Zapier Automation for Event Planners: Connecting Purplepass to Top Integrations

Zapier Automation for Event Planners: Connecting Purplepass to Top Integrations

Auction and Raffle Events

For these events, automating donor management and auction logistics is key. Some useful zaps might include:

Donor Management:

• Purplepass → Salesforce: Automatically add new donor contact information from ticket sales into Salesforce for easy follow-up and management.
• Purplepass → Donorbox: Track donations made during ticket sales or raffles, and update donor profiles.

Auction Logistics:

• Purplepass → Google Sheets: Sync auction bids or raffle ticket purchases to a Google Sheet for real-time tracking.
• Purplepass → Auction Software (e.g., Handbid): Trigger event registration or participant info for auction systems based on ticket purchases.

Silent Auction and Raffle Management:

• Purplepass → Handbid: Sync ticket sales and attendee registrations with Handbid to manage silent auctions or raffles. When new attendees register through Purplepass, auction lots and bidder lists are automatically updated.
• Purplepass → BidPal: Use BidPal to manage your silent auction and sync data with Purplepass to track auction bids, winners, and payment confirmations. This helps streamline the auction process, ensuring attendees can easily bid on items during the event.
• Purplepass → Random.org: Automatically add raffle participants to a random number generator for automatic winner selection.

Festivals and Fairs

Handling large crowds and different vendors requires efficient ticketing and data management:

Vendor Registration:

• Purplepass → QuickBooks: Automatically log vendor fees from ticket sales into QuickBooks for financial tracking.
• Purplepass → Mailchimp: Add vendors to a segmented email list for post-event follow-ups.
• Purplepass → Typeform: When vendors register for the event, automatically trigger a Typeform to collect additional information such as booth preferences, power needs, or special requests.
• Purplepass → Asana: When a vendor registers, create a task in Asana assigned to the event coordinator to follow up with the vendor regarding setup instructions and logistics.

Volunteer & Vendor Coordination:

• Purplepass → Trello: Automatically create Trello cards for volunteer shifts based on ticket sales, allowing your team to keep track of volunteers and what tasks they are assigned.
• Purplepass → Slack: Notify your team when volunteers sign up via Purplepass, helping to coordinate volunteers in real-time through your internal communication system.
• Purplepass → Airtable: Use Airtable to manage food vendors, their booth locations, and their menu offerings, updating information in real-time for attendees to access via QR codes placed around the venue.

Attendee Experience:

• Purplepass → Google Maps: Provide attendees with real-time updates and venue maps through automated emails.
• Purplepass → Twilio: Automatically send out SMS alerts to attendees for important updates, such as weather changes, new event attractions, or emergency notifications.
• Purplepass → Mailchimp: Send automated pre-event and post-event email campaigns to ticket holders. Include festival maps, schedules, and food vendor information for better attendee engagement.

Education Events

For education-focused events, zaps related to scholarship tracking, donations, and student engagement can streamline operations:

Scholarships and Donations:

• Purplepass → Salesforce: Automatically categorize students based on ticket purchase data for scholarship distribution or donations.
• Purplepass → Airtable: Track how much scholarship funds have been used through student ticket purchases.
• Purplepass → Donorbox: If you are using Donorbox for fundraising, trigger automatic updates when a ticket is purchased to reflect donations for specific education funds.

CRM Integration:

• Purplepass → HubSpot: Create student profiles in HubSpot for post-event engagement, donation appeals, and scholarship communications.
• Purplepass → Salesforce: Sync student ticket purchases with Salesforce to create detailed student profiles for educational outreach and tracking their participation in events.

Webinars and Online Classes:

• Purplepass → Zoom: Automatically create a Zoom meeting link for online educational events or webinars when a ticket is purchased. You can send the Zoom link directly to attendees’ email or calendar.
• Purplepass → GoToWebinar: Sync ticket purchases to GoToWebinar and automatically register students for the online event, streamlining the sign-up process.

Tracking Volunteer Hours for Students:

• Purplepass → Airtable: Track and manage student volunteer hours by syncing ticket sales for volunteer-related events into Airtable, ensuring each student’s contribution is accurately recorded.
• Purplepass → Trello: Create Trello cards for each student who signs up for volunteer events via Purplepass, automatically organizing them into different boards based on tasks or hours completed.

