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Event Chamber Booking Links

This process explains how to set up event booking links when multiple chambers are involved. It outlines when to use round-robin scheduling versus dedicated booking links, how to minimize the number of links attendees see, and how to ensure capacity, pricing, and VIP control are handled correctly without creating unnecessary inboxes or complexity.

Table of Contents

Current Situation

How booking works today

  • Each chamber requires its own meeting link
  • Each meeting link is tied to a separate calendar
  • To support multiple calendars, the team has created multiple shared inboxes:
    • events@immortal
    • hello@immortal
    • marketing@immortal
    • (and others as needed)
  • These inboxes exist primarily to host calendars, not because they represent real teams

What happens operationally

  • Event staff:
    • Log into HubSpot
    • Switch owners/calendars
    • Manually select the “right” link for each chamber
  • Attendees:
    • See multiple booking links
    • Often don’t understand the difference between chambers
  • For large events:
    • More chambers = more links = more inboxes

Where it breaks down

  • Scaling problem
    • Upcoming events (e.g., Biohacking) require 6 chambers
    • Current model implies 6 links + potentially 2 new inboxes
  • UX friction
    • “Chamber 1 vs Chamber 2” means nothing to attendees
  • Operational risk
    • High cognitive load onsite
    • Easy to send the wrong link
  • System debt
    • Inbox sprawl
    • No standard rules for when a new link or inbox is needed
  • Hidden inefficiency
    • Calendars are doing capacity work
    • Inboxes are being misused as a workaround

Events Booking & Chamber Scheduling SOP

Purpose

This SOP defines how Immortal plans, builds, and manages event booking links when multiple chambers are involved. It ensures:

  • A clean attendee experience
  • Scalable operations for large events
  • Minimal inbox and link sprawl
  • Consistent reporting and automation

This SOP applies to all events using HubSpot meeting links, including paid, free, VIP, and multi‑chamber events.

Core Principle

Solve capacity with calendars and logic not inboxes.

Inbox creation is a last resort. Calendars define capacity. Booking strategy defines scale.

Step 1: Classify the Event

Before opening HubSpot, answer the following:

  • Total number of chambers?
  • Are any chambers interchangeable?
  • Are any chambers VIP‑controlled?
  • Are sessions paid, free, or mixed?
  • Do chambers have different hours?

If these answers are unclear, stop and clarify. HubSpot configuration comes after this step.

Step 2: Choose the Correct Booking Strategy

Option A: Round‑Robin Booking Link

Use when:

  • Chambers have identical pricing
  • Chambers have the same availability
  • No manual/VIP control is required
  • Chambers are operationally interchangeable

Result:

  • One public booking link
  • Multiple calendars behind the scenes
  • HubSpot auto‑assigns capacity

Do NOT use if:

  • Any chamber needs manual blocking
  • Pricing differs
  • Hours differ materially

Option B: Dedicated Chamber Booking Link

Use when:

  • Chamber has unique hours
  • VIP holds are required
  • Slots are unblocked manually onsite
  • Chamber is physically separate or staffed differently

Result:

  • One link per chamber
  • Maximum control
  • No automated balancing

Option C: Separate Links for Paid vs Free

Use when:

  • Pricing differs
  • Confirmation emails differ
  • Reporting must clearly separate revenue vs non‑revenue

Result:

  • At least two links (Paid / Free)
  • Each may still use round‑robin internally

Option D: Hybrid Model (Default for Large Events)

Use when:

  • 4+ chambers
  • Mixed pricing
  • Mixed schedules
  • VIP presence

Typical structure:

  • Standard paid chambers → 1 round‑robin link
  • VIP chambers → 1 link per chamber
  • Free chambers → 1 free link

Step 3: Calendar Rules (Non‑Negotiable)

  • One calendar = one physical chamber
  • Calendars reflect real availability only
  • VIP calendars default to blocked if needed
  • Calendars are reused before creating new inboxes
  • Inbox creation requires justification

Step 4: Meeting Link Build Standards

Naming Convention

Format:

Event Name | Location | Chamber Type | Paid/Free | Time Zone

Example:

Biohacking | Miami | VIP Chamber | Paid | PT

Required Settings

  • Owner set to shared inbox (not a person)
  • Correct time zone selected
  • Clear description for attendee context
  • Product attached if paid

Round‑Robin Specific

  • Rotation created intentionally
  • Only eligible calendars selected
  • Test multiple bookings to confirm distribution

Step 5: Attendee Experience Rules

  • Attendees never choose between "Chamber 1 / Chamber 2"
  • Choices are based on experience, not logistics

Approved labels:

  • Book a Standard Session
  • Book a VIP Session
  • Book a Free Session
  • No more than 3 booking options visible at once

Step 6: Automation & Lists

For every booking link:

  • Trigger workflow on meeting submission
  • Add contact to:
    • Event Attendee list
    • Event‑specific list
  • Apply marketing subscription only if consented
  • Respect suppression lists

Step 7: Testing Checklist

Before launch:

  • Book the same time slot repeatedly
  • Test first and last available slots
  • Test paid and free paths
  • Confirm blocked calendars prevent booking
  • Confirm confirmation + reminder emails

No event goes live untested.

Step 8: Documentation & Handoff

  • Event links logged in central tracker
  • Deviations documented
  • SOP updated if pattern changes
  • Events team trained on decision logic, not just clicks

Golden Rules

  1. If humans need flexibility → isolate the link
  2. If the system can handle it → round‑robin it
  3. Never scale inboxes to solve capacity
  4. Consistency beats cleverness

Ownership

  • SOP Owner: Events Operations
  • Review cadence: Quarterly or after flagship events

Summary

This SOP ensures Immortal can scale events from 1 chamber to 6+ chambers without increasing chaos, while protecting attendee experience, reporting integrity, and onsite flexibility.

Quick Decision Tree

  1. Are these chambers interchangeable?
    • Yes → Round-robin
    • No → Dedicated link
  2. Is pricing different?
    • Yes → Separate links
    • No → Continue
  3. Does it require VIP or onsite control?
    • Yes → Dedicated link
    • No → Round-robin
  4. Is this a large / flagship event?
    • Yes → Hybrid model
    • No → Simplest valid option