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Launch Plan
Event and Webinar Promotion Automation
[YourCompany.com] · Marketing Department · Prepared by FullSpec · [Today's Date]
This Launch Plan gives you a clear picture of what is being built, how the build is structured, and what you need to do at each stage to keep things moving. FullSpec handles every aspect of the technical build, testing, and deployment. Your role is to provide tool access and confirm one key configuration decision before the build begins. Everything else is handled end to end by the FullSpec team.
01What you're launching
Right now, every event your team runs triggers a chain of manual tasks: building a Zoom registration page, drafting announcement and reminder emails in HubSpot, writing and scheduling LinkedIn posts, notifying the team on Slack, importing registrant lists into the CRM, and logging performance data to a spreadsheet. These steps consume roughly eight hours per week of coordinator time and, because nothing is connected, reminders get missed and registrant data rarely makes it into HubSpot cleanly. The automation being built connects a single confirmed event row in Google Sheets to every downstream promotion task, handled by three purpose-built agents. The two steps your team keeps are creating the event graphic in Canva and approving social post copy before it goes live.
Process
Event and Webinar Promotion
Trigger
A new event row is marked as confirmed in the Google Sheets event calendar
Final output
Zoom registration live, HubSpot email sequence active, LinkedIn posts scheduled, Slack notification sent, registrant CRM records updated, post-event follow-up delivered, and metrics logged to Google Sheets
Agents being built
3 agents: Event Setup Agent, Social Promotion Agent, Post-Event Sync Agent
Tools involved
Google Sheets, Zoom, HubSpot, LinkedIn, Slack
Volume
3 to 6 events or webinars per month
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02How the build works
The build is structured across four stages: Connect, Build, Test, and Launch. FullSpec runs each stage in sequence, keeping you informed at every transition point. You do not need any technical knowledge to participate. At most stages your only action is providing access or a quick confirmation. The total delivery window is five weeks from the close of the Connect stage, broken across three sequential agent builds and a final end-to-end quality check.
Complexity level: Moderate. Estimated delivery: 5 weeks (25 business days). The delivery clock starts at the close of Connect, not payment. Delays in providing tool credentials or confirming HubSpot list structure will extend the timeline.
1Connect
Business days 1 to 5
FullSpec
Sends a tool access request covering HubSpot, Zoom, LinkedIn Page admin, and Google Sheets. Reviews your existing HubSpot list structure and any active email sequences that the automation will replace. Documents the event brief template layout and confirms it meets the trigger requirements.
You
Grant access to HubSpot, Zoom, LinkedIn Page, and Google Sheets using the instructions provided. Confirm the one configuration decision around HubSpot contact list structure (see Section 03). Reply to any clarifying questions about your current email sequence templates.
2Build
Business days 6 to 20
FullSpec
Builds all three agents in sequence: first the Event Setup Agent (Google Sheets trigger, Zoom webinar creation, HubSpot sequence activation), then the Social Promotion Agent (AI copy generation, LinkedIn scheduling, Slack notification), then the Post-Event Sync Agent (Zoom attendance pull, HubSpot contact updates, segmented follow-up, metrics write-back). Each agent is tested in isolation before the next begins.
You
Review the AI-generated LinkedIn post copy samples shared by FullSpec during the Social Promotion Agent build and confirm they meet your brand tone. No technical input is needed. Respond within two business days to avoid delaying the Build stage.
3Test
Business days 21 to 23
FullSpec
Runs a full end-to-end test using a real upcoming event in a staging environment. Confirms that Zoom registration creates correctly, HubSpot sequence activates with accurate dates, LinkedIn posts queue to the correct slots, Slack notification fires, registrant sync updates CRM records, and metrics write back to Google Sheets. Documents any exceptions and resolves before handoff.
You
Check the test event output in HubSpot and Google Sheets and confirm the data looks correct to you. No technical review is required, just a sense check that your event details appeared as expected.