Sports Events

Sports events often require zaps for tracking donors, sponsorships, and athlete information:

Scholarship Tracking:

• Purplepass → Salesforce: Automatically add athletes or attendees to donor and scholarship databases.
• Purplepass → JotForm: Automatically send a custom scholarship application form from JotForm after a student registers for a sports event. This allows students to complete all necessary documentation and provide additional required information.
• Purplepass → Xero: Sync student or athlete data with Xero to automatically track scholarship funds allocated to each individual and generate financial reports for school administrators or event organizers.

Donor and Sponsor Management:

• Purplepass → Google Sheets: Track donations and sponsorship contributions made during ticket sales.
• Purplepass → Blackbaud Raiser’s Edge: Automatically sync alumni who purchase tickets for university sporting events into Blackbaud Raiser’s Edge, a CRM system focused on educational institutions and nonprofit donor management.
• Purplepass → GiveCampus: For university sports events, trigger donations when alumni or supporters purchase tickets, automatically tracking their giving history in GiveCampus.
• Purplepass → GoFundMe: Automatically create GoFundMe campaigns for high school and university sports teams. For example, when someone purchases a ticket, they receive an automated request to contribute to the team's fundraising goal.
• Purplepass → Donorbox: Trigger donation forms to be sent to ticket purchasers, encouraging additional contributions to support team scholarships or equipment upgrades for school sports programs.

Volunteer Management for Game Days:

• Purplepass → Volgistics: Automatically register volunteers for sports events and assign them shifts using Volgistics, allowing you to manage staffing for concession stands, ticket booths, or security tasks.
• Purplepass → When I Work: Sync ticket purchases and volunteer sign-ups with When I Work to manage shifts and scheduling for volunteers during sports events, especially useful for school events with lots of staff turnover.

Game Day Marketing Automation:

• Purplepass → Buffer: Schedule and automate social media posts via Buffer, triggered when tickets are sold for a big game. These posts can include countdowns, ticket availability, or important updates for fans.
• Purplepass → Hootsuite: Use Hootsuite to automatically promote game highlights, athlete stories, and team progress on social media platforms when key ticket sales milestones are met.

Game Merchandise and Gear Sales:

• Purplepass → Shopify: Sync ticket purchases with merchandise orders for team apparel, autographs, or fan gear. If an attendee buys a ticket that includes merchandise (e.g., a jersey), the zap will update Shopify inventory accordingly.
• Purplepass → ShipStation: Automatically generate shipping labels for merchandise orders that are tied to specific ticket tiers (e.g., premium tickets that include swag or fan gear) to ensure timely delivery.

Conventions and Conferences

Conferences demand the organization of speakers, attendees, and scheduling. Useful zaps include:

Attendee Management:

• Purplepass → Trello: Automatically create cards for each attendee with their ticketing details and schedule preferences.
• Purplepass → Zoom: Set up webinars or virtual conference rooms based on the number of ticket sales and registrations.

Speaker and Vendor Coordination:

• Purplepass → Trello: Create a Trello card for each speaker when they confirm their attendance or registration through Purplepass, detailing their session time, tech requirements, and communication details. This helps organizers stay on top of speaker logistics.
• Purplepass → Google Drive: Automatically create a speaker folder in Google Drive for each registered speaker, storing their presentations, headshots, bios, and session materials. This makes it easy to organize and distribute speaker content to your event team.
• Purplepass → Slack: Notify your event team through Slack when a speaker registers or updates their information. Use this for real-time communication, ensuring that the team is aware of any last-minute changes.
  
  

Vendor and Exhibitor Coordination:

• Purplepass → Monday.com: Automatically create tasks on Monday.com for your team based on vendor sign-ups. Assign team members to coordinate with vendors regarding booth setup, special requirements, or promotional materials.
• Purplepass → Google Sheets: Sync vendor sign-up data with a Google Sheet that your event staff can use to track booth assignments, registration fees, and exhibitor requirements. This provides real-time access to vendor details throughout the event.
• Purplepass → Dropbox: Automatically create Dropbox folders for each vendor or exhibitor where they can upload marketing materials, product images, or booth designs. This helps streamline the vendor setup process and ensures all materials are in one place.

Volunteer Management:

• Purplepass → SignUpGenius: Automatically add volunteers who register through Purplepass to SignUpGenius, helping you organize shifts, task assignments, and volunteer coordination for the event.
• Purplepass → Deputy: Use Deputy to schedule and manage volunteer shifts based on ticket sales or sign-ups. Automatically assign roles such as registration desk, setup crew, or speaker liaisons, ensuring volunteers know where they are needed.
• Purplepass → Slack: When volunteers register, automatically add them to a specific Slack channel for communication before and during the event. This is useful for real-time updates, last-minute changes, and team coordination.

