Planning occasions is about greater than venue bookings and catering — it’s about orchestrating numerous shifting items, constructing relationships, delivering memorable experiences, and sustaining them over time. The problem? CRM wants within the event-planning {industry} are uniquely demanding. Occasion-planning companies should juggle a number of stakeholders (shoppers, distributors, attendees, and sponsors), shifting timelines, assorted occasion codecs (digital, hybrid, and reside), and the necessity to each scale and personalize communications — .
Generic CRMs usually battle to satisfy these calls for: they don’t at all times help multi-channel attendee journeys, complicated registration flows, sponsor and vendor monitoring, or the seamless follow-up wanted to show one-off attendees into repeat occasion advocates. That’s the place a CRM constructed (or configured) for the occasion {industry} turns into an answer.
A correctly chosen CRM turns into your operational spine: it permits you to centralize attendee, shopper and vendor knowledge; automate electronic mail sequences for invites, reminders, and post-event follow-ups; section contacts by occasion sort or position (vendor versus sponsor versus attendee); combine registration and ticketing programs; and monitor engagement and ROI throughout your occasion lifecycle.
On this article, you’ll get:
- A comparability desk of the highest 6 email-marketing/CRM instruments suited to event-planning companies in 2025
- Characteristic breakdowns of what every instrument presents (automation, segmentation, cellular entry, event-specific workflows, integrations, electronic mail flows, and so on.)
- Actual-world execs and cons, particularly for occasion planners navigating attendees, sponsors, distributors, and a number of codecs
- A step-by-step how-to information for organising electronic mail automations tailor-made to event-planning workflows (e.g., preliminary invite → reminder → follow-up → referral nurturing)
- Ideas for migration, measurement, and scaling your system as your online business grows and your occasion sorts diversify
And simply so : HubSpot is already utilized by actual event-planning corporations — for instance, occasion organizations report saving 1000’s of hours yearly after switching to HubSpot’s event-centric workflows.
So, in case you’re prepared to chop via the chaos, streamline your attendee/vendor/shopper communications, and convey actual ROI to your occasions enterprise in 2025, learn on.
Desk of Contents:
What’s electronic mail advertising for occasion planning companies?
E mail advertising for occasion planning companies is the strategic use of electronic mail to advertise occasions, handle attendee relationships, and drive engagement earlier than, throughout, and after an occasion.
On this {industry}, electronic mail isn’t nearly bulletins — it’s about making a seamless attendee journey. From the primary save-the-date invitation to post-event thank-you messages, electronic mail advertising helps occasion professionals nurture relationships with shoppers, sponsors, distributors, and company at each stage of the planning course of.
Efficient electronic mail advertising lets occasion planners:
- Construct anticipation via customized invites and countdown campaigns
- Increase attendance with focused reminders and RSVP follow-ups
- Improve the attendee expertise by sharing updates, agendas, and logistical particulars
- Drive long-term progress by gathering suggestions, sharing highlights, and selling future occasions
Briefly, electronic mail advertising acts because the connective tissue of an event-planning enterprise — turning one-time company into repeat shoppers and constant model advocates via well timed, related, and automatic communication.