4Launch
Business days 24 to 25
FullSpec
Switches the automation to live. Delivers the full runbook and monitoring checklist to your marketing coordinator. Confirms the first real event row triggers correctly and all outputs fire. Remains on standby for 48 hours post-launch.
You
Add your first real confirmed event to the Google Sheets event calendar using the agreed template. Notify FullSpec the row is live so the first run can be monitored together.
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03What FullSpec needs from you
FullSpec only needs access to your existing tools. No technical knowledge is required from you or your team. All credentials are requested through a secure access form and are used solely to connect the automation platform to each tool on your behalf. The table below lists exactly what is needed and when.
HubSpot
Admin or Marketing access so FullSpec can view list structure, create workflows, and activate email sequences
Before Connect closes
Zoom
Account Owner or Admin access to enable the Zoom API integration for automated webinar creation and attendance data retrieval
Before Connect closes
LinkedIn
Page Admin access on your LinkedIn Company Page (personal profile access is not sufficient for API-based post scheduling)
Before Connect closes
Google Sheets
Edit access to the event brief spreadsheet and the metrics reporting sheet, or a new sheet FullSpec will set up for you
Before Connect closes
Slack
A Slack workspace invitation and the name or ID of the internal channel where launch notifications should be posted
Before Connect closes
One decision to confirm before Connect closes: your HubSpot contact list structure. The automation enrolls registrants and triggers follow-up emails based on how your lists are segmented. If the list structure does not match the automation's assumptions, emails may reach the wrong audience. FullSpec will walk you through this during Connect, but your marketing coordinator must confirm which lists are in use and whether any active sequences will be replaced. This is the single most important configuration decision in the entire build.
04Your role once live
Role
Ongoing responsibilities
What you no longer touch
You (business owner / marketing team)
Add confirmed event details to the Google Sheets event calendar using the agreed row template. Review and approve AI-drafted LinkedIn post copy before it is scheduled (approximately 10 minutes per event). Create event graphics in Canva. Flag any issues to FullSpec at support@gofullspec.com.
Building Zoom registration pages, drafting announcement or reminder emails, manually scheduling LinkedIn posts, exporting registrant lists from Zoom, importing contacts into HubSpot, sending post-event follow-up emails manually, and logging metrics to the reporting sheet.
FullSpec
Monitor the automation platform for errors and failed runs. Apply fixes for any integration issues caused by tool updates or API changes. Provide support via support@gofullspec.com for any exception or edge case your team encounters. Notify you of any required maintenance windows in advance.
Not applicable. FullSpec handles all technical maintenance and monitoring so your team can focus on the event itself.
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05What success looks like
Timeframe
What to expect
Sign of success
Week 1
The first live event row is entered into Google Sheets and the full promotion flow runs automatically for the first time. FullSpec monitors this run alongside your team. Your coordinator reviews and approves the LinkedIn copy draft and confirms the HubSpot sequence activated correctly.
Zoom registration live, announcement email sent, and LinkedIn posts queued within 15 minutes of the event row being confirmed
Month 1
Two to three events run fully through the automation. Your team notices the coordinator is no longer spending half a day per event on setup tasks. Post-event follow-up emails go out within one hour of the event ending rather than one to two days later. Registrant data appears in HubSpot without any manual import.
Coordinator time per event drops from roughly five hours to around 40 minutes. CRM accuracy reaches 98 percent or above. No missed reminders or forgotten follow-ups.
Month 3
The automation has handled six to eighteen events consistently. The team has confidence in the system and the runbook. Any event date changes or edge cases have been handled and the coordinator knows how to manage exceptions using the SOP. The build cost is on track to be recovered within five months based on the $18,700 annual saving.
Eight hours per week of manual work eliminated. Payback period tracking on schedule. Promotion execution consistent across every event regardless of who is available that week.
Next step: FullSpec will send you a tool access request within one business day of your build being confirmed. Complete the access steps and confirm your HubSpot list structure during the Connect stage and the clock starts immediately. If you have any questions before then, reach out to the FullSpec team at support@gofullspec.com.
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