How to Import Marketing Event Participants into Hubspot

Importing marketing event participants into Hubspot allows you to track registrations, attendance, and engagement from your webinars, conferences, and online events in one place. This guide walks you through importing participants from connected apps and CSV files so you can keep your marketing event records accurate and complete.

The steps below are based on the official documentation for marketing events. You will learn how marketing events work, how to connect integrated apps, and how to upload participant data while keeping it clean and organized inside your Hubspot CRM.

Understanding marketing events in Hubspot

Before importing participants, it helps to understand how marketing events behave inside your Hubspot account. Marketing events are a special type of object that store information about a specific online or offline activity, such as a webinar or in-person workshop.

A marketing event record typically includes:

Event name and description
Event start date and end date
Event type (webinar, conference, training, etc.)
Registration status and attendance data
Associated contacts and their engagement history

These events can be created automatically by certain apps or synced from integration partners. Once they are in Hubspot, you can associate them with contacts, companies, and other objects, and use them in lists, reports, and workflows.

Ways to import participants into Hubspot

There are two main ways to get marketing event participants into Hubspot:

Sync participants automatically from supported apps.
Import participants manually using a CSV file.

Automatic sync is ideal when you use an event platform that integrates directly with Hubspot. Manual CSV imports are helpful when your event platform does not connect to Hubspot or when you need to clean and adjust data before upload.

Syncing marketing events with integrated apps in Hubspot

Some event and webinar tools can create and update marketing events automatically in Hubspot. Each app has its own requirements and setup steps, but the general workflow is similar.

Typical steps to connect an app to Hubspot

From your Hubspot account, open the settings or app marketplace.
Search for your event or webinar tool in the marketplace.
Install or connect the app, and authorize access to your Hubspot data.
Configure which events should sync as marketing events.
Enable participant or attendee sync so registrations flow into Hubspot.

Once configured, the integration will create marketing event records and add participants as they register or attend. Attendance status can update automatically, allowing you to build lists and workflows based on actual participation.

For full integration details and current supported features, consult the official Hubspot knowledge base article at this documentation page.

Benefits of using integrated apps with Hubspot

When the event platform is directly connected to Hubspot, you gain:

Automatic creation of marketing event records.
Real-time or frequent sync of registration and attendance data.
Fewer manual imports and reduced risk of errors.
Ability to trigger workflows as soon as someone registers or attends.

This approach is recommended whenever your event platform has a native Hubspot integration.

Preparing a CSV file for import into Hubspot

If your app does not integrate, or if you are importing historical event data, you can use a CSV file. Proper preparation ensures that Hubspot can match your columns to the correct properties and that participant data attaches to the right marketing event records.

Recommended CSV structure for Hubspot

Your CSV should include at least one unique identifier for each participant and clear information linking them to the specific event. Common columns include:

Email (recommended unique identifier for contacts)
First name
Last name
Event ID or Event Name
Registration status (for example: registered, attended, canceled, no-show)
Attendance date or time if applicable

Make sure your column headers are consistent and that date formats are clear and unambiguous. If you already have marketing event records in Hubspot, use the same event identifier or name that exists on those records so Hubspot can associate participants correctly.

Data quality tips for Hubspot imports

To avoid issues:

Remove duplicate rows before import.
Confirm that all participant emails are valid.
Ensure that each marketing event is clearly identified in the file.
Use a consistent naming convention for events across systems.

Clean data will make it easier to report on registrations, attendance rates, and follow-up campaigns inside Hubspot.

How to import a marketing event CSV into Hubspot

Once your file is ready, you can run an import from your Hubspot account. The exact menu labels may vary slightly depending on your subscription, but the process follows a familiar pattern.

Step-by-step import process in Hubspot

Sign in to your Hubspot account.
Navigate to your main menu and open the import tool (often found under contacts or data management).
Select the option to import a file from your computer.
Upload your CSV file.
Choose the object type that will receive the data, such as contacts and marketing events.
Map each column in your CSV to the appropriate Hubspot property.
Confirm your mapping and start the import.

During mapping, pay close attention to the columns that identify the event and the participant. The goal is to make sure that each participant is attached to the correct marketing event record within Hubspot.

Mapping participants to marketing events in Hubspot

Depending on your setup, you may need to map a specific column to the property used for marketing event association. Examples include:

An event ID property created for your integration.
An event name property that matches existing event records.
A custom property you created specifically to track marketing events.

Once the import is complete, you should see participants listed under their associated marketing event records inside Hubspot, and contacts will carry properties that indicate registration or attendance status.

Reviewing imported participants in Hubspot

After your import finishes, review the results to confirm that the data looks correct and that marketing events now show the right number of participants.

Post-import checks inside Hubspot

Open a few marketing event records and verify participant counts.
Check contact records to confirm that event-related properties are filled.
Create a simple list of participants for a specific event and compare it with your source file.
Update any incorrect mappings by adjusting properties or running a corrected import.

If you find mismatches, you can often fix them by updating contact properties, adjusting marketing event associations, or re-importing a corrected file with proper mappings in Hubspot.

Using imported marketing event data in Hubspot

Once your participant data is in Hubspot, you can use it to power your marketing strategy. Marketing events can become a key component of segmentation, reporting, and automation.

Common use cases after importing to Hubspot

Create lists of attendees for follow-up campaigns.
Segment contacts based on registration or attendance behavior.
Trigger workflows to send reminders, thank-you emails, or nurture sequences.
Report on event performance, including attendance rates and influenced revenue.

Because marketing events are treated as objects in Hubspot, you can associate them with deals, companies, and activities, giving your sales and marketing teams a complete picture of engagement.

Additional resources beyond Hubspot

If you need help designing a broader strategy around your event data, consider working with specialists who understand both CRM and marketing automation. For example, Consultevo provides consulting services that can complement your Hubspot implementation by aligning data structures, reporting, and campaign planning.

For the most up-to-date technical details and limitations of importing marketing event participants into Hubspot, always refer back to the official documentation on the Hubspot knowledge base. By following the steps outlined above and keeping your data clean, you can ensure that your marketing event records remain accurate and actionable inside your CRM.

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