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Edition renewal: open next year's sponsorship deal only for the sponsors who scored you well

One of 565 written HubSpot workflow specs, by a collective of independent HubSpot consultants.

Professional

Seat pricing: Professional edition. To build it, a GTM Seat or an Ops Seat (an Ops Seat cannot create marketing emails or sequences). Per-hub plans: Sales Hub Professional.

Deal17 stepsUpdated for HubSpot seat pricing
OutcomeOnce an edition is delivered, every sponsor account gets stamped with the edition it just bought, and the next edition deal is created automatically for the ones who scored you nine or ten, while the unhappy ones get a phone call before anyone mentions a renewal price.
Workflow mapevents-003
Sponsorship deal reaches Delivered leads to Add edition to company history. Add edition to company history leads to Add contract value to lifetime value. Add contract value to lifetime value leads to Delay 2 days. Delay 2 days leads to Debrief task for the account owner. Debrief task for the account owner leads to Score known within 21 days?. Score known within 21 days? leads to no: Chase the survey, end; yes: Score?. Score? leads to 9 or 10: Create next edition deal, first refusal task, notify manager; 7 or 8: Debrief first task, notify owner; 6 or below: Director call task in 2 days, no offer; out of range: Alert marketing operations, survey scale wrong. no yes Sponsorship deal reaches Delivered Add edition to company history Add contract value to lifetime value Delay 2 days Debrief task for the account owner Score known within 21 days? Chase the survey, end Score? 9 or 10 Create next edition deal, first refusal task, notify manager 7 or 8 Debrief first task, notify owner 6 or below Director call task in 2 days, no offer out of range Alert marketing operations, survey scale wrong
Sponsorship deal reaches Delivered leads to Add edition to company history. Add edition to company history leads to Add contract value to lifetime value. Add contract value to lifetime value leads to Delay 2 days. Delay 2 days leads to Debrief task for the account owner. Debrief task for the account owner leads to Score known within 21 days?. Score known within 21 days? leads to no: Chase the survey, end; yes: Score?. Score? leads to 9 or 10: Create next edition deal, first refusal task, notify manager; 7 or 8: Debrief first task, notify owner; 6 or below: Director call task in 2 days, no offer; out of range: Alert marketing operations, survey scale wrong. no yes Sponsorship deal reaches Delivered Add edition to company history Add contract value to lifetime value Delay 2 days Debrief task for the account owner Score known within 21 days? Chase the survey, end Score? 9 or 10 Create next edition deal, first refusal task, notify manager 7 or 8 Debrief first task, notify owner 6 or below Director call task in 2 days, no offer out of range Alert marketing operations, survey scale wrong

One of 565 written HubSpot workflow specs, by a collective of independent HubSpot consultants.

When to use it, when not to

Use it

  • Use it when sponsors come back year after year and the first refusal window is the commercial moment that matters, which is most established events.
  • Use it when you want the renewal pipeline to open in the fortnight after the doors close, while the team still remembers who was pleased and who was not.
Read more on when to use itShow less

Skip it

  • Do not use it without a post event survey that sponsors actually answer. With no score the workflow correctly refuses to open anything, and you will have built a stamping machine.
  • Do not use it when renewal is negotiated centrally once a year for a portfolio of events. One deal per sponsor per event is the wrong shape for a framework agreement.
Read more on when to skip itShow less

The rest of this spec

Prerequisites · 11 items

Every property with its label, internal name, type and options, plus the assets the workflow needs.

Enrollment · 4 parts

The trigger, the criteria as ticked in the UI, the re-enrollment rule and the suppression list.

Steps · 17 numbered actions

Each action in order with its parameters, branches and delays.

Known pitfalls · 7

Traps seen in production, each with what breaks and what to do instead.

Test plan and UAT script · 6 cases, 4 variants

How to prove it works in a test portal, one case per branch, and a sign-off sheet.

Files · PDF, Markdown, JSON, CSV, code

The properties JSON creates the fields in one call. The workflow JSON documents the build. The custom coded action ships as a ready-to-paste .js file.

Install · 1 click, switched off

The installer creates the properties and the workflow, switched off, then opens a task for what it cannot create. Nothing is deleted, enabled or enrolled.

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More in the Events kit

43 specs in this kit

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Registration to attendance: confirmation, reminders, and a follow up split on who turned upContact20 steps Sponsor path: stand enquiry to signed contract, with the hold clock and the logistics chaseDeal47 steps Re-engagement sequence for cold or inactive contactsContact11 steps NPS survey auto-send after renewal or usage milestoneContact4 steps

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