List Import from Industry Event Best Practice

[BNugent7]

Hi - We attend a handful of industry events throughout the year and receive an attendee list post-event. I want to be able to market/send a special offer to these contacts and want to know what the best practice would be.

The list has about 1,000 contacts, and I don't want to bog down our CRM with contacts who are not qualified, BUT I do want to send an initial outreach to gauge interest. What is the best practice for this? Do I have to import them and create them as contacts? Or, can I just email them and then if they engage set them as a contact record? 

[karstenkoehler · Accepted solution]

Hi @BNugent7,

Marketing emails or sales email sends in HubSpot always require a contact record - unless you're okay with tracking them to the wrong record. In that sense, importing these contacts and creating contact record in HubSpot is the correct way to go - assuming that there is a legal basis for reaching out to these contacts and processing their data.

After the outreach, you could remove disqualified contacts to keep the CRM clean.

If you want to be able to identify event contacts easily, I'd recommend setting up two multiple checkboxes properties, "Events (registered)" and "Events (attended)". Each would have all of your events as options. After importing, you can use these fields to append the event value and thus better keep track of them.

Best regards!

[Telepresent]

I'm in the same boat. We have lists from multiple events and we have permission to contact these people... but I am loathed to 'flood' the CRM with hundreds / thousands of contacts as we want to keep an eye on our core leads. I have imported one list into a separate list but I'm new to hubspot and not quite sure how I can turn visibility of that list off in the main contacts. Or do I have to create a separate list for the 'main leads' and view that. It's a bit messy. We want to use Hubspot for this but we do want to compartmentalize the event attendees from our main leads... and effectively no see the attendee lists unless we want to  / want to mail to them. Any advice is welcome. Please remember we are new users so simple solutions are best or pointers to 'how to' articles. Thanks. 

[BNugent7]

Thank you! I appreciate the insight.