ApproveThis manages your Event Penguin Integration approvals.

Two Platforms, One Powerful Connection

Event planners face a constant challenge: maintaining momentum while keeping stakeholders aligned. Event Penguin excels at managing registrations, orders, and attendee data, but approval bottlenecks often create friction. That's where ApproveThis transforms the game. By connecting these platforms through Zapier, teams automate decision-making without leaving their event management ecosystem.

Consider this: 74% of event professionals report wasting 3+ hours weekly chasing approvals via email (Bizzabo, 2023). The ApproveThis-Event Penguin integration eliminates this drain through structured workflows that keep events moving while maintaining oversight. Marketing directors gain visibility into vendor contracts, operations teams accelerate venue bookings, and sales leads ensure sponsor commitments align with budgets – all without manual follow-ups.

Why This Integration Works

Event Penguin handles the what of event logistics – attendee lists, ticket sales, session schedules. ApproveThis manages the who and when of decisions. Together, they create closed-loop automation:

1. Data enters Event Penguin (new attendee, order, or custom field update)
2. Zapier triggers an approval workflow in ApproveThis
3. Decision-makers review contextually rich requests
4. Approval status syncs back to update Event Penguin records

This handshake matters because it respects existing tools while adding governance. For example, a university's continuing education department can auto-flag corporate group registrations exceeding 50 attendees for facility review. Approvers receive all necessary details – dietary preferences, accessibility needs, payment terms – without logging into Event Penguin.

Real-World Use Cases That Deliver ROI

1. High-Stakes Attendee Management

Corporate events often require vetting attendees for compliance reasons. A pharmaceutical company using Event Penguin for medical conferences could:

• Auto-create approval requests when HCPs (Healthcare Professionals) register
• Route to compliance officers with calculated fields showing aggregate spend
• Sync approval status to tag cleared attendees in Event Penguin

ApproveThis' calculated fields automatically check if the $2,500 annual HCP interaction limit is nearing, while approval thresholds auto-approve registrations under $500. This reduces manual reviews by 60%+ for teams we've surveyed.

2. Order Validation at Scale

Event Penguin's order management meets ApproveThis' conditional logic for error-proof execution. A national fitness franchise planning regional tournaments could:

• Trigger approvals for merchandise orders exceeding 200 units
• Include real-time inventory levels from connected ERPs via ApproveThis' Zapier integration
• Auto-deny orders if warehouse stock is insufficient

With approval groups, the marketing director and operations lead receive parallel requests. Either can approve, but both get visibility – perfect for matrixed organizations.

3. Sponsor & Vendor Governance

Nonprofit galas and trade shows depend on sponsor agreements. By connecting Event Penguin's custom fields with ApproveThis:

→ Development teams submit sponsor packages
→ Legal reviews indemnification clauses
→ Approved contracts auto-populate Event Penguin's sponsor portal

If a sponsor requests last-minute logo changes, email-based approvals let external partners approve revisions without platform access. Legal stays looped in via CC without creating approval bottlenecks.

Implementation Made Simple

Connecting ApproveThis and Event Penguin takes under 15 minutes through Zapier:

1. Create your Zap: Choose Event Penguin as the trigger app
2. Select trigger event: "New Attendee" or "New Order"
3. Set up ApproveThis action: Map Event Penguin fields to your approval template
4. Activate: Test with a live registration/order

Pro Tip: Use ApproveThis' conditional logic to only route requests needing human review. For instance, auto-approve orders under $1K but escalate larger ones. This balances speed with control.

Team-Specific Benefits

Marketing/Events Teams

Reduce "status update" meetings by 40% with real-time dashboards showing which speakers have signed contracts, which VIP attendees are confirmed, and what sponsor deliverables need review. ApproveThis' vacation delegation prevents delays when team members are OOO.

Finance & Legal

Maintain compliance without micromanaging. Set approval thresholds to auto-flag contracts with payment terms over 90 days or F&B budgets exceeding per-person caps. All decisions audit trail automatically.

External Partners

Sponsors, vendors, and client approvers can review requests via email without needing Event Penguin logins. ApproveThis acts as a secure bridge, keeping your main platform access controlled.

Beyond Basic Automation – Advanced Scenarios

While the templates above solve common issues, combined platforms enable sophisticated workflows:

Dynamic Pricing Approvals

An event agency offering custom packages could:

1. Create an Event Penguin form with configurable options
2. Use ApproveThis' calculated fields to total costs in real-time
3. Route proposals to clients if under $10K, else to CFO
4. Auto-update Event Penguin with approved budgets

Risk Mitigation

For international conferences, automatically route attendee registrations from high-risk countries to legal teams. Approval requests include export control checks and visa status notes – all pulled from connected systems via Zapier.

Why This Beats Manual Processes

Traditional event approval methods crumble under scale:

Email chains: Lose context, lack version control
Spreadsheets: No real-time updates, prone to errors
Standalone tools: Create silos, increase training needs

ApproveThis + Event Penguin keeps everything centralized but appropriately segmented. Marketing doesn't see legal's comments on contracts, but directors get holistic visibility through customizable dashboards.

Getting Started

Ready to transform how your team manages events?

1. Register for ApproveThis (free trial available)
2. Connect your Event Penguin account via Zapier
3. Clone our pre-built templates or design custom workflows

For complex needs like multi-event approval chains or global compliance requirements, schedule a demo to see advanced features in action.

Final Thoughts

In event management, speed and accuracy aren't opposites – they're requirements. By pairing Event Penguin's operational strengths with ApproveThis' governance capabilities, teams remove friction without adding complexity. Whether you're managing a 50-person workshop or a 10,000-attendee conference, this integration ensures the right people make timely decisions with full context.

The best part? You don't need to overhaul existing processes. Start with one workflow – attendee vetting or contract reviews – then expand as you see results. Within weeks, you'll wonder how you ever managed events without it.