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Conference organisers · CRM

Keep delegates, sponsors and speakers in one record that survives each edition.

A CRM for a conference organiser is a single record of every delegate, sponsor, speaker and partner, with the editions they joined and the conversations held. GullySales works on setting up the fields, stages and habits so the next edition begins from a list instead of a blank sheet.

Tell us what you needor call +91 80958 58589

Scope, fee, reporting and term are agreed in writing after we have read your brief and spoken to you.

Realistic editorial illustration of event management companies at work in India

What CRM means

A CRM is the record where every enquiry, call and quote is kept against a customer, replacing separate notebooks, spreadsheets and memory. GullySales sets up or cleans an existing CRM and reports from it by enquiry outcome rather than by activity logged.

Also for conference organisers

Sales and marketing for conference organisers, the overview.

Last updated 18 Oct 2026.

For conference organisers

Where it usually goes wrong, and what we would do.

  • “Each edition lives in its own spreadsheet”

    Registrations in one file, sponsors in another and speakers in a third means no one sees that a delegate became a sponsor's contact. When the team changes, the history leaves with them.

  • “A sponsor has a sales path, and a delegate does not”

    A sponsor moves from first call to proposal to signed package to payment. A delegate registers or does not. One record shape for both hides the stages that matter to each.

  • “Free passes and paid seats blur together”

    A sponsor's guests, a speaker's colleagues and a paying delegate can look the same in a list. Without a field for how the seat was obtained, revenue and attendance are misread.

  • “Opt-in is easy to lose”

    A list merged from several editions loses track of who agreed to hear from you and for what. Without a record, you either stop writing to them or write to people who never agreed.

What we do

What we deliver for conference organisers.

Every deliverable, what it covers for you, and the result it is there to produce. Nothing here is an extra.

  1. A record structure for each type of contact

    Fields for delegate, approver, sponsor, speaker and partner, with the edition, company and function noted on each.

    Result: Every contact fits one clear record type.

  2. Sponsor pipeline stages

    Stages from first contact to signed and paid, with the package and the person at the vendor who decides.

    Result: Each sponsor conversation shows its stage and next step.

  3. Seat source field

    A field marking whether a seat was bought, granted to a sponsor, given to a speaker or invited.

    Result: Paid and unpaid attendance can be counted separately.

  4. Opt-in and source recorded on every contact

    Where the person came from and what they agreed to, stored beside their name.

    Result: Each name carries a source and an opt-in note.

  5. An edition close-out routine

    A step at the end of each event to update attendance, sponsors, leads handed over and feedback in the record.

    Result: The next edition starts from an updated record.

How the result is measured

  • Enquiries logged in the CRM
  • Data completeness
  • Reports generated from CRM data

Recorded as a baseline before work starts, so every later report has an honest comparison.

Read the full CRM implementation and customisation page

Fields worth keeping

Keep fields that survive a change of team and a change of edition.

Record type
The person entering the contact picks delegate, approver, sponsor, speaker or partner. It lets you see that a former delegate is now a sponsor's contact.
Seat source
Set by whoever books the seat: bought, granted to a sponsor, given to a speaker or invited. It lets you count paid attendance apart from a full room.
Sponsor stage and package
The sponsor owner updates it from first call to signed and paid. It shows which vendors need a nudge before the venue payment falls due.
Edition attended
Filled at check-in on the day. A returning delegate can be thanked and invited early, while a lapsed one is asked a different question.
Opt-in and where they came from
Recorded at sign-up, with the date and what the person agreed to. It stops a merged list from sending messages to people who never asked for them.

Who it is for

This is written for these conference organisers.

  • Technology and startup conference organisers in Bengaluru, Hyderabad and Pune
  • Healthcare and pharma conference organisers who work with medical bodies
  • Finance, banking and insurance summit organisers
  • Education and edtech summit organisers
  • Retail, e-commerce and supply chain summit organisers
  • Association and chamber of commerce events run by a professional body
  • Awards and conclave organisers that pair a conference with a ceremony
  • Hybrid and online conference organisers that sell a live stream alongside the room

Not for

It is not the right fit if.