Greatest E mail Advertising and marketing Instruments for Occasion Planning Companies at a Look
|
CRM |
Greatest For |
Key Options |
Pricing |
Free Trial |
|
All-in-one occasion advertising automation with strong CRM integration |
Occasion registration kinds Automated electronic mail workflows Good segmentation RSVP monitoring Put up-event surveys Breeze AI for topic line optimization Touchdown web page builder Social media integration |
Free: $0/month/seat Starter: $9/month/seat Skilled: $800/month/seat Enterprise: $3,600/month/seat |
Sure, 14 days |
|
|
Small to mid-sized occasion planning companies looking for ease of use |
Drag-and-drop electronic mail builder Occasion announcement templates Viewers segmentation Fundamental automation Social media advertisements Calendar integration |
Free: $0/month Necessities: $13/month Normal: $20/month Premium: $350/month |
Sure, 14 days |
|
|
Occasion planners needing built-in occasion administration instruments |
Occasion advertising suite On-line ticketing Registration administration Automated occasion reminders Attendance monitoring Customized occasion pages |
Lite: $12/month Normal: $35/month Premium: $80/month |
Sure, 30 days |
|
|
Occasion-first companies prioritizing ticketing with electronic mail advertising |
Native ticketing platform Automated affirmation emails Waitlist administration Attendee messaging Examine-in instruments Promotional electronic mail campaigns |
Free: $0/month/seat Further tiers: Customized pricing solely (see here) |
No, however free model out there |
|
|
B2B occasion planners requiring superior automation |
Predictive sending Occasion attribution monitoring Multi-step automation CRM with deal monitoring SMS advertising Dynamic content material |
Starter: $15/month Plus: $49/month Professional: $79/month Enterprise: $145/month |
Sure, 14 days |
|
|
Finances-conscious planners needing transactional emails |
Limitless contacts on all plans Transactional electronic mail API SMS campaigns Occasion invitation templates WhatsApp campaigns Signup kinds |
Starter: $8.08/month Normal: $16.17/month Skilled: $449.08 Enterprise: Customized pricing solely (see here) |
No, demo request solely |
|
|
Webinar and digital occasion organizers |
Constructed-in webinar internet hosting (as much as 500 attendees) Touchdown pages Conversion funnels Automated webinar reminders Registration kinds E mail automation |
Starter: $19/month Marketer: $59/month Creator: $69/month Enterprise: Customized pricing solely (see here) |
Sure, 14 days |
|
|
Creator-led occasions and workshops |
Visible automation builder Subscriber tagging Content material upgrades Workshop registration kinds Creator community Deliverability focus |
*Be aware: Pricing varies primarily based on the variety of subscribers, the pricing plans under are primarily based on a 1,000-subscriber quantity E-newsletter: $0/month Creator: $39/month Creator Professional: $79/month |
Sure, 14 days |
|
|
Small occasion companies wanting affordability |
Occasion countdown timers RSVP monitoring kinds Climate-based sending Superior segmentation Touchdown pages Automation templates |
*Be aware: Pricing varies primarily based on the variety of subscribers, the pricing plans under are primarily based on a 1,000-subscriber quantity Professional: $16/month Moosend+: Customized pricing solely (see here) Enterprise: Customized pricing solely (see here) |
Sure, 30 days |
|
|
Occasion planners in e-commerce or retail areas |
Income attribution Predictive analytics CDP capabilities SMS & electronic mail coordination Deserted cart restoration for occasion tickets Dynamic segmentation |
*Be aware: Pricing varies primarily based on the variety of subscribers, the pricing plans under are primarily based on a 1,000-subscriber quantity and 250 messages-per-month restrict Free: $0/month E mail + cellular messages: $60/month E mail: $45/month |
No, demo request solely |
Greatest E mail Advertising and marketing Software program for Occasion Planning Companies
1. HubSpot
Greatest For: Occasion planning companies want complete advertising automation that centralizes attendee administration and marketing campaign orchestration.
Key HubSpot Options:
- HubSpot’s Breeze AI-powered electronic mail personalization: Occasion planners can leverage Breeze AI to mechanically optimize topic traces and ship occasions primarily based on attendee engagement patterns.
- HubSpot’s automated occasion workflow builder: Create multi-touch campaigns that set off primarily based on registration standing, with HubSpot’s workflows mechanically sending affirmation emails.
- HubSpot’s native CRM integration with good lists: Phase attendees by occasion historical past, ticket sort, or engagement degree utilizing HubSpot’s unified database, then mechanically sync with Eventbrite, Zoom Events, or Cvent via HubSpot’s app marketplace.
