Scaling Virtual Experiences: How Host Events Streamlined Their Virtual Event Operations with AddEvent customer success

Host Events, a premium corporate event services company based in Boston, began by providing vetted and insured bartenders for corporate happy hours. As the business expanded into new markets, they thrived—until the COVID-19 pandemic forced a massive pivot. By March 2020, they transitioned into the virtual event space, offering engaging experiences like virtual cocktail classes, cooking sessions, and gamified team-building events.

This rapid evolution brought new operational challenges: managing event registrations, sending reminders, and keeping track of logistics. That’s when they discovered AddEvent—and five years later, it remains a core part of their infrastructure.

The Challenge: Managing a Rapidly Evolving Event Model

Before 2020, Host Events didn’t need registration tools. Their services were simple, and communication with clients was managed manually. But as they expanded into virtual experiences, they encountered new hurdles:

• Managing Event Registrations: Manual tracking of participant sign-ups became inefficient.
• Tracking Internal Event Data: The team needed a centralized, reliable system to monitor scheduling and client-specific details. They needed a place they could use as their event hub and be their source of truth.

Their business model changed entirely, and going back to a manual system wasn’t just inefficient—it was impossible.

The Solution: AddEvent’s RSVP and Calendar Tools

One of the founders discovered AddEvent in 2020. Since then, Host Events has integrated AddEvent across their operations, especially for virtual and hybrid events.

Seamless RSVP Forms & Landing Pages

Amy, the Managing Partner and Head of Operations at Host Events, uses AddEvent to create customized RSVP forms and landing pages tailored to each event. Whether it’s collecting shipping addresses or tracking client-specific data, AddEvent makes setup easy and flexible.

“The ease in which I can set up landing pages and collect registrations is the most important part of the experience we offer our clients.”

Automated Event Communication

Using AddEvent’s RSVP email functionality, attendees receive automated, timely reminders and preparation instructions. This eliminates manual follow-ups and keeps guests informed about when their event is.

One Centralized Calendar for Internal Tracking

Even when clients manage their own registrations, Amy still loads all events into AddEvent as their internal “source of truth.” This ensures logistics are organized and all team members are aligned on schedules, time slots, and event requirements.

“It’s one of the command centers. We track everything in AddEvent, even if registration happens elsewhere.”

Smart Automation with Zapier and Trello

To speed up workflows, Host Events connects AddEvent to their CRM and Trello via Zapier. When a deal closes, event data flows into Trello, where Amy builds the event collateral. From there, AddEvent pulls in templates and automates the setup process. Using AddEvent and Trello’s Zapier integrations allows Amy and the Host Event team to save countless hours on replicating work in different systems.

The Results: A More Efficient, Scalable Workflow

With AddEvent, Host Events has significantly streamlined how they plan, manage, and track virtual and hybrid events. By leveraging customizable RSVP forms, automated email reminders, and centralized calendar tracking, they’ve created a system that saves time, improves accuracy, and enhances the overall client experience.

• Increased Operational Efficiency: Fast landing page creation and automated trigger emails have reduced manual work and improved turnaround time, especially when coordinating logistics across multiple events.
  
• Maintained a Single Source of Truth: Every event—whether or not it includes AddEvent registration—is loaded into their central AddEvent calendar, keeping the team aligned and eliminating scheduling errors.
  
• Provided White-Glove Service: Clients enjoy a smooth, professional registration experience without needing to manage logistics themselves, allowing Host Events to deliver on their promise of premium service.
  
• Enhanced Attendee Experience: Add to Calendar buttons and automated reminders make it easy for attendees to stay informed and show up prepared, resulting in better participation and satisfaction.
  
• Scaled with Confidence: With smart automations like Trello and Zapier integrations, Host Events can handle more events, faster—without sacrificing quality or client attention.

Conclusion: Saving Time and Reducing Friction with AddEvent

For Host Events, AddEvent has become more than a registration tool—it’s an operational hub. By streamlining the registration process, improving attendee communication, and integrating smoothly with other tools, AddEvent has helped them grow while maintaining high-quality service.

With AddEvent, Host Events continues to scale their virtual and hybrid offerings while keeping logistics stress-free, communication tight, and clients happy.