  • Your only data is one spreadsheet and no one has time to open it after each call, so a CRM would stay empty.
  • You run one small edition and know every delegate by name, so the extra record would add work and no clarity.
  • No one is named to own the record, so it would be updated by whoever remembers.

How it works

How the CRM work runs

The work itself, in order. How an engagement starts, from your brief to a written scope, is set out on our method page.

  1. 1

    Map the sales process

    We sit with the people who sell and write down how a deal moves from enquiry to payment, including where it stalls.

  2. 2

    Agree stages, fields and owners

    Each stage gets a name your team already uses and a proof that the deal has left it. We agree which fields are required at which stage, and who may change what.

  3. 3

    Build on a copy

    Pipeline, fields and views are built on a trial copy where the CRM offers one, or in a separate pipeline where the plan allows. Live work stays untouched.

  4. 4

    Connect channels, then switch on automations

    Channels are connected first. Each automation is then switched on separately, so a misfiring rule is easy to find.

  5. 5

    Test with real deals

    The people who will use the CRM run open deals through it. Gaps are fixed before the whole team switches over.

  6. 6

    Switch over and trim

    Once real use shows which fields stay empty and which stages nobody uses, those are cut and the handover record is updated.

Where this fits

Three pieces of sales work, in this order.

This work sits inside sales management. A target, a review routine and someone who owns the number.

  1. Step 1

    Sales audit

    Find where deals are being lost and what to fix first.

    Start here if you cannot say where orders are lost.

  2. Step 2

    Sales process design

    One written way to sell, from first enquiry to repeat order.

    Start here if every salesperson sells differently.

  3. Step 3 · you are here

    Sales management

    A target, a review routine and someone who owns the number.

    Start here if the team has targets and no routine.

Tell us what you need Your brief is read before we call. Scope, fee and term in writing.

FAQ

Questions owners ask before they call.

Not here? More answers, or ask on WhatsApp.

Tell us what you need
Which CRM should an organiser use?
Pick one your team will open daily and that can hold different record types. Several tools in common use in India suit this, and GullySales sets up the structure in whichever you choose.
Can we import last year's spreadsheets?
Yes, after cleaning duplicates and marking what each person agreed to. Names without a source or opt-in note should be set aside until you can confirm them.
Who should own the CRM?
One named person keeps the structure and rules, while sales and programme staff update their own records. A shared tool without an owner decays into another spreadsheet.
What should we do with the CRM after an edition ends?
Close the edition in it before the team disperses. Update attendance, sponsor outcomes, leads handed over and feedback while people remember. The next edition then starts from a clean record, not from a folder of old spreadsheets.
How much does it cost?
There is no price list, because the work differs by business. The fee is scoped after we have read your brief and spoken to you, and put in writing before anything starts, split into our time, your media spend and production.
How long is the contract?
The term is agreed in writing after we have spoken, along with the fee and the reporting. It is never a default twelve months, and renewal is decided on the numbers against the baseline recorded at the start.
How soon will we see results?
It depends on the trade, the channel and what is already in place. After we have read your brief and spoken to you, we say what we would expect to move first and how it will be measured against the baseline. Nothing here is guaranteed.
Who will actually do the work?
The person you speak to before anything starts. We work from one office in Nagarbhavi, Bengaluru, with no account managers in between.
What do you need from us?
Your brief, and a conversation. After that, access to whatever this work touches, such as your website, your accounts or your enquiry record, and time with the people who handle your enquiries.
What if we are not happy with the work?
Tell us and the plan changes. Everything is reported against the baseline, so a number that is not moving is visible to both sides. The term is in your written scope, and the refund and cancellation policy sets out the rest.

More for conference organisers

Everything else we would do for you.

Closest to this: leads and follow-up

Also for conference organisers

Or start from the overview: sales and marketing for conference organisers.

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