10 finest electronic mail advertising and marketing instruments for occasion planning companies in 2025

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, various occasion codecs (digital, hybrid, and stay), and the necessity to each scale and personalize communications — .

Generic CRMs usually wrestle to satisfy these calls for: they don’t all the time assist multi-channel attendee journeys, advanced 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 allows you to centralize attendee, consumer and vendor information; automate electronic mail sequences for invites, reminders, and post-event follow-ups; section contacts by occasion sort or function (vendor versus sponsor versus attendee); combine registration and ticketing methods; and observe 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 software provides (automation, segmentation, cellular entry, event-specific workflows, integrations, electronic mail flows, and many others.)
• Actual-world professionals and cons, particularly for occasion planners navigating attendees, sponsors, distributors, and a number of codecs
• A step-by-step how-to information for establishing 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 what you are promoting grows and your occasion sorts diversify

And simply so : HubSpot is already utilized by actual event-planning firms — for instance, occasion organizations report saving hundreds of hours yearly after switching to HubSpot’s event-centric workflows.

So, in case you’re prepared to chop by means of the chaos, streamline your attendee/vendor/consumer communications, and convey actual ROI to your occasions enterprise in 2025, learn on.

Desk of Contents:

1. HubSpot

Supply

Greatest For: Occasion planning companies want complete advertising and marketing 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 instances 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 stage utilizing HubSpot’s unified database, then mechanically sync with Eventbrite, Zoom Occasions, or Cvent by means of HubSpot’s app market.

HubSpot Pricing:

• Free: $0/month/seat
• Starter: $9/month/seat
• Skilled: $800/month/seat
• Enterprise: $3,600/month/seat

2. Mailchimp

Supply

Greatest For: Small occasion planning companies managing beneath 50 occasions yearly.

Key Mailchimp Options:

• Pre-built occasion invitation templates: Entry professionally designed occasion templates optimized for cellular gadgets.
• Viewers journey mapping: Visualize the attendee expertise from first touchpoint to post-event suggestions, mechanically shifting contacts by means of totally 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.

Mailchimp Pricing:

• Free: $0/month
• Necessities: $13/month
• Normal: $20/month
• Premium: $350/month

3. Fixed Contact

Supply

Greatest For: Conventional occasion planners coordinating in-person conferences and commerce reveals 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 speedy thanks messages to attendees.

Fixed Contact Pricing:

• Lite: $12/month
• Normal: $35/month
• Premium: $80/month

4. Eventbrite

Supply

Greatest For: Ticketed occasion organizers who prioritize seamless cost processing with built-in promotional electronic mail campaigns.

Key Eventbrite Options:

• Native ticketing with electronic mail automation: Robotically set off totally different electronic mail sequences primarily based on ticket sort (VIP, early fowl, normal admission).
• Waitlist administration workflows: When occasions promote out, mechanically add attendees to waitlists and ship on the spot notifications when spots open up.
• Organizer app integration: Ship real-time updates immediately from the Eventbrite Organizer cellular app throughout occasions.

Eventbrite Pricing:

• Free: $0/month/seat
• Extra tiers: Customized pricing solely (see right here)

5. ActiveCampaign

Supply

Greatest For: B2B occasion coordinators managing multi-day conferences with advanced 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: Observe sponsor engagement from preliminary outreach by means of post-event ROI reviews.

ActiveCampaign Pricing:

• Starter: $15/month
• Plus: $49/month
• Professional: $79/month
• Enterprise: $145/month

6. Brevo

Supply

Greatest For: Price range-conscious occasion startups managing group workshops and native meetups with beneath 500 attendees.

Key Brevo Options:

• Limitless contacts storage: Retailer your complete occasion database with out per-contact charges.
• Transactional electronic mail API: Guarantee vital emails like ticket confirmations and password resets obtain profitable supply charges.
• WhatsApp Enterprise integration: Attain worldwide attendees by means of their most well-liked messaging app.

Brevo Pricing:

• Starter: $8.08/month
• Normal: $16.17/month
• Skilled: $449.08
• Enterprise: Customized pricing solely (see right here)

7. GetResponse

Supply

Greatest For: Digital occasion hosts combining webinars with electronic mail advertising and marketing 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 usually enhance present charges.
• Publish-webinar engagement automation: Robotically section attendees vs. no-shows, sending replay hyperlinks to non-attendees, and particular provides to engaged members.

