Your Booking Data Is Your Most Valuable AV Asset
If your venue uses TripleSeat (or a similar event management platform), you already have all the information needed to automate your entire AV operation: event names, dates, contact details, room assignments, and booking status. The question is whether that data is being used — or sitting idle while your AV provider works from spreadsheets and memory.
How TripleSeat Integration Works
Modern AV management platforms can connect directly to your TripleSeat data through a simple CSV export process. Here's what happens:
Step 1: Import Your Events
Export your DEFINITE and PROSPECT bookings from TripleSeat as a CSV file. The AV platform imports event details including event name, organization, contact information, event dates, and room assignments. This can be done on a regular schedule — weekly, daily, or whenever your pipeline changes.
Step 2: Automatic Staging
Each imported event is automatically staged in the AV platform's dashboard. Events are organized by date, status, and priority. Your team can see at a glance which events are upcoming, which have been contacted, and which have placed orders.
Step 3: Automated Outreach
Here's where the magic happens. The platform automatically sends personalized outreach emails to event contacts at the optimal time — typically 27-29 days before the event. Each email includes:
- A personalized greeting referencing their specific event
- A direct link to a branded AV equipment ordering portal
- A direct link to a branded internet/WiFi ordering portal
- Event-specific details (dates, venue)
No manual effort required. No events forgotten. Every single booking gets contacted.
Step 4: Self-Service Ordering
When event contacts click through from the outreach email, they land on a branded portal pre-configured for their event. They can browse equipment, select WiFi packages, see real-time pricing, and complete checkout through Stripe — all without creating an account or calling anyone.
What Your Dashboard Shows You
The facility coordinator dashboard gives your events team complete visibility:
- Priority pipeline — Color-coded view of all upcoming events sorted by date and status
- Outreach tracking — See exactly when each event was contacted and whether they've responded or ordered
- One-click promote — Move a booking from prospect to active project with a single click
- Assignee management — Assign team members to events with round-robin distribution
- Order status — Real-time visibility into what's been ordered, paid, and scheduled for each event
The 27-Day Sweet Spot
Why 27-29 days before an event? It's the window where event planners are actively finalizing production details but haven't yet locked in all their vendors. Reach out too early and they haven't started planning; reach out too late and they've already made arrangements (or decided to skip AV entirely).
Automated timing means every event gets contacted at the optimal moment — something that's virtually impossible to achieve with manual outreach.
Beyond TripleSeat
While TripleSeat CSV import is the most common integration, the same workflow supports any booking system that can export event data. If you can produce a CSV with event names, dates, and contact information, the automation works the same way.
Getting Started
Connecting your booking data to an automated AV outreach system is straightforward. There's no complex API integration or IT involvement required — just a CSV export from your existing system.
Learn how HPS connects TripleSeat to automated AV management for your venue →