How to track attendance for offline event?

[AElposhi]

Hi,

I'm trying to setup an marketing event and it's offline one, the tricky part is that how can i track the attendance records that come to my event? Should i use a third party software? And if so, i want to make sure that the attendance records are created in a separate list?

[Sam_Campbell]

Hey there!

I’m with the team over at hapily and stumbled across your post. We launched an app for folks who use HubSpot that can manage your events in-platform called event•hapily!

For your question, we have an in-person check-in module that's perfect for this. Works on any content hub landing page or web page and sets their association to the event or session as “attended”.

You can also customize your data fields to however you’d like guests to identify themselves.

You can then sort your registrations list based on an association label! As people check-in, they are associated with the event as “attended”.

Hope that helps! Saw your post and figured we’d hop in and give you some info. Let me know if you have any additional questions or would like to chat further!

Sam Campbell

Marketing Coordinator @ hapily

hapily - LinkedIn 

hapily - Website

[Jasper_Madrone]

I created an app to help with this if you are interested. It is approved on the HubSpot marketplace, and I think it could help your use case. It allows you have a settings page UI to create events directly in the HubSpot tool without needing to go to the API. I also added a Workflow action that can manage the registration status of contacts for the created events.

Check it out here

[WPaden]

After years of experience with DMO (Destination Marketing Organizations) and local small businesses, this is something that we get asked for a lot for analytic purposes. Depending on the environment and who is hosting the event, you may be able to rely on their numbers. Meaning, if I am having a client sponsor something with the city government, most likely the city will already have done research and you can simply asked to have that forwarded after the event. Generally, their numbers include both projected and actual numbers for the event. Dont reinvent the wheel if someone is already gathering the data. 

Now, if you are personally hosting the event. I use a combination of tools for in person events. A CTA to have the attendees check-in via social media to the event, assuming that the event is available for check-in. This is a popular choice because it also allows your attendees to network and provide information to have follow ups after the event. If it is within an enclosed venue, we will sometimes resort to literal counters from our security or doormen. This gets you hard numbers without your clients interacting with who else is there. 

Hope I helped in some way and good luck with your event! Feel free to reach out if needed, as I would love to get some additional people to collaborate with in the future.

[karstenkoehler · Accepted solution]

Hi @AElposhi,

This depends on how exactly you want to execute the event. There are out of the box, all-in-one solutions like Eventbrite which integrate with HubSpot.

If you're fine with managing participant lists manually, you can simply import a list of registered contacts and a list of attendees after the event. This give you all the segmentation options you need. (Registered minus attendees would be the no-shows.)

Do you have more context on how you want to manage participants overall? Happy to help.

Best regards

[AElposhi]

Thank you for your reply.
I installed the Eventbrite and created my event.
Do you have any idea of how can I promote the event from the Hubspot landing page with the capability to get all submissions on the Eventbrite DB?
Also, what is the best way to manage the participants?
Thanks,