Klayvio Email Technical Expert for Automations

# Klaviyo Email Automation Setup — Event Production Company (NYC Nightlife) ## About the Company Eric Michael Events (EME) is a New York City-based event production company with 20+ years in the nightlife and live event space. Our portfolio includes weekly recurring events, large-scale themed experiences, yacht parties, outdoor festivals, and celebrity day parties. We operate multiple active event properties simultaneously and market to an email list of 21,000+ contacts recently migrated from Mailchimp to Klaviyo. We are not a retail brand. Our Klaviyo setup needs to be built around **ticket purchases, RSVPs, event attendance cycles, and time-sensitive urgency** — not product purchases or e-commerce flows. Experience with event-based or hospitality brands is a strong plus. --- ## What We Need We need an experienced Klaviyo specialist to build out our full email automation infrastructure from scratch. This is a **setup and build project**, not ongoing management. We have the strategy, the email copy, and the creative direction already developed. We need someone to execute the technical build inside Klaviyo accurately and cleanly. --- ## Scope of Work ### 1. Account & Domain Configuration - Verify and configure sending domain (subdomain setup for deliverability isolation) - Confirm SPF, DKIM, and DMARC records are properly authenticated - Connect and verify sending domain inside Klaviyo settings - Audit current Eventbrite integration — re-authenticate if needed to ensure full data sync (ticket type, event name, order value) - Review suppression list and confirm hard bounces and spam complaints from prior Mailchimp history are properly suppressed ### 2. List & Segment Architecture Build the following foundational segments: **Engagement segments (for deliverability management)** - Engaged 90 days (opened or clicked within 90 days) - Engaged 180 days - Unengaged 180+ days (suppression/win-back candidates) **Profile segments** - New subscribers (joined list, no ticket purchase on record) - Birthday month upcoming (30-day window) - General list (catch-all for contacts outside active segments) ### 3. Priority Flow Builds These are the two brand-level automations that apply to every contact regardless of which event they attend. They are the foundation of the EME email system and must be built before any event-specific flows. --- #### FLOW 1 — New Subscriber Welcome Flow **Triggered by:** Any new contact added to the list — via Eventbrite integration, website signup form, QR code capture at events, or manual import **Purpose:** Introduce the brand, establish the founder's voice, and convert a new contact into an EME loyalist before they've attended their first event. This flow runs permanently in the background and applies to every new contact from any source. **Email sequence:** - **Email 1 — Immediately on trigger** Subject: *Welcome to the list. Here's what that means.* Content: Who is Eric Michael Events. Who is Easy. What this list is and what they can expect to receive. Sets the tone — confident, not salesy. Brief current event portfolio at the close. HTML template provided. - **Email 2 — 48 hours after trigger** Subject: *20+ years in the making. Here's the story.* Content: Founder brand story. Easy Money Entertainment origin — the early NYC nightlife era, building rooms when nobody believed hip-hop and premium nightlife belonged in the same sentence. The evolution into Eric Michael Events. The rebrand as a declaration of brand ownership. Closes with founder photo and caption. HTML template provided. - **Email 3 — Day 4 after trigger** Subject: *The rooms we've built. The standard we keep.* Content: EME event portfolio and social proof. Current active events with ticket links. Dynamic content block — links update as events change. Ends with Instagram follow CTA. HTML template provided. - **Email 4 — Day 7 after trigger** Subject: *The crowd is the experience. Come see for yourself.* Content: Social proof through event energy — crowd quality, atmosphere, the standard EME holds across every property. Closes with the nearest upcoming event as the primary CTA. - **Email 5 — Day 10 after trigger** Subject: *Quick question. Help us make this personal.* Content: A short preference survey — framed as a way for EME to send contacts only what's relevant to them. Warm, conversational tone. "We produce a lot of different experiences. Tell us what you're into and we'll stop guessing." The survey captures the following and writes each response back to the contact's Klaviyo profile as custom properties: **Survey fields:** - What type of events do you enjoy most? *(multi-select: Brunch & Day Parties / Club Nights / Lounge Events / Yacht & Boat Parties / Outdoor Festivals / Celebrity Events)* - What's your preferred night out? *(single select: Friday / Saturday / Sunday / Weekdays)* - What music moves you? *(multi-select: Hip-Hop / R&B / Reggae & Dancehall / Afrobeats / House & Electronic / Latin / Old School Classics)* - How far in advance do you typically plan? *(single select: Day of / 1–3 days / 1 week / 2+ weeks)* - Celebrating anything coming up? *(single select: Birthday / Anniversary / Girls' Trip / Bachelor or Bachelorette / Just for fun)* This data becomes the foundation for precision segmentation — allowing