How to Run a Marketing Event in HubSpot?

To track engagement and automate communications effectively, make sure the following items are built before launching your campaign:

Form – Used for event registration.
Static Lists – Create three lists to categorize:
- Registrants
- Attendees
- No-shows/Cancellations
Workflow Automations – To update lists, send confirmation emails, and handle post-event follow-up.
Marketing Emails – Include:
- Registration confirmation with calendar invite
- Event reminders (e.g., one day before, one hour before)
- Follow-up or feedback request email

Here’s the flow of how these assets work together to power your event inside HubSpot:

Create an Audience List
Build a list of people you want to invite using filters or imports. This is your initial outreach list.
Send the Event Invite
Use a marketing email to invite contacts. This email should include a CTA linking to your event registration form.
Registration Form Submission
When someone completes the form:
- A workflow adds them to the Registrants List.
- They receive a confirmation email with calendar invite details.
Event Reminders
Another workflow sends reminder emails:
- 1 day before the event
- Optionally, 1 hour before with the meeting link (especially for virtual events)
Attendance Tracking
- If using a tool like Zoom or Google Meet, track attendance manually or via an integration.
- Create a second form (e.g., “Join Now”) or use API/integration data to trigger a workflow that adds contacts to the Attendees List.
No-Show Tracking
- After the event, use a workflow or list logic:
  - If a contact is in the Registrants list but not in the Attendees list, add them to the No-Show/Cancellation List.

With this setup, you’ll be able to:

Running a successful marketing event in HubSpot requires planning, coordination, and a few essential assets. Below is a breakdown of what you need to set up and how each piece connects together inside HubSpot.