10 best email marketing tools for event planning businesses 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, diversified occasion codecs (digital, hybrid, and stay), and the necessity to each scale and personalize communications — .

Generic CRMs usually battle to fulfill these calls for: they don’t at all times help multi-channel attendee journeys, complicated 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 helps you to centralize attendee, consumer and vendor information; automate e-mail sequences for invites, reminders, and post-event follow-ups; phase contacts by occasion kind or function (vendor versus sponsor versus attendee); combine registration and ticketing techniques; and monitor 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
• Function breakdowns of what every instrument gives (automation, segmentation, cell entry, event-specific workflows, integrations, e-mail flows, and many others.)
• Actual-world execs and cons, particularly for occasion planners navigating attendees, sponsors, distributors, and a number of codecs
• A step-by-step how-to information for establishing e-mail automations tailor-made to event-planning workflows (e.g., preliminary invite → reminder → follow-up → referral nurturing)
• Suggestions for migration, measurement, and scaling your system as your enterprise grows and your occasion sorts diversify

And simply so you recognize: 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 the event you’re prepared to chop via the chaos, streamline your attendee/vendor/consumer communications, and convey actual ROI to your occasions enterprise in 2025, learn on.

Desk of Contents:

What’s e-mail advertising for occasion planning companies?

Finest Electronic mail Advertising and marketing Instruments for Occasion Planning Companies at a Look

Finest Electronic mail Advertising and marketing Software program for Occasion Planning Companies

1. HubSpot

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Finest For: Occasion planning companies want complete advertising automation that centralizes attendee administration and marketing campaign orchestration.

Key HubSpot Options:

• HubSpot’s Breeze AI-powered e-mail personalization: Occasion planners can leverage Breeze AI to mechanically optimize topic strains and ship occasions 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 kind, or engagement stage utilizing HubSpot’s unified database, then mechanically sync with Eventbrite, Zoom Events, or Cvent via HubSpot’s app marketplace.

HubSpot Pricing:

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

2. Mailchimp

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Finest For: Small occasion planning companies managing below 50 occasions yearly.

Key Mailchimp Options:

• Pre-built occasion invitation templates: Entry professionally designed occasion templates optimized for cell units.
• Viewers journey mapping: Visualize the attendee expertise from first touchpoint to post-event suggestions, mechanically shifting contacts via totally different segments primarily based on their RSVP standing and engagement.
• Social media retargeting integration: Join Fb and Instagram adverts to mechanically retarget e-mail subscribers who opened however didn’t register.

Mailchimp Pricing:

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

3. Constant Contact

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Finest 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: Eradicate third-party ticketing charges by managing registrations straight.
• Automated reminder sequences: Schedule a sequence of touchpoints, together with “save the date” (60 days out), early hen 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 rapid thanks messages to attendees.

Constant Contact Pricing:

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

4. Eventbrite

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Finest For: Ticketed occasion organizers who prioritize seamless fee processing with built-in promotional e-mail campaigns.

Key Eventbrite Options:

• Native ticketing with e-mail automation: Mechanically set off totally different e-mail sequences primarily based on ticket kind (VIP, early hen, basic admission).
• Waitlist administration workflows: When occasions promote out, mechanically add attendees to waitlists and ship prompt notifications when spots open up.
• Organizer app integration: Ship real-time updates straight from the Eventbrite Organizer cell app throughout occasions.

Eventbrite Pricing:

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

5. ActiveCampaign

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Finest For: B2B occasion coordinators managing multi-day conferences with complicated speaker and sponsor communications.

Key ActiveCampaign Options:

• Predictive content material personalization: AI analyzes previous occasion habits to customise e-mail content material blocks mechanically.
• Multi-channel automation sequences: Coordinate e-mail with SMS reminders for time-sensitive updates.
• CRM deal monitoring for sponsors: Observe sponsor engagement from preliminary outreach via post-event ROI stories.

ActiveCampaign Pricing:

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

6. Brevo

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Finest For: Funds-conscious occasion startups managing group workshops and native meetups with below 500 attendees.

Key Brevo Options:

• Limitless contacts storage: Retailer your complete occasion database with out per-contact charges.
• Transactional e-mail API: Guarantee essential emails like ticket confirmations and password resets obtain profitable supply charges.
• WhatsApp Enterprise integration: Attain worldwide attendees via their most popular messaging app.