GetResponse Pricing:

• Starter: $19/month
• Marketer: $59/month
• Creator: $69/month
• Enterprise: Customized pricing solely (see right here)

8. Package

Supply

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: Robotically 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.

Package Pricing:

*Word: Pricing varies primarily based on the variety of subscribers. The pricing plans beneath are primarily based on a 1,000-subscriber quantity

• E-newsletter: $0/month
• Creator: $39/month
• Creator Professional: $79/month

9. Moosend

Supply

Greatest For: Seasonal occasion organizers managing vacation events and outside festivals with weather-dependent logistics.

Key Moosend Options:

• Climate-based sending optimization: Robotically regulate electronic mail ship instances 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.

Moosend Pricing:

*Word: Pricing varies primarily based on the variety of subscribers. The pricing plans beneath are primarily based on a 1,000-subscriber quantity

• Professional: $16/month
• Moosend+: Customized pricing solely (see right here)
• Enterprise: Customized pricing solely (see right here)

10. Klaviyo

Supply

Greatest For: Occasion planners promoting merchandise or operating 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 and marketing spend with ROI metrics.
• Deserted cart restoration for registrations: Robotically remind prospects who began however didn’t full registration.
• Dynamic VIP segmentation: Robotically establish and section high-value attendees primarily based on lifetime occasion spend.

Klaviyo Pricing:

*Word: Pricing varies primarily based on the variety of subscribers. The pricing plans beneath 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

Occasion planners usually spend numerous hours manually sending affirmation emails, reminders, and post-event surveys — time that may very well be spent securing sponsors or enhancing attendee experiences. E mail advertising and marketing software program eliminates this administrative burden by means of clever automation that handles your entire 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 personalised confirmations inside seconds of sign-up, present parking directions 24 hours previous to the occasion, and embody suggestions surveys after the occasion concludes.

Plus, by implementing HubSpot’s pre-built occasion workflow templates, planning groups can considerably cut back guide electronic mail duties whereas guaranteeing no attendee falls by means of the cracks, whether or not managing a 50-person workshop or a 5,000-attendee convention.

Maximize attendance charges by means of data-driven optimization.

The industry-wide problem of no-shows prices occasion planners cash in wasted catering, supplies, and venue capability; nonetheless, electronic mail advertising and marketing platforms present the analytics to assist enhance these numbers.

Fashionable electronic mail software program tracks open charges, click on patterns, and engagement timing to establish which messages really drive attendance versus these ignored in crowded inboxes. HubSpot’s Breeze AI analyzes historic occasion information to mechanically optimize topic traces and ship instances 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 instruments permit groups to experiment with totally different reminder frequencies and messaging types, offering exact information on whether or not attendees reply higher to “final probability” urgency or unique “VIP preview” framing.

Centralize attendee information throughout a number of occasions and touchpoints.

Occasion planning firms juggling a number of simultaneous occasions usually wrestle with scattered attendee info throughout spreadsheets, registration platforms, and electronic mail lists, resulting in duplicate communications or missed VIP recognitions.

E mail advertising and marketing CRMs create a single supply of fact that tracks each attendee interplay from preliminary curiosity by means of post-event engagement. HubSpot’s unified contact database mechanically syncs with widespread occasion platforms, equivalent to Eventbrite and Zoom Occasions, whereas sustaining full histories of which occasions every contact attended, their ticket sorts, and engagement ranges.

This centralization by means of HubSpot’s Advertising Hub means planners can immediately establish {that a} registrant attended three earlier conferences as a VIP, mechanically triggering premium therapy and early-access provides with out guide analysis or danger of overlooking loyal attendees.

Scale personalization with out increasing group measurement.

Rising occasion firms face the paradox of needing extra personalised communication as their attendee base expands, but missing the assets to write down particular person emails to a whole bunch or hundreds of registrants. E mail advertising and marketing software program allows mass personalization that maintains the boutique contact attendees count on from premium occasions.

HubSpot’s good content material dynamically adjusts electronic mail sections primarily based on attendee attributes, displaying totally different agenda highlights to audio system versus sponsors, or customizing meal choices in line with beforehand indicated dietary preferences. Moreover, with HubSpot’s personalization tokens and Breeze AI, a single group member can:

• Create emails that handle every recipient by identify
• Reference their firm
• Suggest related breakout periods primarily based on previous attendance

Measure ROI and justify advertising and marketing investments.

