PolyAI is hiring a field marketer to make events "a pipeline-generating engine". But on October 21 the Gartner IT Symposium page said "This event has ended" on the day of PolyAI's own 3:15 PM session, and the NVIDIA GTC Berlin page said the same on day two of three, right beside "Schedule a meeting" and "Spots are filling up fast". The pages appear to switch to "ended" after the first day, so every multi-day show loses its booking page for most of the show, when attendees check where to find the booth.
First action
Change the "ended" check to use the event's end date.
How to measure it
Meetings booked via event pages
- Now
- –
- Target
- +40% per show
- By
- 90 days
Steps
Fix the date check
Use the end date (and the venue time zone).
Web Developer 2 hours
Design the live state
Booth, today's sessions, slot booker.
Field Marketing Manager 2 days
Add the after state
Recap, recording, follow-up offer.
Field Marketing Manager 2 days
Book in the page
Calendar slots instead of an email address.
Marketing Operations Manager 2 days
Track the source
Event and page state on each meeting in HubSpot and Salesforce.
Marketing Operations Manager 2 days
Audit all pages
Every event in the list.
Web Developer 1 day
Report
Meetings and pipeline by event and state.
Field Marketing Manager monthly
Why it works
Base the event status on the end date, and add three states: before (agenda, meeting booker, invite to a session), live ("At booth #1013 today: book a 15-minute slot", today's session times) and after (recap, recording, slides, a follow-up offer for people who missed the team). Check every page in the events list after the change.
Most booth meetings at multi-day shows are booked during the show. A correct live state protects that pipeline, and the after state turns each event page into follow-up content instead of a dead end.
Ready to use
ChecklistEvent page states
[ ] Before: agenda, sessions, meeting booker, invite form [ ] Live: "At booth #___ today", today's sessions, 15-minute slot booker [ ] After: recap, recording, slides, follow-up offer [ ] Status based on end date in the venue time zone [ ] Event source saved on every meeting [ ] Upcoming events block never empty (show the next quarter)
Risks and how to handle them
Time zones
Store the venue time zone with each event.
Stale live states
Switch automatically at the end time.
Evidence
- Your websiteEvent pages on October 21, 2026: the Gartner IT Symposium/Xpo 2026 page (19-22 October, booth #1013, a PolyAI Solution Provider Session on "Wednesday, October 21, 3:15-3:45 PM EDT") and the NVIDIA GTC Berlin 2026 page (20-22 October, booth #7045, "Spots are filling up fast") both showed "This event has ended" next to "Schedule a meeting" while the shows were still running.Source
- HiringField Marketing Manager (6-month contract, US, posted September 1, 2026): "Events at PolyAI are not just about creative ideas and logistics, they are a pipeline-generating engine"; owns events "end to end globally", ABM events, "2027 marketing planning", "Evaluate sponsorship levels for ROI", "Ensure proper tracking of leads and opportunities originating from events", and "pre and post event campaigns, treating each event as the centerpiece of a full program".Source
- Your websiteEvents listing (45 entries): newest first, past and future mixed; on October 21 the "Upcoming events" block on event pages listed only Gartner and GTC Berlin, both ending that week. The Consero Spring 2025 page is dated "10-12 Mar 2024". Meeting requests go to an events@ mailbox or a HubSpot form.Source