- Free: $0/month/seat
- Starter: $9/month/seat
- Skilled: $800/month/seat
- Enterprise: $3,600/month/seat
2. Mailchimp
Greatest For: Small occasion planning companies managing below 50 occasions yearly.
Key Mailchimp Options:
- Pre-built occasion invitation templates: Entry professionally designed occasion templates optimized for cellular units.
- Viewers journey mapping: Visualize the attendee expertise from first touchpoint to post-event suggestions, mechanically shifting contacts via completely different segments primarily based on their RSVP standing and engagement.
- Social media retargeting integration: Join Fb and Instagram advertisements to mechanically retarget electronic mail subscribers who opened however didn’t register.
- Free: $0/month
- Necessities: $13/month
- Normal: $20/month
- Premium: $350/month
3. Constant Contact
Greatest For: Conventional occasion planners coordinating in-person conferences and commerce exhibits that require built-in registration administration.
Key Fixed Contact Options:
- Constructed-in occasion registration system: Get rid of third-party ticketing charges by managing registrations immediately.
- Automated reminder sequences: Schedule a sequence of touchpoints, together with “save the date” (60 days out), early fowl deadlines (30 days), and day-of logistics mechanically primarily based on occasion date.
- Actual-time attendance monitoring integration: Sync with check-in apps to set off automated emails to no-shows or ship fast thanks messages to attendees.
- Lite: $12/month
- Normal: $35/month
- Premium: $80/month
4. Eventbrite
Greatest For: Ticketed occasion organizers who prioritize seamless fee processing with built-in promotional electronic mail campaigns.
Key Eventbrite Options:
- Native ticketing with electronic mail automation: Routinely set off completely different electronic mail sequences primarily based on ticket sort (VIP, early fowl, basic admission).
- Waitlist administration workflows: When occasions promote out, mechanically add attendees to waitlists and ship immediate notifications when spots open up.
- Organizer app integration: Ship real-time updates immediately from the Eventbrite Organizer cellular app throughout occasions.
- Free: $0/month/seat
- Further tiers: Customized pricing solely (see here)
5. ActiveCampaign
Greatest For: B2B occasion coordinators managing multi-day conferences with complicated speaker and sponsor communications.
Key ActiveCampaign Options:
- Predictive content material personalization: AI analyzes previous occasion habits to customise electronic mail content material blocks mechanically.
- Multi-channel automation sequences: Coordinate electronic mail with SMS reminders for time-sensitive updates.
- CRM deal monitoring for sponsors: Monitor sponsor engagement from preliminary outreach via post-event ROI stories.
- Starter: $15/month
- Plus: $49/month
- Professional: $79/month
- Enterprise: $145/month
6. Brevo
Greatest For: Finances-conscious occasion startups managing group workshops and native meetups with below 500 attendees.
Key Brevo Options:
- Limitless contacts storage: Retailer your total occasion database with out per-contact charges.
- Transactional electronic mail API: Guarantee crucial emails like ticket confirmations and password resets obtain profitable supply charges.
- WhatsApp Enterprise integration: Attain worldwide attendees via their most popular messaging app.
- Starter: $8.08/month
- Normal: $16.17/month
- Skilled: $449.08
- Enterprise: Customized pricing solely (see here)
7. GetResponse
Greatest For: Digital occasion hosts combining webinars with electronic mail advertising for on-line summits and digital conferences.
Key GetResponse Options:
- Built-in webinar internet hosting platform: Host occasions for as much as 500 attendees immediately inside the platform.
- Automated webinar funnel templates: Deploy confirmed registration-to-attendance sequences that sometimes enhance present charges.
- Put up-webinar engagement automation: Routinely section attendees vs. no-shows, sending replay hyperlinks to non-attendees, and particular presents to engaged members.
- Starter: $19/month
- Marketer: $59/month
- Creator: $69/month
- Enterprise: Customized pricing solely (see here)
8. Kit
Greatest For: Workshop facilitators and course creators internet hosting academic occasions with content material supply necessities.
