The challenge
Like many hospitality and event businesses, this company faced a growing problem: their systems didn’t talk to each other. Sales was managed in one platform, marketing in another, and leads were still being manually entered from the website. As inquiries grew—ranging from weddings to corporate events to milestone celebrations—the cracks began to show.
Their process relied heavily on manual effort: uploading CSVs from their old CRM, piecing together scattered communications, and sending one-off follow-ups. They knew something had to change. But there was another challenge: they wanted sophisticated automation without making the leap to a higher HubSpot tier. They needed a solution that could balance ambition with practicality.
The solution
We began by focusing on the foundation: building a sales process that worked. That meant creating a streamlined inquiry form for the website that automatically connected to HubSpot, ensuring no lead slipped through the cracks. From there, we designed an automated email sequence to handle initial follow-up—removing hours of repetitive work from the sales team’s plate.
Next came the creative part. The team envisioned branching automation—different email tracks based on whether the lead was planning a wedding, a corporate retreat, or a social gathering. While HubSpot Enterprise would have made this seamless, we developed a clever workaround within their existing Professional subscription. By setting up custom views and sequences, the sales team could quickly segment contacts and enroll them in the right communications. This approach gave them structure, scalability, and clarity without unnecessary investment.
Finally, we rolled up our sleeves and got hands-on. From cleaning up messy data imports to training the team on HubSpot best practices, we made sure the foundation wasn’t just built—but built to last. Every training session gave their staff the confidence to not just use HubSpot, but to own it.
The results
- Time back for the sales team: With inquiries automatically captured and emails firing off on time, the team shifted their focus from busywork to building real relationships with prospects.
- A scalable process: The custom workaround allowed them to segment leads by event type, creating a system that could grow alongside their business without immediate additional cost.
- Confidence and clarity: With training and a roadmap in place, the team walked away empowered—knowing how to maintain their system, refine their process, and move forward with confidence.
Why it matters
This company is more than just an event space—it’s a destination. Known for its unique rooftop venue and full-service hospitality experience, it serves couples, corporate clients, and social hosts alike. But running an event business is demanding, and efficiency matters. By streamlining their sales and marketing processes in HubSpot, they positioned themselves not just to handle today’s volume, but to grow into tomorrow’s demand.
The bigger picture
This project is proof that you don’t always need the most expensive tools to build a sophisticated system. With the right strategy, creativity, and training, even a complex business can find ways to simplify operations, improve customer experiences, and set the stage for long-term growth.