Occasion planning firms usually wrestle to show the worth of their advertising and marketing 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 and marketing 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, displaying precisely which campaigns drive the highest-value registrations and which messages convert free attendees to paid tickets. By leveraging HubSpot’s customized reporting builder, occasion groups can reveal clear ROI from their electronic mail campaigns, whether or not that’s ticket gross sales from early-bird promotions or new sponsorships generated by means of HubSpot’s sequences software, offering concrete information that secures continued advertising and marketing funding.

1. Occasion Registration Types with Good Discipline Mapping: The flexibility to create customizable registration varieties that mechanically populate your CRM is important for capturing attendee info with out guide information entry. HubSpot’s drag-and-drop kind builder permits occasion planners to design registration pages with conditional logic, displaying totally different questions primarily based on ticket sort or displaying meal preferences just for in-person attendees. Most significantly, HubSpot’s varieties combine immediately with the CRM, mechanically creating or updating contact data, assigning lead scores primarily based on ticket worth, and triggering applicable nurture workflows primarily based on registration sort.
2. 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 visible workflow editor lets occasion groups map complete 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 totally different messages primarily based on a person’s registration standing. HubSpot’s Advertising Hub additionally allows cross-channel coordination, permitting groups to pause electronic mail campaigns if an attendee registers by means of a social media advert, stopping redundant messaging whereas sustaining constant communication throughout all touchpoints.
3. Cellular CRM Entry for On-Web site Occasion Administration: Occasion planners require real-time entry to attendee info as they navigate between venue areas, handle vendor relationships, and handle last-minute adjustments. HubSpot’s cellular app gives full CRM performance from any smartphone or pill, enabling planners to examine attendee lists, replace contact data, and even ship focused emails whereas strolling the occasion ground. Throughout registration, employees can use HubSpot’s cellular app to manually examine in attendees, add notes about dietary restrictions or particular requests, and instantly set off welcome emails with WiFi passwords and agenda updates.
4. Native Integration Ecosystem with Occasion-Particular Platforms: Fashionable occasion planning requires seamless information move between ticketing platforms, digital occasion software program, cost processors, and advertising and marketing instruments. HubSpot’s App Market provides pre-built integrations with important occasion platforms, together with Eventbrite for ticketing, Zoom Occasions for digital elements, Calendly for speaker scheduling, and Stripe for cost processing. These native HubSpot integrations get rid of the necessity for guide CSV exports or customized API growth, mechanically syncing registration information, attendance data, and cost standing in real-time.
5. Superior Analytics with Attribution Reporting: Understanding which advertising and marketing efforts drive ticket gross sales and sponsor conversions is essential for optimizing occasion promotion budgets and demonstrating ROI. HubSpot’s attribution reporting instruments observe the entire journey from first touchpoint to ticket buy, displaying whether or not attendees transformed from natural search, electronic mail campaigns, or social media advertisements. Occasion planners can leverage HubSpot’s customized report builder to create dashboards displaying registration tempo in comparison with earlier occasions, geographic distribution of attendees, and income by ticket sort.

Professional tip: Don’t neglect operational requirements like listing segmentation for audio system versus sponsors, GDPR compliance instruments for worldwide occasions, and the flexibility to shortly ship pressing updates about schedule adjustments or climate delays.

Step 3: Evaluate ease of use and group match.

Request trials of your high platforms and have your precise occasion group take a look at core features they’re going to use day by day. Consider how shortly group members can create and ship a fundamental occasion invitation with out technical assist (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 assist, notably throughout vital pre-event durations when you possibly can’t afford delays.

When you’ve achieved all of this, evaluation the seller’s coaching assets, on the lookout for:

• Occasion-specific templates
• Greatest apply guides
• Devoted onboarding for occasion planning firms (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 costs for:

• Exceeding electronic mail ship limits throughout peak registration durations
• Charges for added person seats as your group expands
• Prices for premium options like customized reporting or devoted IP addresses

Lastly, evaluate 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 providers with an all-in-one platform may 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 contains negotiable reductions and extra assist assets.

Step 5: Select a versatile platform — like HubSpot.

Choose a platform that may evolve along 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 and marketing then add superior automation, CRM capabilities, or reporting instruments as wants develop. HubSpot exemplifies this scalability — occasion planning firms can start with free electronic mail advertising and marketing instruments then progressively undertake Starter, Skilled, or Enterprise tiers whereas sustaining constant workflows and historic information.