Key Package Options:
- Visible automation builder with tagging: Create branching paths primarily based on workshop attendance.
- Digital product supply system: Routinely ship workshop supplies, recordings, or certificates upon registration or completion.
- Creator community cross-promotion: Faucet into Package’s creator group for speaker suggestions and cross-promotional alternatives.
*Be aware: Pricing varies primarily based on the variety of subscribers. The pricing plans under are primarily based on a 1,000-subscriber quantity
- E-newsletter: $0/month
- Creator: $39/month
- Creator Professional: $79/month
9. Moosend
Greatest For: Seasonal occasion organizers managing vacation events and out of doors festivals with weather-dependent logistics.
Key Moosend Options:
- Climate-based sending optimization: Routinely regulate electronic mail ship occasions primarily based on native climate forecasts.
- Countdown timer emails: Embed dynamic countdown clocks that replace in real-time.
- Recurring occasion automation: Arrange template campaigns for month-to-month or annual occasions that mechanically clone and regulate dates.
*Be aware: Pricing varies primarily based on the variety of subscribers. The pricing plans under are primarily based on a 1,000-subscriber quantity
- Professional: $16/month
- Moosend+: Customized pricing solely (see here)
- Enterprise: Customized pricing solely (see here)
10. Klaviyo
Greatest For: Occasion planners promoting merchandise or working festivals with e-commerce elements requiring income attribution.
Key Klaviyo Options:
- Income per recipient monitoring: Monitor precisely how a lot income every electronic mail marketing campaign generates in ticket gross sales, serving to justify advertising spend with ROI metrics.
- Deserted cart restoration for registrations: Routinely remind prospects who began however didn’t full registration.
- Dynamic VIP segmentation: Routinely determine and section high-value attendees primarily based on lifetime occasion spend.
*Be aware: Pricing varies primarily based on the variety of subscribers. The pricing plans under are primarily based on a 1,000-subscriber quantity and a 250-messages-per-month restrict
- Free: $0/month
- E mail + cellular messages: $60/month
- E mail: $45/month
Advantages of E mail Advertising and marketing Software program for Occasion Planning Firms
Automate time-consuming registration and follow-up workflows.
Occasion planners sometimes spend numerous hours manually sending affirmation emails, reminders, and post-event surveys — time that might be spent securing sponsors or bettering attendee experiences. Email marketing software eliminates this administrative burden via clever automation that handles the complete attendee journey.
HubSpot’s workflow automation builder allows occasion groups to create multi-step campaigns that set off primarily based on registration actions. These campaigns mechanically ship customized confirmations inside seconds of sign-up, present parking directions 24 hours previous to the occasion, and embrace suggestions surveys after the occasion concludes.
Plus, by implementing HubSpot’s pre-built event workflow templates, planning groups can considerably scale back guide electronic mail duties whereas guaranteeing no attendee falls via the cracks, whether or not managing a 50-person workshop or a 5,000-attendee convention.
Maximize attendance charges via data-driven optimization.
The industry-wide problem of no-shows prices occasion planners cash in wasted catering, supplies, and venue capability; nevertheless, electronic mail advertising platforms present the analytics to assist enhance these numbers.
Fashionable electronic mail software program tracks open charges, click on patterns, and engagement timing to determine which messages truly drive attendance versus these ignored in crowded inboxes. HubSpot’s Breeze AI analyzes historic occasion knowledge to mechanically optimize topic traces and ship occasions for every section, serving to occasion planners to enhance their attendance charges when using HubSpot’s predictive sending options.
Moreover, HubSpot’s A/B testing tools permit groups to experiment with completely different reminder frequencies and messaging types, offering exact knowledge on whether or not attendees reply higher to “final probability” urgency or unique “VIP preview” framing.
Centralize attendee knowledge throughout a number of occasions and touchpoints.