Sponsor and Partner Management:

• Purplepass → HubSpot: When sponsors register or confirm their involvement in the event, automatically add them to a specific HubSpot list for follow-up communication. You can use this to send personalized emails, update them on event details, or provide marketing materials.
• Purplepass → Pipedrive: Automatically create deal entries in Pipedrive for each sponsor, allowing your sales and sponsorship team to track sponsor agreements, packages, and payments. This ensures that you stay on top of sponsor commitments and benefits.
• Purplepass → Zoho CRM: Track sponsor interactions and deliverables in Zoho CRM. Sync sponsor registration data to ensure that all sponsor requests (e.g., booth space, banner ads, program placement) are tracked and fulfilled.
  
  

Performing Arts Events

Automation helps with donor tracking, performance scheduling, and outreach for performing arts events:

Donor and Patron Engagement:

• Purplepass → Constant Contact: Add new ticket purchasers to specific email segments for post-event engagement or donation requests.
• Purplepass → CRM Software: Sync attendee data with a CRM to track donor history and preferences.
• Purplepass → Salesforce: Automatically add sponsors and donors to Salesforce when they purchase tickets or contribute to the performance. Track their sponsorship level and manage ongoing communication for future partnerships or funding opportunities.
• Purplepass → Donorbox: Sync ticket sales with Donorbox to track donations made by audience members or patrons. This zap helps arts organizations manage donation history, send thank-you emails, and build relationships with loyal supporters.
• Purplepass → Zoho CRM: Create and categorize sponsor profiles in Zoho CRM based on their contributions or involvement in theater events. This is ideal for tracking sponsor benefits (e.g., logo placement in programs, and special mentions during performances).

Show Program and Playbill Management:

• Purplepass → Google Docs: Automatically create or update a Google Doc for the playbill or program when new performers or sponsors register. This zap helps production teams maintain an up-to-date document with cast bios, sponsor ads, and crew credits.
• Purplepass → Canva: Trigger Canva templates for playbills or posters when performers are added, allowing for easy customization of show programs or marketing materials. The design team can receive automatic notifications when it's time to update with cast changes or new sponsors.

Volunteer and Usher Management:

• Purplepass → When I Work: For theaters that rely on volunteers or ushers, sync Purplepass registrations with When I Work to schedule shifts for front-of-house volunteers (e.g., ticket checkers, and ushers). This ensures all roles are filled for each performance.
• Purplepass → SignUpGenius: Automatically add volunteers who sign up through Purplepass to SignUpGenius, allowing you to coordinate usher duties, concession staffing, and box office support with ease.

Season Subscription and Membership Management:

• Purplepass → Stripe: Automatically process season ticket subscriptions through Stripe when patrons purchase multiple performances or a full season pass. Keep track of their payment status, ensuring that all subscription details are up-to-date.
• Purplepass → Mailchimp: Add season ticket holders to a dedicated mailing list in Mailchimp, sending them exclusive offers, early ticket access, and behind-the-scenes content.

Food and Taste Events

Food events involve multiple vendors, ticket tiers, and often, donation campaigns:

Vendor Coordination:

• Purplepass → QuickBooks: Track vendor payments and event fees.

• Purplepass → Google Sheets: Manage food vendors and ticket allocations for tasting events in a real-time spreadsheet.
• Purplepass → Dubsado: Use Dubsado to automatically create workflows for food vendors, including contracts, onboarding forms, and payment collection. When a vendor signs up via Purplepass, trigger Dubsado to send them the necessary documents and coordinate their setup.
• Purplepass → Zoho Desk: Automatically open tickets in Zoho Desk for each vendor or exhibitor when they register, allowing your team to address vendor needs, answer questions, and manage event day support requests.

Attendee Engagement:

• Purplepass → SMS Services (Twilio): Notify attendees when their tasting times are up or send reminders about exclusive food booths.
• Purplepass → HeySummit: For hybrid or virtual food and taste events, use HeySummit to provide a platform where attendees can explore vendor booths, watch live tastings or chef demonstrations, and participate in virtual discussions. Sync ticket purchases to automatically register attendees.
• Purplepass → ShowClix: Automatically sync Purplepass ticket data with ShowClix to provide a seamless entry experience, while also allowing for upselling of exclusive tasting sessions or merchandise at the event.

Catering and Tasting Experience:

• Purplepass → SimpleTix: For tasting events that have limited slots for each session, sync ticket purchases with SimpleTix to manage registrations for specific tasting times or experiences.
• Purplepass → Tock: Sync attendees with Tock, an event reservation and booking app, which allows for pre-arranged tastings, VIP chef tables, and exclusive dining experiences at food festivals.

