Cvent Client Services Training

What is an Optional Item

- Currently only available in Classic Events - Activated in Event Config. - Four Categories (Quantity, Donation, Membership, or Group Items) - Quantity: T-shirt, raffle, ticket or tote bag - Donation: Contribution to a charity, association or cause - Membership: 1-year, 5-year, or lifetime membership - Group Items: Golf foursome or 10-person team building activity - Appear on the item selection page

What occurs in Pending (Test Mode)?

- Weblinks are not active - All items can be added, edited or removed - Test registration from start to finish in preview mode - Payments cannot be processed

What is an event's life cycle?

1. Pending (Test Mode) 2. Active 3. Closed 4. Completed 5. Archived

What is the difference between and included session and an included optional session?

An included session is included in ALL admission items. An included optional session is only included with certain admission items that are established by the planner

Included vs Optional Sessions

Included Sessions: - Automatically included on every invitees registration - Fees CANNOT be charged - Capacity = overall event capacity Optional Session: - Invitees select the session to add it to their registration - Fees can be charged - Capacity can be limited - For invitees to select an optional session, the session widget needs to be added to the reg. process

Define Session Groups

- Activated in Event Config - Registrants can only pick ONE session within the group - Used to prevent scheduling conflicts (i.e. session available at the same time) - Limits an invitees selection - Shortens reg. process - Optional Sessions must be created before creating a Session Group - A session can only appear in one Session Group - Can be displayed as Radio Button or Drop Down

What occurs in Archived Mode?

- Event Website is closed - Event is no longer accessible to registrants - Registration can only be modified on the back-end - Planners can issue refunds and register invitees on the back-end

What occurs in Completed Mode?

- Event has finished (End date and time has passed) - Event Site remains open - Reg. is closed but registrants can still access info. - Reg. can be modified - Planners can issue refunds and register invitees on the back-end

What happens when an event is canceled?

- Irreversible action - Invitees/Registrants are not automatically notified - Refunds are issued within 24-48 hours to those who paid online and in full with credit card.

What is Admission Item Availability (SESSION AVAILABILITY)?

- Planners can limit what optional sessions or optional items are visible/AVAILABLE to registrants based on the admission item they select - Useful for multiple day events (i.e. Why show sessions for Sat. if they're only attending on Friday) - Event Details > Admission Items > [Select Admission Item] > Advanced Settings > Rules for Optional Sessions - For example, if a registrant chooses the Monday Only admission item, you can use session availability to make it so that only those sessions that occur on Monday appear during the item selection process. (Why show Saturday sessions if an registrant is only attending on Friday?)

What is a Track?

- Present a bundle of OPTIONAL sessions with a single fee - Activated in Event Config. - Only avail. in classic events - An invitee that selects a track will be registered for ALL sessions included in that track

How and Why Would you Create an Advanced Rule?

- Requires your invitees to select a minimum number of sessions, limit the number of quantity items they can purchase, or make them select an earlier check-out date and flight by adding an advanced rule. - Website & Reg > Advanced Rules > Create a Rule - Only hotel request and optional sessions rules are available in Flex

What occurs in Closed Mode?

- The registration deadline has passed, planner has manually closed the event, or capacity has been met - The Event Website remains open - Registration is closed but registrants can still access their info. - Registrations can be modified - Planner can issue refunds and register invitees on the back-end

Invitation List

- Utilize invitation list if you don't want registrants assigning their own registration type - "Digital usher" making sure the right people go down the right path - Invitees can only be added to one invitation per event - 'Registration Type' widget must be deleted from site designer - Each registration type will need their own invitation list

What occurs in Active Mode?

- Website is live - Weblinks are active - Registrations count (Cvent charges for registrations) - Emails are live - Payments are processed

What is Included Optional Sessions (SESSION ASSOCIATION)?

- You can determine which sessions are INCLUDED with an admission item by using session association - For example, Registrants who are selecting the Full Weekend Pass should automatically have the Saturday Dinner Gala session included on their agenda as a perk of coming to full event. It is optional and costs extra for those selecting the Saturday Pass. - Event Details > Admission item > Select Admission Item > Advanced Settings > Session Association

How-To Add Registration Types to an Event

1. Event Details > Registration Type 2. (Associate Contact Type to your Event) Click Edit > Add From Contact Type 3. (Determine Who Can See What) Click a Reg. Type > Edit > Check boxes next to what you want registrant to have access to (you MUST associate at least one admission item to each reg. type) 4. (Determine Reg. Type Selection Settings) Select the Reg. Type Widget > Decide if you want to limit which Registration Types can access with Reg. Path IF YOU ARE USING THE ADDRESS BOOK, INVITATION LIST OR CUSTOM PROCESS DON'T ADD REGISTRATION TYPE WIDGET TO SITE DESIGNER!

Steps to creating an invitation list

1. Make sure Registration Types have been established for the event 2. Promotion & Communication > Invitation List > Create Invitation List > Advanced Settings > Switch "Assign a registration type to list members who register" to Yes > Click the ellipsis (...) that appears below, and select the registration type. 3. Add Invitees to the invitation list

Creating an Invitation List Event Email

1. Promotion & Communication > Event Emails > Select Invitation List from the drop down at the top > Click Create Email > (Make sure a data tag that links them to the event website is inserted; "Register Link")

Why are Contact Groups helpful?

Contact Groups allow you to: - Manage people in bulk - Streamline communication Contacts can be in more than one group (i.e. Clients, VIP, and Volunteers)

What is an Admission Item

Registrants virtual ticket to the event - Every event must have at least one Admission Item - Invitees can only select ONE - By default every events comes with an 'Event Registration' item. You only need to turn on Admission Items in Event Config if you have more than one Admin. Item

Contact Type vs. Registration Type

Registration Type (event level): How you determine what different groups see during registration, what they can select and how much those items cost. Registration Types start out as Contact Types Contact Types (pre-assigned reg. types, account level): Categories you create at the account level in the Address Book. You can use them to pre-assigned reg. types for an event. (ex: creating a contact type for VIPs) *Someone can have more than one registration type (but only one per event) but can only have one contact type * If you do not want to update your invitees' contact types in the Address Book with the registration type they select in your event, you can assign them a registration type through an invitation list, or disable the setting entirely.

What is the difference between an invitee and a contact?

An invitee is captured at the event level and this information is either added to an existing contact or creates a new contact. The email address in the UNIQUE IDENTIFIER.

What Fees CAN and CANNOT be applied to:

CAN: - Admission Items - Optional Session - Quantity Items - Tracks CANNOT: - Included Sessions - Session Groups - Donation Items