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4 min read

6 ways to automate your event management

By Michael Toth · January 24, 2025
A hero image with a calendar with a star on it for promotional events

Managing events can be complex—especially when you're juggling multiple platforms, coordinating with a team, and ensuring every attendee detail is accounted for. From tracking registrations to managing leads and keeping calendars updated, the sheer number of moving parts can easily lead to errors or missed opportunities. That’s where automation comes in. 

By connecting your favorite event management tools with Zaps—Zapier's automated workflows—you can eliminate repetitive tasks, streamline processes, and focus on delivering an exceptional experience for your attendees. Here are a few of the most popular ways to use automation to simplify (and supercharge) your event management.

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  • Back up event details in a spreadsheet

  • Subscribe attendees to your mailing list

  • Streamline event coordination across platforms

  • Automate calendar updates and scheduling

  • Automate lead management

  • Automate notifications for real-time updates

To get started with a Zap template—what we call our pre-made workflows—just click on the button next to the name of a Zap you'd like to try. It only takes a few minutes to set it up. You can read more about setting up Zaps here.

Back up event details in a spreadsheet

The more attendees you have, the easier it is to lose track of critical event details. And the more events you run, the more details you have to manage. Automatically backing up event data in a spreadsheet stores every registration, update, and attendee action in one centralized, easily accessible place. That way, your event management process stays streamlined and error-free, even as it scales.

These Zaps automatically send attendee details from your event platform to a spreadsheet or database. By keeping your data organized and updated in real time, you'll always have an accurate record to reference for tasks like checking attendance, contacting guests, or analyzing your event's success.

Save new Eventbrite attendees to Google Sheets spreadsheets

Save new Eventbrite attendees to Google Sheets spreadsheets
  • Eventbrite logo
  • Google Sheets logo
Eventbrite + Google Sheets

Create spreadsheet rows in Google Sheets from new guests in Luma

Create spreadsheet rows in Google Sheets from new guests in Luma
  • Luma logo
  • Google Sheets logo
Luma + Google Sheets

Add new Humanitix attendees to Google Sheets as rows

Add new Humanitix attendees to Google Sheets as rows
  • Humanitix logo
  • Google Sheets logo
Humanitix + Google Sheets

Add new AddEvent calendar subscribers to Google Sheets as rows

Add new AddEvent calendar subscribers to Google Sheets as rows
  • AddEvent logo
  • Google Sheets logo
AddEvent + Google Sheets

Save new Eventbrite attendees to Airtable

Save new Eventbrite attendees to Airtable
  • Eventbrite logo
  • Airtable logo
Eventbrite + Airtable

Subscribe attendees to your mailing list

Adding attendees to your mailing list lets you stay connected, send updates, and keep your audience engaged after your event ends. And when you automate this process, you save valuable time while keeping anyone from slipping through the cracks.

These Zaps automatically add new or updated attendees to your email marketing tool so you can focus on crafting personalized, timely communication. Whether sending pre-event reminders, sharing event materials, or following up with a thank-you email, having your mailing list ready and organized lets you deliver a professional and engaging attendee experience. Plus, it opens the door to future marketing opportunities, helping you build long-term relationships with your audience.

Add new Eventbrite attendees to a Mailchimp list

Add new Eventbrite attendees to a Mailchimp list
  • Eventbrite logo
  • Mailchimp logo
Eventbrite + Mailchimp

Add new Luma guests to Mailchimp lists

Add new Luma guests to Mailchimp lists
  • Luma logo
  • Mailchimp logo
Luma + Mailchimp

Add new Humanitix contacts to Mailchimp lists

Add new Humanitix contacts to Mailchimp lists
  • Humanitix logo
  • Mailchimp logo
Humanitix + Mailchimp

Create Constant Contact contacts from new AddEvent RSVP attendees

Create Constant Contact contacts from new AddEvent RSVP attendees
  • AddEvent logo
  • Constant Contact logo
AddEvent + Constant Contact

Add new Eventbrite attendees to ActiveCampaign lists

Add new Eventbrite attendees to ActiveCampaign lists
  • Eventbrite logo
  • ActiveCampaign logo
Eventbrite + ActiveCampaign

Streamline event coordination across platforms

Event management often involves juggling multiple platforms, including ticketing systems, webinar tools, calendar integrations, and attendee management software. Manually synchronizing these systems is unsustainable as your business (and event attendance) grows. Instead, automate the information flow between your event management tools to keep your records up to date and streamlined.

For instance, these Zaps automatically give new attendees access to your webinar tool so they can log in on the day of the event. 

Add new Eventbrite attendees as Zoom webinar registrants

Add new Eventbrite attendees as Zoom webinar registrants
  • Eventbrite logo
  • Zoom logo
Eventbrite + Zoom

Create redeems in RingCentral Events for new attendees registered in Eventbrite

Create redeems in RingCentral Events for new attendees registered in Eventbrite
  • Eventbrite logo
  • RingCentral Events logo
Eventbrite + RingCentral Events

Or, if you use a separate ticketing or registration tool, you can use a Zap to send new registrations to your event management platform so evey attendee is accounted for. 

Add new RegFox registrants to Whova as attendees

Add new RegFox registrants to Whova as attendees
  • RegFox logo
  • Whova logo
RegFox + Whova

If you're hosting a virtual event, Zapier can also create a corresponding calendar entry whenever a new meeting is scheduled, making it easy for attendees to save it to their calendars. 