Brevo Pricing:

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

7. GetResponse

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Finest For: Digital occasion hosts combining webinars with e-mail advertising for on-line summits and digital conferences.

Key GetResponse Options:

• Built-in webinar internet hosting platform: Host occasions for as much as 500 attendees straight inside the platform.
• Automated webinar funnel templates: Deploy confirmed registration-to-attendance sequences that sometimes enhance present charges.
• Publish-webinar engagement automation: Mechanically phase attendees vs. no-shows, sending replay hyperlinks to non-attendees, and particular gives to engaged members.

GetResponse Pricing:

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

8. Kit

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Finest 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: Mechanically 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.

Kit Pricing:

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

• Publication: $0/month
• Creator: $39/month
• Creator Professional: $79/month

9. Moosend

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

Key Moosend Options:

• Climate-based sending optimization: Mechanically alter e-mail ship occasions 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 alter dates.

Moosend Pricing:

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

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

10. Klaviyo

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Finest For: Occasion planners promoting merchandise or working festivals with e-commerce elements requiring income attribution.

Key Klaviyo Options:

• Income per recipient monitoring: Monitor precisely how a lot income every e-mail marketing campaign generates in ticket gross sales, serving to justify advertising spend with ROI metrics.
• Deserted cart restoration for registrations: Mechanically remind prospects who began however didn’t full registration.
• Dynamic VIP segmentation: Mechanically establish and phase high-value attendees primarily based on lifetime occasion spend.

Klaviyo Pricing:

*Word: Pricing varies primarily based on the variety of subscribers. The pricing plans under are primarily based on a 1,000-subscriber quantity and a 250-messages-per-month restrict

• Free: $0/month
• Electronic mail + cell messages: $60/month
• Electronic mail: $45/month

Advantages of Electronic mail Advertising and marketing Software program for Occasion Planning Corporations

Occasion planners sometimes spend numerous hours manually sending affirmation emails, reminders, and post-event surveys — time that may very well be spent securing sponsors or bettering attendee experiences. Email marketing software eliminates this administrative burden via clever automation that handles the whole attendee journey.

HubSpot’s workflow automation builder permits 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 embrace suggestions surveys after the occasion concludes.

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

Maximize attendance charges via data-driven optimization.

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

Fashionable e-mail software program tracks open charges, click on patterns, and engagement timing to establish which messages truly drive attendance versus these ignored in crowded inboxes. HubSpot’s Breeze AI analyzes historic occasion information to mechanically optimize topic strains and ship occasions for every phase, serving to occasion planners to enhance their attendance charges when using HubSpot’s predictive sending options.

Moreover, HubSpot’s A/B testing tools permit groups to experiment with totally different reminder frequencies and messaging kinds, 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 battle with scattered attendee data throughout spreadsheets, registration platforms, and e-mail lists, resulting in duplicate communications or missed VIP recognitions.

Email marketing CRMs create a single supply of fact that tracks each attendee interplay from preliminary curiosity via post-event engagement. HubSpot’s unified contact database mechanically syncs with well-liked occasion platforms, resembling Eventbrite and Zoom Events, whereas sustaining full histories of which occasions every contact attended, their ticket sorts, and engagement ranges.

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

Scale personalization with out increasing crew dimension.

Rising occasion firms face the paradox of needing extra personalised communication as their attendee base expands, but missing the sources to put in writing particular person emails to a whole bunch or hundreds of registrants. Email marketing software permits mass personalization that maintains the boutique contact attendees anticipate from premium occasions.

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

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

Measure ROI and justify advertising investments.

Occasion planning firms usually battle to show the worth of their advertising efforts to stakeholders, counting on primary metrics like registration numbers that don’t inform the entire story of marketing campaign effectiveness.

Complete e-mail advertising 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 e-mail open to ticket buy, exhibiting precisely which campaigns drive the highest-value registrations and which messages convert free attendees to paid tickets. By leveraging HubSpot’s custom reporting builder, occasion groups can show clear ROI from their e-mail campaigns, whether or not that’s ticket gross sales from early-bird promotions or new sponsorships generated via HubSpot’s sequences tool, offering concrete information that secures continued advertising funding.