Occasion planning corporations juggling a number of simultaneous occasions usually battle with scattered attendee data throughout spreadsheets, registration platforms, and electronic mail lists, resulting in duplicate communications or missed VIP recognitions.
Email marketing CRMs create a single supply of fact that tracks each attendee interplay from preliminary curiosity via post-event engagement. HubSpot’s unified contact database mechanically syncs with widespread occasion platforms, resembling Eventbrite and Zoom Events, whereas sustaining full histories of which occasions every contact attended, their ticket sorts, and engagement ranges.
This centralization via HubSpot’s Marketing Hub means planners can immediately determine {that a} registrant attended three earlier conferences as a VIP, mechanically triggering premium therapy and early-access presents with out guide analysis or threat of overlooking loyal attendees.
Scale personalization with out increasing staff measurement.
Rising occasion corporations face the paradox of needing extra customized communication as their attendee base expands, but missing the assets to put in writing particular person emails to a whole lot or 1000’s of registrants. Email marketing software allows mass personalization that maintains the boutique contact attendees anticipate from premium occasions.
HubSpot’s smart content dynamically adjusts electronic mail sections primarily based on attendee attributes, displaying completely different agenda highlights to audio system versus sponsors, or customizing meal choices based on beforehand indicated dietary preferences. Moreover, with HubSpot’s personalization tokens and Breeze AI, a single staff member can:
- Create emails that tackle every recipient by identify
- Reference their firm
- Suggest related breakout periods primarily based on previous attendance
Measure ROI and justify advertising investments.
Occasion planning corporations usually battle to show the worth of their advertising efforts to stakeholders, counting on fundamental metrics like registration numbers that don’t inform the entire story of marketing campaign effectiveness.
Complete electronic mail advertising platforms present attribution reporting that connects particular campaigns to:
- Income
- Sponsor acquisitions
- Lengthy-term attendee worth
HubSpot’s attribution reporting dashboard tracks the entire journey from first electronic mail open to ticket buy, exhibiting precisely which campaigns drive the highest-value registrations and which messages convert free attendees to paid tickets. By leveraging HubSpot’s custom reporting builder, occasion groups can exhibit clear ROI from their electronic mail campaigns, whether or not that’s ticket gross sales from early-bird promotions or new sponsorships generated via HubSpot’s sequences tool, offering concrete knowledge that secures continued advertising funding.
5 Necessary Options for Occasion Planning E mail Advertising and marketing Software program
- Occasion Registration Types with Good Area Mapping: The power to create customizable registration kinds that mechanically populate your CRM is crucial for capturing attendee data with out guide knowledge entry. HubSpot’s drag-and-drop form builder permits occasion planners to design registration pages with conditional logic, exhibiting completely different questions primarily based on ticket sort or displaying meal preferences just for in-person attendees. Most significantly, HubSpot’s forms combine immediately with the CRM, mechanically creating or updating contact information, assigning lead scores primarily based on ticket worth, and triggering acceptable nurture workflows primarily based on registration sort.
- Multi-Channel Marketing campaign Automation with Timeline Visualization: Occasion promotion requires coordinated outreach throughout electronic mail, SMS, and social media on exact schedules main as much as occasion day. HubSpot’s visual workflow editor lets occasion groups map total promotional campaigns on a timeline, setting automated triggers for early-bird bulletins, deadline reminders, and day-of logistics. Inside HubSpot’s automation suite, planners can create branching logic that sends completely different messages primarily based on a consumer’s registration standing. HubSpot’s Marketing Hub additionally allows cross-channel coordination, permitting groups to pause electronic mail campaigns if an attendee registers via a social media advert, stopping redundant messaging whereas sustaining constant communication throughout all touchpoints.