Volunteer and Staff Management:

• Purplepass → Deputy: Automatically schedule volunteers or staff shifts through Deputy based on ticket sales or vendor needs. For example, trigger shift assignments when a certain number of vendor booths register, ensuring coverage for setup, guest services, or cleanup.
• Purplepass → Homebase: Sync with Homebase to manage volunteers and temporary event staff, automatically scheduling their shifts and providing reminders on event day to keep operations running smoothly.

Payment and Donations:

• Purplepass → Donorbox: If the food event is connected to a nonprofit or charity (e.g., fundraising for a food bank), use Donorbox to track donations tied to ticket sales. This allows organizers to easily manage donor communications and follow-ups post-event.
• Purplepass → Square for Restaurants: For events that include in-event purchases or food sales, automatically sync ticketing data with Square for Restaurants to manage payment processing, track sales, and inventory of food items.

Nonprofits

Nonprofit events focus on managing donations, tracking volunteer activities, and managing CRM data:

Donor Tracking:

• Purplepass → Salesforce: Sync ticket purchase data with donation tracking systems for detailed donor profiles.

• Purplepass → Mailchimp: Automate donor follow-up emails based on the type of event ticket purchased or donation made.

Donor Management:

• Purplepass → Google Sheets: Track volunteer sign-ups, shifts, and responsibilities in real-time during events.
• Purplepass → Donorbox: Automatically sync ticket sales with Donorbox to track donations, especially for fundraising events. This zap helps nonprofits maintain donor profiles, including their donation history and event attendance, making it easier to follow up after the event.
• Purplepass → Salesforce (Nonprofit Cloud): Automatically add attendees and donors to Salesforce’s Nonprofit Cloud, ensuring that all event data and donations are recorded. Use this to segment donors, manage follow-ups, and track contributions for each fundraising event.
• Purplepass → NeonCRM: Sync ticket purchases with NeonCRM, a donor management tool specifically built for nonprofits, allowing you to track contributions and engage donors with targeted communications.

Fundraising Campaigns:

• Purplepass → Classy: When someone buys a ticket for your fundraising event, automatically add them to Classy, a fundraising platform for nonprofits. This can help track ticket revenue, create donation campaigns, and monitor the progress of specific fundraising goals.
• Purplepass → GoFundMe: Automatically trigger a GoFundMe campaign for attendees who wish to contribute additional donations after purchasing tickets. Use this for fundraisers with multiple avenues for giving, making it easy to link ticket buyers to your campaign.

Investment and Financial Management:

• Purplepass → QuickBooks: Automatically categorize ticket sales as donations, sponsorships, or event costs in your nonprofit’s accounting software.

Volunteer Recruitment and Coordination:

• Purplepass → Bloomerang: Automatically create profiles for volunteers in Bloomerang when they sign up through Purplepass, making it easy to manage volunteer contact info, shift assignments, and post-event appreciation.
• Purplepass → Volgistics: For volunteer-heavy fundraising events, sync Purplepass registrations with Volgistics to manage volunteer shifts and tasks. This ensures that volunteers are properly scheduled for event day roles, such as registration, setup, or assisting with silent auctions.
• Purplepass → Google Sheets: Automatically create a spreadsheet of volunteers who sign up through Purplepass, categorized by availability and assigned roles. This helps organizers track volunteer hours and tasks in real time.

Sponsorship and Partnership Management:

• Purplepass → HubSpot: Automatically add sponsors to HubSpot when they register for an event, allowing your nonprofit to maintain strong relationships with partners through personalized marketing campaigns, updates, and post-event reports.
• Purplepass → Pipedrive: Sync ticket sales or sponsor sign-ups with Pipedrive to track sponsorship agreements and manage communication throughout the event planning process, from initial contact to post-event follow-ups.
• Purplepass → Patreon: If your nonprofit uses Patreon for membership or recurring donations, automatically add attendees who commit to long-term support through Purplepass. This can help nonprofits cultivate ongoing relationships with donors.
• Purplepass → Stripe: Sync ticket purchases with Stripe to process recurring donations or subscription-based contributions from donors, especially useful for fundraising events that encourage monthly or yearly giving.

By leveraging these zaps, event planners using Purplepass can automate and enhance various aspects of event management—from donor tracking to vendor coordination and attendee engagement. Event-specific zaps allow for greater efficiency, more personalized experiences, and real-time data tracking.