Clearwing, a high-end audio, lighting, video, and staging methods firm, managed 500+ marketing campaign property for AVL Expo, an audio, video, and lighting know-how convention, generated 250+ leads, and delivered 4,200% ROI, all through the use of Advertising Hub. Advertising 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 and marketing spend to huge decision-makers.

HubSpot’s Advertising Hub persistently ranks as a best choice as a result of it combines sturdy electronic mail advertising and marketing 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 instruments present electronic mail advertising and marketing for as much as 2,000 sends monthly, whereas rising firms can scale into paid tiers that embody 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 and marketing instruments for occasion planning firms?

Important options for occasion planning electronic mail advertising and marketing embody:

• Automated workflow builders (for registration confirmations and reminder sequences)
• Customizable registration varieties with conditional logic
• Cellular 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 gadgets, since many attendees examine occasion emails on smartphones, and real-time analytics to observe registration tempo and regulate promotional methods accordingly.

Is HubSpot good for occasion planning?

Sure, HubSpot excels for occasion planning firms attributable to its all-in-one method that eliminates the necessity for a number of disconnected instruments.

HubSpot’s Advertising Hub gives occasion planners with pre-built workflow templates for frequent occasion sequences, good lists that mechanically section attendees primarily based on habits and attributes, and the flexibility to create customized objects for monitoring venues, audio system, and sponsors past normal contact data.

Lastly, as beforehand talked about, occasion planning firms like Clearwing have achieved 4,200% ROI utilizing HubSpot’s Advertising Hub for convention promotion, demonstrating the platform’s potential to deal with advanced, multi-faceted occasion campaigns whereas offering clear attribution information that proves advertising and marketing affect.

How a lot does electronic mail advertising and marketing software program for occasion planning price?

E mail advertising and marketing software program for occasion planning usually ranges from free for fundamental instruments to $3,000+ month-to-month for enterprise options.

HubSpot provides a free tier with fundamental electronic mail advertising and marketing, with paid plans beginning at $9/month per seat for Starter and scaling to $800/month for Skilled (contains 3 seats). Prices usually enhance primarily based on:

Occasion planners ought to price range 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 and marketing software program combine with my present occasion ticketing platform?

Most fashionable electronic mail advertising and marketing platforms provide native integrations or API connections with widespread occasion ticketing methods, enabling automated information synchronization between platforms.

As talked about earlier than, HubSpot’s App Market contains pre-built integrations with Eventbrite, Zoom Occasions, Cvent, and different main ticketing platforms, mechanically syncing:

• Registration information
• Attendance standing
• Tticket sorts

These integrations allow highly effective automation prospects — for instance, when somebody purchases a VIP ticket by means of 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 electronic mail advertising and marketing instruments with Zapier connectivity or open APIs that permit customized connections, although these could require technical setup and ongoing upkeep in comparison with out-of-the-box integrations.

HubSpot stands out because the premier electronic mail advertising and marketing answer for occasion planning firms by providing enterprise-level automation capabilities at a worth level that works for companies of any measurement. Not like conventional occasion administration software program that costs per registration or requires costly customized implementations, HubSpot gives a strong free tier supporting electronic mail advertising and marketing 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 Ceaselessly Basis: Begin with complete attendee administration, electronic mail automation, and registration varieties for gratis, then scale options as your occasion portfolio grows with out migrating platforms or dropping historic information.
• Built-in Occasion Workflows: Course of registrations by means of native Eventbrite and cost integrations whereas mechanically triggering personalised affirmation sequences, reminder emails, and post-event surveys primarily based on ticket sort and attendee historical past.
• 360-Diploma Attendee View: Observe each touchpoint from preliminary electronic mail open by means of occasion check-in and post-event suggestions in a single timeline, guaranteeing any group member can present knowledgeable assist to attendees, audio system, or sponsors.

Confirmed Actual-World Influence with HubSpot

INBOUND, HubSpot’s flagship {industry} occasion, achieved 40% conversion fee (CVR) from occasion web page visits to registrations by leveraging LinkedIn advertisements by means of HubSpot’s Advertising Hub.

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 broaden 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 rework your occasion planning enterprise? Get began with HubSpot’s free electronic mail advertising and marketing instruments at the moment and be part of hundreds of occasion professionals who’ve streamlined their advertising and marketing whereas boosting attendance charges.