📂 How to Add Event Contacts and Meetings to HubSpot

The goal of this process is that after each event, we make sure all new contacts, meetings, and next steps are logged, organized, and tracked in HubSpot: so the team has full visibility and can follow up effectively.

🧾0️⃣ Adding Contacts to HubSpot

If you collected leads or met new people, add them to HubSpot as soon as possible.

Option A — Upload a list:

  1. Go to HubSpot → Data Integration → Import a file
  • Select Contacts as the object type.
  • Choose File from computer and upload your CSV list, choose wisely how to import contact (90% of the time it will be Create and Update; but you enconter situation when you want to either only create or update)
  • Same object assocaitions: Associate objects of the same type. For example, two contacts who are Student and Teacher, or two companies which are Corporate and Franchisee. Make sure your file has a unique ID column (like Email, Domain or Record ID) referring to the record to associate with.
  • Match the columns to HubSpot properties (Name, Email, Company, etc.).
  • Add a Source Event (e.g. ECOC 2025) so you can filter later.
  • Click Finish Import.
  • In any doubt, feel free to check this video before uploading any csv file: https://www.youtube.com/watch?v=JbTrm-FG8z4

Option B — Add with the Surfe extension:

✅ Result: All event contacts are added to HubSpot with accurate info, ownership, and next steps logged.

🧾 1️⃣ Update Contacts to HubSpot

When the contacts are uploaded on Hubspot, make sure to add the maximum of details about them- in case of any doubt double check the terminology:

  • Contact Type: e.g. Customer / Prospect, Research collaborator, Channel partner, vendor...
  • Lead Status: e.g. New, In Progress, Connected
  • Lifecycle Stage: e.g. Lead (new contact who has shown initial interest); MQL (Marketing Qualified Lead) (engaged contact who fits our target profile); SQL (Sales Qualified Lead) (sales-validated contact ready for direct outreach); Opportunity (active deal or concrete business discussion in progress
  • Source Event: e.g. ECOC 2025 (under Event 2025)
  • A3D Comment: Add a short note (context + next steps)
  • Contact Owner: Assign the A3D teammate responsible
  • Technology Domain(s) contact & Industry Target(s) Contact: e.g. Semiconductors, photonics...

📅 2️⃣ Logging a Meeting

If you spoke with someone during or after the event:

  1. Open their Contact record in HubSpot.
  2. Click Log Activity → Meeting.
  • Fill in the meeting details:
    • Meeting Type: Conference in person
    • Attendees: A3D teammate and [Name of the other people who attended the discussion]
    • Notes: Brief summary + follow-up actions
  • If the conversation was linked to a deal, create or link a Deal.
  • Save the meeting.

✅ Result: All interactions are tracked in HubSpot, with clear visibility on meetings and opportunities.

📋 3️⃣ Creating Tasks & Follow-Ups

After logging contacts and meetings:

  1. Create a Task in HubSpot for each next step.
  • Example: “Follow up with Yacine about partnership and his birthday – due Oct 23 (date of his birthday).”
  1. Assign the task to the correct A3D teammate.
  2. Add a Reminder if follow-up timing is critical.

✅ Result: Every conversation has a clear follow-up action assigned to the right person.

🔁 4️⃣ Weekly Review & CRM Hygiene

At the end of each event week:

  • Review your assigned contacts.
  • Update Lead Status and Lifecycle Stage.
  • Close completed Tasks.
  • Confirm all meetings and deals are logged.

✅ Result: HubSpot stays clean, accurate, and ready for next actions.