Record Naming Conventions Guide

1. DEAL RECORD NAME

Standard Deals

Use this format for all standard packages.

Format
[Year] [Company Name] - [Package Name]

Examples
2026 Hilton Hotel - Core Membership
2025 Universal Finance Commercial Lending Australia - Custom Membership

Event-Based Deals

Use when the event/show name differs from the company paying the invoice.

Format
[Year] [Event Name] x [Paying Company] - [Package Name]

Example
2026 Love Velo Wines x City of Onkaparinga - Essentials Package

2. TICKET RECORD NAME

All tickets should include the expiry date, with the year shortened to remove leading '20' e.g. '2026' becomes '26'.

Standard Ticket Format

Format
[Year] [Company Name] exp [dd/mm/yy] - [Package Type]

Examples
2025 Bibliotheca exp 01/07/26 - Core Membership
2026 Love Velo Wines x City of Onkaparinga exp 26/01/26 - Essentials Package

FRINGE Ticket Variant

Fringe tickets include package value instead of expiry dates.

Format
[Year] FRINGE [Show Name] x [Production Company] - $[Package Value]

Example
2026 FRINGE Lawrence Mooney: Full Moon Party x A-list Entertainment - $700

3. CAMPAIGN RECORD NAME

Campaign Name = Copy and paste the full Ticket Name.

Remove any special characters HubSpot does not allow in campaign record titles (such as brackets or asterisks).

Try not to shorten, edit or reword the ticket name when using it for the campaign. At the moment, exact identical naming is the only way we can line up campaigns with their tickets.

4. TASK RECORD NAMING RULES

BONUS and ROLLOVER Rules

If a deliverable is additional to what the client paid for, add BONUS at the beginning of the task name.

If benefits have been carried forward from a previous package, add ROLLOVER at the beginning.

Examples
BONUS Guide Mention: What's On This Week - 2026 Hilton Hotel exp 01/02/26 - Core Membership
ROLLOVER Feature Article #1 - 2025 St Rafael's School exp 12/12/25 - NFP Membership

5. ADVERTISING TASKS

All advertising tasks must include:
1: Asset type
2: Quantity (impressions, days or weeks)
3: Full Ticket Name

Website Advertising

MREC
Website MREC Advertising - [xx]K impressions - [Ticket Name]
Example: Website MREC Advertising - 90K impressions - 2026 Hilton Hotel exp 01/07/26 - Core Membership

Skyscraper
Website Skyscraper Advertising - [xx]K impressions - [Ticket Name]
Example: Website Skyscraper Advertising - 40K impressions - 2026 Hilton Hotel exp 01/07/26 - Core Membership

TruSkin Homepage Takeover
TruSkin Homepage Takeover - [x] day/s - [Ticket Name]
Example: TruSkin Homepage Takeover - 3 days - 2026 Wavemaker Global x Buy SA for SA Seafood exp 27/02/26 - Advertising Campaign

eNewsletter Advertising

Leaderboard Takeover
eNewsletter Leaderboard Takeover - [x] week/s - [Ticket Name]
Example: eNewsletter Leaderboard Takeover - 1 week - 2026 FRINGE LASSÚ: COSMIC CABARET exp 15/03/26 - Custom Campaign

Leaderboard BUYOUT
eNewsletter Leaderboard BUYOUT - [x] week/s - [Ticket Name]
Example: eNewsletter Leaderboard BUYOUT - 1 week - 2026 FRINGE LASSÚ: COSMIC CABARET exp 15/03/26 - Custom Campaign

Leaderboard Advertising
eNewsletter Leaderboard Advertising - [x] week/s - [Ticket Name]
Example: eNewsletter Leaderboard Advertising - 2 weeks - 2026 Love Velo Wines x City of Onkaparinga exp 26/01/26 - Essentials Package

6. MEMBERSHIP TASKS

Directory Listing
Add to Membership Directory - [Ticket Name]
Example: Add to Membership Directory - 2026 Hilton Hotel exp 01/07/26 - Core Membership

