The base drives the app
Sessions, speakers, rooms and times pushed to the app and website when they change, and speaker confirmations pulled back.
Airtable integrations
Airtable integrations for the base that is really your program hub.
The program lives in Airtable: sessions, speakers, rooms and sponsors, all linked. Your registration system does not know Airtable exists and your app has its own speaker list. We connect the base to the app, the registration system and the floor plan, two ways, within Airtable’s limits, so the coordinator stops exporting and reshaping.
Sound familiar?
Linked perfectly in Airtable. Copied by hand into the app.
The program lives in Airtable, everything linked. The registration system does not know Airtable exists and the app has its own speaker list. Before every update the coordinator exports from Airtable, reshapes the columns and uploads to the app, then repeats it when a speaker cancels.
- Airtable is the truth for the program, but the app has its own copy.
- The automated link adds new registrations and never removes the cancelled ones.
- You hit the record limit halfway through the year and had to split the base.
- It stopped syncing a week after you set it up and nobody knew until a speaker complained.
We live in your world
We know how Airtable behaves under load.
A base has a record ceiling that depends on the plan, the API accepts only so many requests a second per base, and webhooks switch off after a week unless something keeps them alive. We batch writes so a burst of check-ins does not fail, keep the webhooks refreshed, and design the base so a year of events fits. If your hub is Notion or monday.com, the same approach applies.
Where Airtable’s own sync stops
Airtable Sync brings data in from a few sources, one way, on the higher plans, and Zapier or Make can add a record when someone registers. Neither carries cancellations or changes, and nothing flows back from the base to the registration system or the app. We build the two-way version with the rules your program needs.
We speak Airtable
Bases, tables and recordsFields and viewsLinked records and rollupsInterfaces and formsAutomationsAirtable SyncPersonal access tokensWebhooks
Event Data Pro is an independent company. Airtable and other product names belong to their owners.
How we do it
Common Airtable integrations
All registrations in the base, with cancellations
Every registrant from your registration system, matched to the right speaker or sponsor record, kept current.
Sponsor deliverables to the app and floor plan
Booth and listing data from the base to the app and the floor plan vendor.
Run of show that the signage follows
The timeline view by room feeding room screens and the AV team’s list.
Numbers rolled up across events
Reporting across events in a warehouse or reporting tool, without hitting the base’s record ceiling.
What done looks like
A speaker cancellation in Airtable is gone from the app within minutes, the registrations in the base include everyone who cancelled, and the webhook has not gone quiet once.
How every project starts
We start with a free consultation - about two hours of discovery kicking off with a 30-minute call. We map out where your data lives, the business rules your event follows, and what your IT team will need to see. You keep that document whether you hire us or not.
If you do hire us, a first integration is typically $3,500 to $7,500, and reusing it for your next event costs 40 to 90 percent less. No subscription. No annual contract.
Money back guarantee. If you’re not satisfied with the integration, we’ll refund you.