5 Essential Options for Occasion Planning Electronic mail Advertising and marketing Software program

1. Occasion Registration Types with Good Area Mapping: The power to create customizable registration kinds that mechanically populate your CRM is crucial for capturing attendee data with out guide information entry. HubSpot’s drag-and-drop form builder permits occasion planners to design registration pages with conditional logic, exhibiting totally different questions primarily based on ticket kind or displaying meal preferences just for in-person attendees. Most significantly, HubSpot’s forms combine straight with the CRM, mechanically creating or updating contact data, assigning lead scores primarily based on ticket worth, and triggering acceptable nurture workflows primarily based on registration kind.
2. Multi-Channel Marketing campaign Automation with Timeline Visualization: Occasion promotion requires coordinated outreach throughout e-mail, SMS, and social media on exact schedules main as much as occasion day. HubSpot’s visual 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 Marketing Hub additionally permits cross-channel coordination, permitting groups to pause e-mail campaigns if an attendee registers via 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 data as they navigate between venue areas, handle vendor relationships, and handle last-minute adjustments. HubSpot’s mobile app supplies full CRM performance from any smartphone or pill, enabling planners to verify attendee lists, replace contact data, and even ship focused emails whereas strolling the occasion ground. Throughout registration, workers can use HubSpot’s mobile app to manually verify 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 circulate between ticketing platforms, digital occasion software program, fee processors, and advertising instruments. HubSpot’s App Marketplace gives pre-built integrations with important occasion platforms, together with Eventbrite for ticketing, Zoom Events for digital elements, Calendly for speaker scheduling, and Stripe for fee processing. These native HubSpot integrations eradicate the necessity for guide CSV exports or customized API growth, mechanically syncing registration information, attendance data, and fee standing in real-time.
5. Superior Analytics with Attribution Reporting: Understanding which advertising efforts drive ticket gross sales and sponsor conversions is essential for optimizing occasion promotion budgets and demonstrating ROI. HubSpot’s attribution reporting tools monitor the entire journey from first touchpoint to ticket buy, exhibiting whether or not attendees transformed from natural search, e-mail campaigns, or social media adverts. Occasion planners can leverage HubSpot’s custom report builder to create dashboards exhibiting registration tempo in comparison with earlier occasions, geographic distribution of attendees, and income by ticket kind.

How you can Select an Electronic mail Advertising and marketing Instrument for Occasion Planning Corporations (Step-by-Step)

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

Step 3: Evaluate ease of use and crew match.

Request trials of your prime platforms and have your precise occasion crew check core features they’re going to use day by day. Consider how shortly crew members can create and ship a primary occasion invitation with out technical help (if it takes greater than half-hour, contemplate the productiveness impression throughout dozens of annual occasions).

Take a look at the educational curve for superior options: can your coordinators construct automated workflows independently, or will you want ongoing IT involvement? Assess the standard of buyer help, notably throughout essential pre-event intervals when you may’t afford delays.

When you’ve completed all of this, evaluation the seller’s coaching sources, searching for:

• Occasion-specific templates
• Finest follow guides
• Devoted onboarding for occasion planning firms (versus generic setup help)

Step 4: Test price at scale.

Calculate complete price of possession past base subscription charges, factoring in your anticipated development over the subsequent 2 to three years. Most platforms value by contact quantity, so undertaking prices in case your database grows from 5,000 to fifteen,000 contacts as you add occasions. Embody hidden bills like overage prices for:

• Exceeding e-mail ship limits throughout peak registration intervals
• Charges for extra person seats as your crew expands
• Prices for premium options like customized reporting or devoted IP addresses

Lastly, evaluate pricing fashions — some platforms cost per e-mail despatched whereas others supply limitless sending to your contact restrict. Think about potential financial savings from consolidated instruments; changing separate e-mail, survey, and touchdown web page companies with an all-in-one platform would possibly justify increased upfront prices.

Professional tip: Request customized quotes in the event you’re managing over 10,000 contacts or 50+ occasions yearly, as enterprise pricing usually consists of negotiable reductions and extra help sources.

Step 5: Select a versatile platform — like HubSpot.

Choose a platform that may evolve together with your occasion enterprise from intimate workshops to large-scale conferences with out requiring an entire system migration. Search for options providing modular upgrades the place you can begin with primary e-mail advertising then add superior automation, CRM capabilities, or reporting instruments as wants develop. HubSpot exemplifies this scalability — occasion planning firms can start with free email marketing tools then progressively undertake Starter, Skilled, or Enterprise tiers whereas sustaining constant workflows and historic information.

