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DSST Custom Events Platform Case Study

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About DSST Public Schools

DSST Public Schools is widely considered to be one of the leading open enrollment STEM (Science, Technology, Engineering, and Math) school networks in the United States, and has become a destination for educators nationwide. DSST currently operates 15 middle and high schools in Denver and Aurora, Colorado, and their schools are home to some the highest performing and highest growth secondary schools in Denver Public Schools. DSST is on a mission to transform urban public education by eliminating educational inequity and preparing all students for success in college and the 21st century.

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THE CHALLENGE

DSST needed a way to better manage all of their events across 16 different schools without breaking the bank. Previously they had used Eventbrite, but the costs were getting out of control and the data visibility was not good enough.

They needed:

• A seamless way for individual schools to submit new events that families could register for.

• Sophisticated nurturing once a family registered for an event.

• Tracking and reporting on registrants and attendees both from a full network perspective and each individual school.

• Simple checkin process.

THE SOLUTION

With a sophisticated HubSpot Stack (Marketing Enterprise, Sales Enterprise, Content Enterprise, and Operations Pro), we had the tools to build the solution through custom objects and custom code. Here's what we created:

Custom Objects. We created a custom object for Event Tickets where we can manage how many people have registered, associate the ticket to those contacts, and even close registration once we reached max capacity. We also created an Event custom object that event tickets roll up into.
Internal New Event Form. This gave the internal team at each school the ability to easily submit their new events and upon submission, the custom objects were created and the event was available immediately for families to register.
Automated Follow up. Once someone registered for an event, they got immediate and regular communication through the event date to ensure they showed up. Anyone that didn't show up on the day of the event also got a separate nurture campaign to get them to register for a different event.
Associations and Association Labels. Upon registration, the contact would be associated with the event ticket with the association label of Registered. As soon as they were checked in, they also got the Attended association label. This allowed us to report on how many contacts (and who) registered for each event as well as which of those people actually attended.
Custom Forms that pull in custom object records. In order to get people to register for the appropriate event, we had to create a custom form solution that would pull in any future events specific to each school to make them available for registration. Once an event's date passed, it was no longer available for registration.
School Specific and Network-wide Reporting. Having all of this data in HubSpot allowed us to create sophisticated reporting by school and network-wide on number of event registrants, event attendees, and warm/hot leads.

THE RESULTS

115

Events Created & Completed

Thousands

Of dollars saved

1,280

Families Registered for an Event

By creating a custom solution for events, DSST was able to save thousands of dollars and hundreds of hours of manual work. They also had significantly better data on registrants, attendees, school event success, and warm/hot leads that could be nurtured and engaged.

The event platform was a huge success and will be a vital part of DSST Public School's student recruitment and enrollment campaigns every year moving forward.

Working with HIVE is a pleasure and relief. Knowing that there is someone readily available to assist with our network of schools is imperative to our operations.

Benjamin Nguyen

Manager of Marketing Systems & Data