- Cell CRM Entry for On-Web site Occasion Administration: Occasion planners require real-time entry to attendee data as they navigate between venue areas, handle vendor relationships, and tackle last-minute adjustments. HubSpot’s mobile app supplies full CRM performance from any smartphone or pill, enabling planners to verify attendee lists, replace contact information, and even ship focused emails whereas strolling the occasion ground. Throughout registration, employees can use HubSpot’s mobile app to manually verify in attendees, add notes about dietary restrictions or particular requests, and instantly set off welcome emails with WiFi passwords and agenda updates.
- Native Integration Ecosystem with Occasion-Particular Platforms: Fashionable occasion planning requires seamless knowledge circulation between ticketing platforms, digital occasion software program, fee processors, and advertising instruments. HubSpot’s App Marketplace presents pre-built integrations with important occasion platforms, together with Eventbrite for ticketing, Zoom Events for digital elements, Calendly for speaker scheduling, and Stripe for fee processing. These native HubSpot integrations eradicate the necessity for guide CSV exports or customized API growth, mechanically syncing registration knowledge, attendance information, and fee standing in real-time.
- Superior Analytics with Attribution Reporting: Understanding which advertising efforts drive ticket gross sales and sponsor conversions is essential for optimizing occasion promotion budgets and demonstrating ROI. HubSpot’s attribution reporting tools monitor the entire journey from first touchpoint to ticket buy, exhibiting whether or not attendees transformed from natural search, electronic mail campaigns, or social media advertisements. Occasion planners can leverage HubSpot’s custom report builder to create dashboards exhibiting registration tempo in comparison with earlier occasions, geographic distribution of attendees, and income by ticket sort.
Tips on how to Select an E mail Advertising and marketing Instrument for Occasion Planning Firms (Step-by-Step)
Step 1: Map your occasion advertising workflows.
Earlier than evaluating any electronic mail advertising platform, doc your full occasion lifecycle from preliminary promotion via post-event follow-up. Begin by outlining every touchpoint in your attendee journey, together with:
- Consciousness campaigns
- Early-bird promotions
- Registration confirmations
- Reminder sequences
- Day-of logistics
- Suggestions surveys
Determine which communications are presently guide versus automated, noting ache factors like sending particular person sponsor updates or coordinating speaker confirmations. Then, think about the complexity of your occasions — do you handle single-day workshops or multi-track conferences with VIP tiers? Map how knowledge flows between your registration platform, fee processor, and communication instruments.
This workflow visualization reveals whether or not you want fundamental electronic mail broadcasting or subtle automation with branching logic primarily based on attendee habits, serving to slim your platform necessities earlier than getting into the analysis section.
Step 2: Determine must-have options for occasion success.
Create a prioritized record distinguishing between important capabilities and nice-to-have options primarily based in your mapped workflows. Important options for occasion planners sometimes embrace:
- Registration kind builders with conditional logic
- Automated affirmation and reminder sequences
- Cell entry for on-site administration
- Integration with ticketing platforms like Eventbrite or Cvent
Subsequent, think about your staff’s technical experience — do you want drag-and-drop simplicity or are you snug with HTML customization? Consider whether or not you require superior capabilities like dynamic content material personalization for various attendee segments, attribution reporting to show occasion ROI, or multi-channel coordination throughout electronic mail and SMS.
Professional tip: Don’t neglect operational requirements like list segmentation for audio system versus sponsors, GDPR compliance tools for worldwide occasions, and the power to rapidly ship pressing updates about schedule adjustments or climate delays.
Step 3: Evaluate ease of use and staff match.
Request trials of your high platforms and have your precise occasion staff take a look at core features they’re going to use each day. Consider how rapidly staff members can create and ship a fundamental occasion invitation with out technical help (if it takes greater than half-hour, think about the productiveness affect throughout dozens of annual occasions).
Check the training curve for superior options: can your coordinators construct automated workflows independently, or will you want ongoing IT involvement? Assess the standard of buyer help, notably throughout crucial pre-event durations when you possibly can’t afford delays.