Clearwing, a high-end audio, lighting, video, and staging systems company, managed 500+ campaign assets for AVL Expo, an audio, video, and lighting technology conference, generated 250+ leads, and delivered 4,200% ROI, all by using Marketing Hub. Advertising and marketing Hub’s flexibility result in quicker marketing campaign launches, stronger occasion attendance, and extra engaged, loyal prospects.

Clearwing’s success proves that an funding in HubSpot means scalable development 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 spend to large decision-makers.

Steadily Requested Questions (FAQ)

HubSpot’s Marketing Hub constantly ranks as a best choice as a result of it combines strong e-mail advertising 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 tools provide email marketing for as much as 2,000 sends per thirty days, whereas rising firms can scale into paid tiers that embrace superior options like Breeze AI for topic line optimization and multi-touch attribution reporting.

What options ought to I search for in e-mail advertising instruments for occasion planning firms?

Important options for occasion planning e-mail advertising embrace:

• Automated workflow builders (for registration confirmations and reminder sequences)
• Customizable registration kinds 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 kind or previous attendance historical past
• Attribution reporting to trace which campaigns drive ticket gross sales
• Multi-channel coordination for combining e-mail with SMS updates

The platform must also present responsive templates optimized for cell units, since many attendees verify occasion emails on smartphones, and real-time analytics to watch registration tempo and alter promotional methods accordingly.

Is HubSpot good for occasion planning?

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

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

Lastly, as beforehand talked about, event planning companies like Clearwing have achieved 4,200% ROI using HubSpot’s Marketing Hub for conference promotion, demonstrating the platform’s means to deal with complicated, multi-faceted occasion campaigns whereas offering clear attribution information that proves advertising impression.

How a lot does e-mail advertising software program for occasion planning price?

Electronic mail advertising software program for occasion planning sometimes ranges from free for primary instruments to $3,000+ month-to-month for enterprise options.

HubSpot offers a free tier with basic email marketing, with paid plans beginning at $9/month per seat for Starter and scaling to $800/month for Skilled (consists of 3 seats). Prices sometimes enhance primarily based on:

Occasion planners ought to price range for 20 to 30% annual value will increase as their contact databases develop and think about potential financial savings from consolidating a number of instruments into one platform.

Can e-mail advertising software program combine with my present occasion ticketing platform?

Most trendy e-mail advertising platforms supply native integrations or API connections with well-liked occasion ticketing techniques, enabling automated information synchronization between platforms.

As talked about earlier than, HubSpot’s App Marketplace consists of pre-built integrations with Eventbrite, Zoom Events, 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 via 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 email marketing tools with Zapier connectivity or open APIs that permit customized connections, although these might require technical setup and ongoing upkeep in comparison with out-of-the-box integrations.

Meet HubSpot, the High Electronic mail Advertising and marketing Alternative for Occasion Planning Corporations

HubSpot stands out because the premier email marketing solution for occasion planning firms by providing enterprise-level automation capabilities at a value level that works for companies of any dimension. In contrast to conventional occasion administration software program that prices per registration or requires costly customized implementations, HubSpot supplies a strong free tier supporting e-mail advertising as much as 2,000 sends month-to-month, making it accessible to solo planners and rising companies alike.

Key HubSpot Options for Occasion Planners

• Free Eternally Basis: Begin with complete attendee administration, e-mail automation, and registration kinds 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 via native Eventbrite and fee integrations whereas mechanically triggering personalised affirmation sequences, reminder emails, and post-event surveys primarily based on ticket kind and attendee historical past.
• 360-Diploma Attendee View: Observe each touchpoint from preliminary e-mail open via occasion check-in and post-event suggestions in a single timeline, guaranteeing any crew member can present knowledgeable help to attendees, audio system, or sponsors.

Confirmed Actual-World Affect with HubSpot

INBOUND, HubSpot’s flagship industry event, achieved 40% conversion rate (CVR) from event page visits to registrations by leveraging LinkedIn ads through HubSpot’s Marketing 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 develop 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 email marketing tools as we speak and be a part of hundreds of occasion professionals who’ve streamlined their advertising whereas boosting attendance charges.