating a more cohesive and engaging experience that showcases your commitment to excellence. I indeed believe this could be the tool that helps you shine even brighter at your next event!

Re: Physical events

pfa — Mon, 23 Sep 2024 10:24:00 GMT

This is a very straightforward feature to add, it's always been available in Salesforce, for some people it's the most important feature, you need to urgently escalate this and stop people wasting hours for nothing. Really really necessary and urgent. It is outrageous that this is overlooked.

Re: Physical events

EHargrove — Fri, 31 Jan 2025 18:05:32 GMT

What progress have you made on this? We have upgraded to have custom objects and are trying to build it.