EME to target contacts by event type preference, music taste, and purchase timing behavior rather than sending the same message to the full list. Candidate should advise on the cleanest method to build the survey and write multi-select responses back to named Klaviyo profile properties (e.g. `event_preference`, `music_preference`, `planning_window`). **Technical requirements:** - Trigger must fire on first-time profile creation only — must not re-trigger for existing contacts - Flow must include a filter: if contact has already purchased a ticket (any event), skip Email 1 and enter at Email 2 — they already know the event, give them the brand story - Email 3 must use dynamic content blocks for event links so the flow does not require manual updates when events change - Survey responses in Email 5 must write back to named custom properties on the contact profile so they are immediately usable for segmentation --- #### FLOW 2 — Birthday Flow **Triggered by:** Birthday property on contact profile — fires 30 days before the contact's birthday date **Purpose:** Make the contact feel seen, create a personal moment with the brand, and drive them toward booking an EME experience for their birthday. Birthday emails consistently generate the highest open and conversion rates of any automated flow. This is a high-value retention and revenue tool. **Email sequence:** - **Email 1 — 30 days before birthday** Subject: *Your birthday is coming. We have something for you.* Content: Warm, personal tone — not a generic coupon email. Acknowledge the milestone. Present the EME birthday experience — whichever package is most relevant based on active events (Sunday Service birthday brunch offer: birthday guest eats free with 8+ paid guests; yacht birthday table; day party section). Dynamic content block rotates offer based on nearest active event. Direct contact to Easy for booking. - **Email 2 — 14 days before birthday (only if Email 1 not acted upon)** Subject: *Two weeks out. Still time to do it right.* Content: Follow-up with softer urgency. Restate the offer. Emphasize the group experience — "bring your people, we'll handle the rest." Booking contact prominent. - **Email 3 — Birthday week (7 days before birthday)** Subject: *It's your week. Make it count.* Content: Final push. Short, celebratory, direct. Primary CTA: text Easy to book. Secondary CTA: ticket link to nearest active event. **Technical requirements:** - Trigger requires birthday date property to be populated on the contact profile — candidate must advise on best method to collect and store birthday data from new subscribers going forward (signup form field, preference center, or post-purchase survey) - Flow must use date-based conditional trigger (30 days before birthday date) — not birthday month approximation - Email 2 must include a conditional split: if Email 1 was opened and link clicked → skip Email 2, proceed to Email 3 only - Flow must suppress contacts who have already booked a birthday experience (custom property or tag to be defined) --- ### 4. Deliverability Setup - Confirm warm-up plan is in place before any large-scale sends to the 21,000-contact list - Advise on send volume ramp schedule before first campaign goes out - Set up Google Postmaster Tools domain connection if not already active - Run domain blacklist audit and flag any issues found --- ## What We Will Provide - Full email copy for all flows listed above (written and approved) - HTML email templates for all emails (built and ready to upload) - Brand guidelines and creative direction - Eventbrite account access for integration verification - Klaviyo account access - Strategy documentation outlining segment logic, flow triggers, and conditional split logic --- ## What We Are NOT Looking For - Someone who will also write the copy (copy is done) - Ongoing monthly retainer (this is a build project — ongoing work may follow but is not the scope here) - Someone who needs to learn Klaviyo on the job — we need a proven Klaviyo specialist --- ## Ideal Candidate - **Klaviyo certified or demonstrably expert-level** — please show examples of flows you have built - Experience with **event-based, hospitality, or entertainment brands** strongly preferred - Comfortable working from a detailed strategy brief and executing it precisely - Able to build conditional splits, dynamic content blocks, date-based triggers, and profile property conditions accurately - Strong communicator — this build has specific logic and we need someone who asks the right questions before building, not after - Available to complete the full build within **1–2 weeks** of project start --- ## Budget Open to proposals. Please submit your rate with an estimated number of hours for the full scope. We will evaluate based on demonstrated Klaviyo experience and fit with the project — not lowest bid. --- ## How to Apply In your proposal, please include: 1. **2–3 examples of Klaviyo flows you have built** — screenshots or a Loom walkthrough preferred. This is required. Applications without examples will not be considered. 2. **Your experience with event, hospitality, or entertainment brands** — if applicable 3. **Your estimated hours and rate for this scope** --- *Eric Michael Events — NYC's Premier Event Production Company* *20+ years of New York nightlife. Curated by Easy.*