Create events in AddEvent for new Zoom meetings to streamline event management

Create events in AddEvent for new Zoom meetings to streamline event management
  • Zoom logo
  • AddEvent logo
Zoom + AddEvent

Create Eventable events from new Eventbrite events

Create Eventable events from new Eventbrite events
  • Eventbrite logo
  • Eventable logo
Eventbrite + Eventable

Automate calendar updates and scheduling

Automating calendar management gives you a centralized view of your event timeline and makes sure you never miss a registration deadline, meeting, or important task. It also helps your team stay informed and aligned, since they can easily access up-to-date event details in a shared calendar. 

These Zaps create new events in Google Calendar from new events, orders, and registrations in your event platform. This streamlined approach keeps your schedule organized, reduces stress, and helps your event planning run smoothly from start to finish.

Add new Eventbrite events to Google Calendar

Add new Eventbrite events to Google Calendar
  • Eventbrite logo
  • Google Calendar logo
Eventbrite + Google Calendar

Add new Humanitix orders to Google Calendar as detailed events

Add new Humanitix orders to Google Calendar as detailed events
  • Humanitix logo
  • Google Calendar logo
Humanitix + Google Calendar

Create detailed events in Google Calendar for new registrants in RegFox

Create detailed events in Google Calendar for new registrants in RegFox
  • RegFox logo
  • Google Calendar logo
RegFox + Google Calendar

Add new Arlo courses to a Google Calendar

Add new Arlo courses to a Google Calendar
  • Arlo logo
  • Google Calendar logo
Arlo + Google Calendar

Automate lead management

Events are a powerful way to generate leads, but manually tracking and organizing attendee information can be a logistical headache. Automating your lead management process lets you capture every attendee, form submission, and update in your CRM or lead tracking tool. That way, you can focus on nurturing relationships and driving engagement instead of wrestling with spreadsheets and data entry.

These Zaps send new attendees, form submissions, and guest updates to your CRM so you can create a streamlined pipeline that aligns your sales and marketing teams. Automation ensures no lead is overlooked, enabling timely follow-ups, personalized communication, and a higher likelihood of converting event attendees into long-term clients or customers.

Create or update HubSpot contacts for new Eventbrite attendees

Create or update HubSpot contacts for new Eventbrite attendees
  • Eventbrite logo
  • HubSpot logo
Eventbrite + HubSpot

Add New Eventbrite Attendees to LeadConnector Contacts

Add New Eventbrite Attendees to LeadConnector Contacts
  • Eventbrite logo
  • LeadConnector logo
Eventbrite + LeadConnector

Create Pixifi leads from new Squarespace Forms form submissions

Create Pixifi leads from new Squarespace Forms form submissions
  • Squarespace Forms logo
  • Pixifi logo
Squarespace Forms + Pixifi

Update HubSpot contacts when event guests are updated in Luma

Update HubSpot contacts when event guests are updated in Luma
  • Luma logo
  • HubSpot logo
Luma + HubSpot

Automate notifications for real-time updates

It's important to stay aware of significant changes so you can respond quickly and avoid overlooking anything that could affect your event's success. Setting up automated notifications eliminates the need to monitor multiple platforms, saving valuable time and reducing the risk of missing critical updates.

These Zaps send an automated Slack message, email, or text to your team when a new attendee or event is detected in your event management platform. Automating these notifications enables faster responses, better collaboration, and a more organized event management process. Whether you’re preparing for a surge in registrations or addressing attendee needs in real time, these automated alerts help you stay proactive and keep your event running smoothly.

You can also use these workflows to send follow-up messages to registrants. Automated confirmation emails are a great way to display professionalism, send important event information, and stay in touch with guests—all without extra effort on your end.

Get Slack notifications for new Eventbrite attendees

Get Slack notifications for new Eventbrite attendees
  • Eventbrite logo
  • Slack logo
Eventbrite + Slack

Send emails from Gmail when new attendees register on Eventbrite

Send emails from Gmail when new attendees register on Eventbrite
  • Eventbrite logo
  • Gmail logo
Eventbrite + Gmail

Send Slack channel messages when new events are created in Luma

Send Slack channel messages when new events are created in Luma
  • Luma logo
  • Slack logo
Luma + Slack

Send text messages for new AddEvent RSVP attendees

Send text messages for new AddEvent RSVP attendees
  • AddEvent logo
  • SMS by Zapier logo
AddEvent + SMS by Zapier

Achieve more with automated event management

Automating your event management processes simplifies what can otherwise be daunting and hard to scale. But the value of automation goes beyond efficiency—it means you can capture and nurture leads, stay aligned with your team, and deliver personalized, timely communication to your audience. 

Whether you're planning a small workshop or a large-scale conference, automating your event workflows lets you achieve more with less effort, ensuring your event's success while saving you time and stress.

Related reading:

  • Automate your webinar processes with these workflows

  • How to automate GoTo Webinar

  • Automate your event promotion with Zapier and ChatGPT

  • How to automate Eventbrite

This article was originally published in January 2021, written by Hannah Herman. It was most recently updated in January 2025 by Michael Toth.

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A Zap with the trigger 'When I get a new lead from Facebook,' and the action 'Notify my team in Slack'