To streamline Director's Box’s networking events process, ensuring the right attendees are invited, engagement is tracked efficiently, and prospects are converted into premium members using an organized, automated system.
Recommended CRM Platform
HubSpot CRM (Starter Tier)
Centralizes contact management Automates communications and follow-ups Seamlessly integrates with Eventbrite Enables membership pipeline tracking
Process Breakdown
1. Contact List Clean-up & Preparation
Action: Verify and clean the Apollo contact list (~600 contacts). Use NeverBounce or Apollo Email Verifier to remove invalid/bouncing emails. Segment contacts into: Primary Audience: High-value verified contacts. Secondary Audience: Lower-priority but verified contacts. Invalid Contacts: Shift to LinkedIn outreach. Outcome: High-quality, segmented database ready for CRM import. 2. CRM Setup (HubSpot)
Action: Import segmented contacts into HubSpot. Apply relevant tags (e.g., "Apollo Source," "Event Interest"). Set up custom properties for event attendance and membership status. Outcome: Organized CRM with clear segmentation for targeted outreach. 3. Eventbrite Integration
Action: Integrate Eventbrite with HubSpot via App Marketplace. Automated contact updates based on event registration. Auto-create event-specific lists (e.g., "July Networking Event Attendees"). Outcome: Real-time event engagement tracking within CRM. 4. Email Campaigns & Automation
Action: Monthly Outreach: Sophie sends monthly personalized email sequences via HubSpot with Eventbrite links. Reminders & Follow-ups: Automated reminder emails 1 week before the event and post-event follow-ups within 24 hours. Membership Offers: Post-event targeted emails with membership benefits and limited time offers. Outcome: Consistent, timely communications maximizing engagement. 5. LinkedIn Outreach (Can be discussed before implemented)
Action: Utilize LinkedIn Sales Navigator and PhantomBuster/Waalaxy to: Connect with unverified or cold contacts. Send personalized event invitations. Track interactions within CRM. Outcome: Broadened reach to potential members beyond email lists. 6. Social Media Engagement
Action: Hannah promotes events and membership benefits on social channels. Track engagement via HubSpot's social tracking tools. Outcome: Increased visibility and social proof for events. 7. Post-Event Follow-up & Membership Funnel
Action: Send thank-you and feedback surveys post-event. Move engaged attendees through the membership pipeline: Event Attendee → Warm Prospect → Trial Membership → Full Member Use HubSpot dashboards to monitor conversion rates. Outcome: Measurable pathway from attendee to premium member. Final Notes The process is designed to ensure efficiency, traceability, and higher membership conversion. Director’s Box can expect better attendee quality, streamlined operations, and clearer ROI on events.
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