When you’ve completed all of this, evaluate the seller’s coaching assets, on the lookout for:
- Occasion-specific templates
- Greatest observe guides
- Devoted onboarding for occasion planning corporations (versus generic setup help)
Step 4: Examine price at scale.
Calculate complete price of possession past base subscription charges, factoring in your anticipated progress over the subsequent 2 to three years. Most platforms worth by contact quantity, so venture prices in case your database grows from 5,000 to fifteen,000 contacts as you add occasions. Embody hidden bills like overage prices for:
- Exceeding electronic mail ship limits throughout peak registration durations
- Charges for added consumer seats as your staff expands
- Prices for premium options like customized reporting or devoted IP addresses
Lastly, examine pricing fashions — some platforms cost per electronic mail despatched whereas others provide limitless sending to your contact restrict. Think about potential financial savings from consolidated instruments; changing separate electronic mail, survey, and touchdown web page companies with an all-in-one platform would possibly justify increased upfront prices.
Professional tip: Request customized quotes in case you’re managing over 10,000 contacts or 50+ occasions yearly, as enterprise pricing usually consists of negotiable reductions and extra help assets.
Step 5: Select a versatile platform — like HubSpot.
Choose a platform that may evolve together with your occasion enterprise from intimate workshops to large-scale conferences with out requiring a whole system migration. Search for options providing modular upgrades the place you can begin with fundamental electronic mail advertising then add superior automation, CRM capabilities, or reporting instruments as wants develop. HubSpot exemplifies this scalability — occasion planning corporations can start with free email marketing tools then progressively undertake Starter, Skilled, or Enterprise tiers whereas sustaining constant workflows and historic knowledge.
Clearwing, a high-end audio, lighting, video, and staging systems company, managed 500+ campaign assets for AVL Expo, an audio, video, and lighting technology conference, generated 250+ leads, and delivered 4,200% ROI, all by using Marketing Hub. Advertising and marketing Hub’s flexibility result in sooner marketing campaign launches, stronger occasion attendance, and extra engaged, loyal prospects.
Clearwing’s success proves that an funding in HubSpot means scalable progress with out limitations, permitting occasion planners to create customized objects for venues and audio system, construct specialised workflows for various occasion sorts, and, most significantly, obtain measurable ROI that justifies advertising spend to massive decision-makers.
Often Requested Questions (FAQ)
What’s the finest electronic mail advertising instrument for occasion planning corporations?
The perfect electronic mail advertising instrument for occasion planning corporations depends upon your particular occasion sorts, viewers measurement, and automation wants.
HubSpot’s Marketing Hub constantly ranks as a best choice as a result of it combines strong electronic mail advertising with built-in CRM capabilities, event-specific workflows, and complete analytics in a single platform.
For small occasion companies simply beginning out, HubSpot’s free tools provide email marketing for as much as 2,000 sends monthly, whereas rising corporations can scale into paid tiers that embrace superior options like Breeze AI for topic line optimization and multi-touch attribution reporting.
What options ought to I search for in electronic mail advertising instruments for occasion planning corporations?
Important options for occasion planning electronic mail advertising embrace:
- Automated workflow builders (for registration confirmations and reminder sequences)
- Customizable registration kinds with conditional logic
- Cell accessibility for on-site occasion administration
Moreover, search for platforms providing:
- Segmentation capabilities to distinguish between attendees, audio system, sponsors, and prospects
- Integration choices with ticketing platforms (like Eventbrite or Cvent)
- Dynamic content material personalization that adjusts messaging primarily based on ticket sort or previous attendance historical past
- Attribution reporting to trace which campaigns drive ticket gross sales
- Multi-channel coordination for combining electronic mail with SMS updates
The platform must also present responsive templates optimized for cellular units, since many attendees verify occasion emails on smartphones, and real-time analytics to watch registration tempo and regulate promotional methods accordingly.
Is HubSpot good for occasion planning?