Calendar Login
Generate Calendar Login for Primary Contact - [Ticket Name]
Example: Generate Calendar Login for Primary Contact - 2026 Hilton Hotel exp 01/07/26 - Core Membership

7. FEATURE ARTICLE PACKAGE – STANDARD TASKS

Feature Article
Feature Article #[x] - [Ticket Name]
Example: Feature Article #1 - 2026 Hilton Hotel exp 01/07/26 - Core Membership

Facebook Shares
[1st/2nd/3rd] Facebook Share for Feature Article #[x] - [Ticket Name]
Example: 1st Facebook Share for Feature Article #1 - 2026 Hilton Hotel exp 01/07/26 - Core Membership

Instagram Share
Instagram Share for Feature Article #[x] - [Ticket Name]
Example: Instagram Share for Feature Article #1 - 2026 Hilton Hotel exp 01/07/26 - Core Membership

eNewsletter Share
EDM Feature for Feature Article #[x] - [Ticket Name]
Example: EDM Feature for Feature Article #1 - 2026 Hilton Hotel exp 01/07/26 - Core Membership

8. ENEWSLETTER TASKS

Weekend eNewsletter Inclusion
What's On This Weekend eNewsletter - [Ticket Name]
Example: What's On This Weekend eNewsletter - 2026 Love Velo Wines x City of Onkaparinga exp 26/01/26 - Essentials Package

1/3 Grid Spot
eNewsletter 1/3 Grid Spot - [x] week/s - [Ticket Name]
Example: eNewsletter 1/3 Grid Spot - 2 weeks - 2026 Hilton Hotel exp 01/07/26 - Core Membership

1/2 Grid Spot
eNewsletter 1/2 Grid Spot - [x] week/s - [Ticket Name]
Example: eNewsletter 1/2 Grid Spot - 1 week - 2026 Hilton Hotel exp 01/07/26 - Core Membership

SOLUS EDM (Single on the one client ticket)
SOLUS EDM - [Ticket Name]
Example: SOLUS EDM - 2026 Hilton Hotel exp 01/07/26 - Core Membership

SOLUS EDM (Multiple on the one client ticket)
SOLUS EDM #[x] - [Ticket Name]
Example: SOLUS EDM #2 - 2026 Hilton Hotel exp 01/07/26 - Core Membership

9. GUIDE MENTION TASKS

Weekly Guide Mention
Guide Mention: What's On This Week - [Ticket Name]
Example: Guide Mention: What's On This Week - 2026 Love Velo Wines x City of Onkaparinga exp 26/01/26 - Essentials Package

Add to Category
Add to What's On This Week Category - [Ticket Name]
Example: Add to What's On This Week Category - 2026 Love Velo Wines x City of Onkaparinga exp 26/01/26 - Essentials Package

Monthly Guide Mention
Guide Mention: What's On This [Month] - [Ticket Name]
Example: Guide Mention: What's On This March - 2026 Hilton Hotel exp 01/07/26 - Core Membership

Specific Guide Mention
Guide Mention: [Guide Name] - [Ticket Name]
Example: Guide Mention: Valentines Day Guide - 2026 Hilton Hotel exp 01/07/26 - Core Membership

Reminder: If the guide inclusion was not paid for, add BONUS at the beginning, e.g.:
BONUS Guide Mention: [Guide Name] - [Ticket Name]
Example: BONUS Guide Mention: Valentines Day Guide - 2026 Hilton Hotel exp 01/07/26 - Core Membership

10. EVENT CALENDAR TASKS

Listing Task - Made Manually
Calendar Listing: [Event title as used on WordPress] - [Ticket Name]
Example: Calendar Listing: Love Velo Wines @ Onkaparinga - 2026 Love Velo Wines x City of Onkaparinga exp 26/01/26 - Essentials Package

Listing Task - Made via Workflow
Calendar Listing: [Ticket Name]
Example: Calendar Listing: 2026 Love Velo Wines x City of Onkaparinga exp 26/01/26 - Essentials Package