There’s a reason most small teams don’t host their own events.
They’re expensive. They’re logistically intense. And for companies without a dedicated event manager (or six), they can quickly spiral into a stress-fueled mess of spreadsheets, janky tools, and late-night Slack pings.
They’re expensive. They’re logistically intense. And for companies without a dedicated event manager (or six), they can quickly spiral into a stress-fueled mess of spreadsheets, janky tools, and late-night Slack pings.
But Pearagon took a different approach.
They saw the value in owning the room — creating their own space to connect users, spotlight sponsors, and showcase their leadership in the HubSpot community.
They saw the value in owning the room — creating their own space to connect users, spotlight sponsors, and showcase their leadership in the HubSpot community.
And they knew exactly how they wanted to do it: natively in HubSpot, powered by event•hapily, and fully built for scale.
The result?
The result?
A sponsor-worthy event with seamless check-in, flawless registration, clean data, and a crystal-clear path to ROI — without ever leaving their CRM.
The Challenge: Big Vision, No Event Infrastructure
Pearagon isn’t an events company — they’re a HubSpot services shop with a bold vision. After seeing other companies host successful field events, CEO Davey Warren knew it was time to create something of their own.
“We didn’t want to just attend someone else’s event. We wanted to host one,” said Davey. “Bring our customers and sponsors together, build community, and make it ours.”
But last year’s attempt was a wake-up call.
“We were all over the place,” Davey said. “Word docs, spreadsheets, manual check-ins, scattered data. Nothing was centralized. It was chaos.”
With a small team and no dedicated event staff, they needed more than just elbow grease. They needed a system.
The Solution: A Native, Scalable HubSpot Experience
Pearagon turned to event•hapily — a native HubSpot app built specifically for teams like theirs. From registration to lead capture, the entire event would be powered inside their CRM.
And that changed everything.
And that changed everything.
- Effortless setup inside HubSpot: Sessions, speakers, and tracks were built directly in the CRM, with drag-and-drop simplicity.
- Automated registration and reminders: No manual follow-up or custom email tools. event•hapily handled it natively.
- Real-time check-in with QR codes: Guests checked in using their phones — no separate app, no confusion, no delays.
- Clean, centralized data: Every attendee, sponsor, and speaker was automatically associated to the event record for clean follow-up and attribution.
“We didn’t just get a tool,” said Davey. “We got a playbook.”
The Execution: No Chaos, No Guesswork
The Pearagon team was fully in control — without the usual friction. They built sessions, tracked registrants, communicated with sponsors, and managed every piece of the puzzle directly in HubSpot.
And when it came time to check in attendees?
And when it came time to check in attendees?
“It was night and day,” Davey said. “Last year we missed names, emails, everything. This year? QR codes scanned, names captured, data in place.”
There was no panic. No questions about who was attending or how to follow up. And when the event wrapped, sponsors had exactly what they needed: a clean list of leads, tagged and ready to work.
“Our biggest issue this year?” Davey joked. “We didn’t order enough badge holders.”
The Results: More Confidence, Cleaner Data, Repeatable Success
Winterbound didn’t just run smoothly — it gave Pearagon everything they needed to prove value, impress sponsors, and build a repeatable strategy for future events.
Here’s what stood out:
Flawless registration and check-in
Attendees signed up online, received confirmation emails automatically, and scanned in on-site using QR codes — no separate apps, no delays. The team could see registration progress in real time and keep track of every person who walked through the door.
Here’s what stood out:
Flawless registration and check-in
Attendees signed up online, received confirmation emails automatically, and scanned in on-site using QR codes — no separate apps, no delays. The team could see registration progress in real time and keep track of every person who walked through the door.
“We used to write names down and guess emails,” said Davey. “Now we capture everything — clean, accurate, and instantly usable.”
Sponsor-ready lead capture
Each registrant was automatically associated to the event record and tagged appropriately — so when sponsors asked for lead lists post-event, Pearagon already had the report ready to go.
“Being able to hand sponsors a complete, qualified list of attendees without any scrambling? That’s a big win.”
No spreadsheets, no third-party tools
Everything — from the agenda to the email comms to the check-in flow — lived natively in HubSpot. No patchwork systems. No scattered data. Just one source of truth.
Everything — from the agenda to the email comms to the check-in flow — lived natively in HubSpot. No patchwork systems. No scattered data. Just one source of truth.
“This was the first time we didn’t feel like we were duct-taping things together.”
Clean, attributed data
Because everything was tracked in HubSpot, the team could see exactly what was working. Registrations. Attendance. Follow-ups. Attribution. All tied back to deals and contacts.
Because everything was tracked in HubSpot, the team could see exactly what was working. Registrations. Attendance. Follow-ups. Attribution. All tied back to deals and contacts.
“It wasn’t just a great event — it was measurable.”
A blueprint for scaling
Winterbound didn’t just go well — it gave Pearagon the confidence to do it again (and again). With a repeatable process and a native tech stack, their team now has a framework they can build on year after year.
“We’re already planning the next one,” Davey said. “We have the infrastructure now — and we know it works.”
Why It Matters (For You, Too)
If your team is considering running an event — but dreading the tech stack, the logistics, or the data sprawl — Pearagon’s Winterbound strategy offers a better way forward.
Here’s why it worked:
Here’s why it worked:
- It lived entirely in HubSpot — no syncing, no jumping between tools.
- It was built to scale — even with a small team and no prior event ops experience.
- It delivered clean data — the kind of tracking and attribution that sponsors love and marketing teams can actually act on.
As Davey put it:
“We won’t be doing another event without event•hapily.”
The Real Takeaway?
Running events shouldn’t mean reinventing the wheel — or building one out of spreadsheets and stress.
Pearagon proved that you can plan, execute, and scale sponsor-worthy events inside the systems you already trust. No juggling platforms. No guessing what worked. No retroactive cleanup.
With event•hapily, they built a smart, streamlined strategy that delivered visibility, accuracy, and ROI from the very first registration to the final follow-up — and it’s all ready to repeat.
If your team’s thinking about hosting your own event, but the logistics are holding you back?
You don’t need more duct tape.
You need a system that was actually built for this.
Pearagon proved that you can plan, execute, and scale sponsor-worthy events inside the systems you already trust. No juggling platforms. No guessing what worked. No retroactive cleanup.
With event•hapily, they built a smart, streamlined strategy that delivered visibility, accuracy, and ROI from the very first registration to the final follow-up — and it’s all ready to repeat.
If your team’s thinking about hosting your own event, but the logistics are holding you back?
You don’t need more duct tape.
You need a system that was actually built for this.
Request a demo and see how event•hapily helps you run events the way they should be — clear, connected, and completely in HubSpot.
