Open Forum

Helllo!

Next week my team are running an internal leadership conference in the UK and on day 2 we are running a team building session whereby all attendees need to be assigned a specific table. Has anybody used Cvent to assign specific table numbers to attendees in a easy way for them to view on the app - or have any ideas on tips/workaround. I would really appreciate your advice. Thank you very much in advanced!

#EventApp

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Megan Pears
Events Manager
Advanced Business Software and Solutions LtdUnited Kingdom
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Hi Megan,

So currently, the only way we have found to do this where it is actually attached to the specific attendee is to import it as the answer to an internal question, then have that as a filter on the attendee profiles. This way it shows up in their profile under their picture. However, it also becomes a way to filter attendees, which is a positive or negative, depending on your perspective!

The other way we've done it is to create a document with all of the table assignments by name, upload it into the event documents, then link that URL to a card on the home page or on a custom page. 

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Tori Martinez
Event Technology Specialist
Creative Group Inc.
United States
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We used the seating assignments in Cvent, then pdf'd a seating plan list, alpha sorted.  We had 3 different seating plans, so 3 ddifferent pdfs.  We  added each to documents in Event Management, then copied the URLs generated, and created an external link "card" in the app for each list.  We then scheduled each card to show up on the home page of the app a few hours before the session so attendees could click it and see their seating assignment.    

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Heather Payne
Director, Conference & Event Marketing
RBC Dominion Securities, Inc.Canada
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I've done it a couple of ways.  I've added a custom field and had that field show on their name badge.  I've also gone the super simple method and attached a PDF with table assignments to the session in the app.  You can also list them out in the session description of the app (depending on the number of people).

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Julie-Michelle Davis, CMP
Meetings Manager
Amex GBT - USA
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Hey Megan,

I recently tried a new way to show table assignments in the app that got amazing feedback at my last event. It's a bit manual and has some cons but it utilizes assigning a sessions as a table and the location to assign the table.

I created duplicates of the same optional session based on the number of tables at this session and then used the location to assign a table (e.g. Location: Table 1). Then I would assign the attendees to the session associated with that table number. Bonus was then uploading the floorplan and pinpointing the location (table) on the floorplan which made it very easy for attendees to find exactly where they're sitting.

The Cons:

• This is a bit more manual than the other options as you have to create multiples of the same session and take the time to assign them
• If you have any session engagement tools (Polls/Q&A), this won't work as the polls/Q&A will be all different for each session
• Notifications for this session will have to be created for each session or using audience segmentation 

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Tyler Cake
Senior Digital Event Specialist
Sun Life Assurance Company of Canada and AffiliatesCanada
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