Pre-Event Reminder and Logistics Sequence
A done-for-you everyday business automation built for the Field Marketing Manager, connecting Twilio, Mailchimp, and HubSpot so the work below happens on its own.
What this automation does, step by step
Once a contact registers for an in-person event, trade show booth visit, or local workshop through Eventbrite, Zapier enrolls them in a countdown sequence: a confirmation email with venue and parking details immediately, a reminder with an agenda and what-to-bring list one week out, and a final SMS through Twilio the morning of with a map link and the on-site contact's number.
Attendees who haven't checked the confirmation link within 48 hours of the event get a quick "still coming?" text to gauge headcount for catering and materials.
After the event, a check-in scan through the event app automatically triggers a same-day thank-you and next-steps email through Mailchimp instead of the usual week-long delay.
Every registration, attendance, and follow-up outcome logs into the CRM.
Field teams running this sequence typically see show-up rates improve 15 to 20 percent over email-only reminders.
- Eventbrite
- Zapier
- Twilio
- Mailchimp
- CRM (HubSpot or similar)
Using different software? We build around what you already have, so you never have to switch tools to automate.
The manual way vs. the automated way
Without automation
Without this system, a field marketing manager manually pieces together information from different places, then has to relay it to everyone who needs it.
With this automation
- Multi-touch reminders that measurably reduce no-shows
- Waitlists that backfill cancellations automatically
- Self-scheduling with instant confirmations
- Dispatch and on-my-way updates sent to the right people
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