Sure, HubSpot excels for occasion planning corporations as a result of its all-in-one strategy that eliminates the necessity for a number of disconnected instruments.
HubSpot’s Marketing Hub supplies occasion planners with pre-built workflow templates for widespread occasion sequences, good lists that mechanically section attendees primarily based on habits and attributes, and the power to create customized objects for monitoring venues, audio system, and sponsors past customary contact information.
Lastly, as beforehand talked about, event planning companies like Clearwing have achieved 4,200% ROI using HubSpot’s Marketing Hub for conference promotion, demonstrating the platform’s capability to deal with complicated, multi-faceted occasion campaigns whereas offering clear attribution knowledge that proves advertising affect.
How a lot does electronic mail advertising software program for occasion planning price?
E mail advertising software program for occasion planning sometimes ranges from free for fundamental instruments to $3,000+ month-to-month for enterprise options.
HubSpot offers a free tier with basic email marketing, with paid plans beginning at $9/month per seat for Starter and scaling to $800/month for Skilled (consists of 3 seats). Prices sometimes enhance primarily based on:
Occasion planners ought to finances for 20 to 30% annual worth will increase as their contact databases develop and consider potential financial savings from consolidating a number of instruments into one platform.
Can electronic mail advertising software program combine with my current occasion ticketing platform?
Most fashionable electronic mail advertising platforms provide native integrations or API connections with widespread occasion ticketing programs, enabling automated knowledge synchronization between platforms.
As talked about earlier than, HubSpot’s App Marketplace consists of pre-built integrations with Eventbrite, Zoom Events, Cvent, and different main ticketing platforms, mechanically syncing:
- Registration knowledge
- Attendance standing
- Tticket sorts
These integrations allow highly effective automation potentialities — for instance, when somebody purchases a VIP ticket via Eventbrite, HubSpot can mechanically set off a premium welcome sequence with unique content material and particular venue entry directions.
Professional tip: In case your ticketing platform doesn’t have a local integration, search for email marketing tools with Zapier connectivity or open APIs that permit customized connections, although these might require technical setup and ongoing upkeep in comparison with out-of-the-box integrations.
Meet HubSpot, the Prime E mail Advertising and marketing Selection for Occasion Planning Firms
HubSpot stands out because the premier email marketing solution for occasion planning corporations by providing enterprise-level automation capabilities at a worth level that works for companies of any measurement. In contrast to conventional occasion administration software program that prices per registration or requires costly customized implementations, HubSpot supplies a strong free tier supporting electronic mail advertising as much as 2,000 sends month-to-month, making it accessible to solo planners and rising businesses alike.
Key HubSpot Options for Occasion Planners
- Free Without end Basis: Begin with complete attendee administration, electronic mail automation, and registration kinds without charge, then scale options as your occasion portfolio grows with out migrating platforms or dropping historic knowledge.
- Built-in Occasion Workflows: Course of registrations via native Eventbrite and fee integrations whereas mechanically triggering customized affirmation sequences, reminder emails, and post-event surveys primarily based on ticket sort and attendee historical past.
- 360-Diploma Attendee View: Monitor each touchpoint from preliminary electronic mail open via occasion check-in and post-event suggestions in a single timeline, guaranteeing any staff member can present knowledgeable help to attendees, audio system, or sponsors.
Confirmed Actual-World Influence with HubSpot
All-in-all, HubSpot’s true energy lies in its scalability — begin free, pay just for what you want, and by no means outgrow your system as you develop from native workshops to worldwide conferences. With built-in instruments for sponsor administration, speaker coordination, and attendance analytics, HubSpot eliminates the necessity for a number of disconnected instruments that complicate your workflows and inflate your know-how prices.
Able to see how HubSpot can remodel your occasion planning enterprise? Get began with HubSpot’s free email marketing tools at present and be a part of 1000’s of occasion professionals who’ve streamlined their advertising whereas boosting attendance charges.
