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  • 1.  Create and manage meeting request forms seamlessly!

    Cvent Staff
    Posted 27 days ago
    Edited by Megha Jetley 27 days ago

    Happy mid-week all! Let's begin with another edition of the Tip of the Week post where we will discuss all about the 'Meeting Request Forms' forms! 

    As planners, you would relate to the need for a centralized tool that captures and manages -  

    • Who is requesting an event?
    • What departments are involved? 
    • Event start and end dates, event size, estimated budget, location, proposed agenda, audio-visual and technology requirements, and so much more?

     

    Keeping all these needs and more in mind, using a Meeting Request Form in Cvent helps you to create a completely customized form for your organization to collect all necessary fields and questions from requesters. This allows planners to capture, track, and report on all meeting and event-related request information in one system and centralized location. 

    Here are some quick tips to use this tool: 


    Create a new meeting request form: 


    • Access the Form Setup page > Adjust the form settings > Add email alerts, if necessary > Manage status visibility > Establish the security settings > Customize your form
    • It's also possible to add multiple languages to your form. However, remember that while adding translations for field labels the translations for system text will not be imported. Instead, you'll need to update the text in Meetings Management > Language Management.
    • Default text, error messages, and navigation are already translated for your meeting request forms. However, you can customize system text in any language. This also means customizing system text will change the text for all meeting request forms.

     

    Play around with your form's look and feel with the 'Meeting Request Form Designer:


    • The meeting request Form Designer allows you to customize your portal using a responsive site.
    • While adding the header, avoid using background images with static text directly on them. Instead, select a design-only image and use widgets to add your text on top.
    • You can also customize the website's theme but the available themes' colors and fonts can be customized, but they currently align with WCAG for 508 compliances.
    • You can further add widgets, questions, and set section/ page visibility as per the requirements of your meeting request form by referring to this KB article!

     

    Organize your list of meeting requests:


    • Did you know - every single meeting request submitted through your forms is listed in your account by default?
    • If you're tired of looking through each request, customize it to what you want to see in simple steps - 
    • Access your meeting requests > Add a view > Choose what info displays > Limit the meeting requests that are listed > Make your favorite view the default

     

    Question for you: 

    • Have you used Cvent's Meeting Request Form feature? If yes, what benefits have you observed during your events? 

    #Classic-Creating/ManagingEvents
    #ManagingVirtualEvents

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    Megha Jetley
    Assistant Manager
    Cvent Marketing Department
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  • 2.  RE: Create and manage meeting request forms seamlessly!

    User Group Member
    Posted 26 days ago
    We unfortunately do not have this feature so we haven't given it a try.

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    Rachel
    NJ
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  • 3.  RE: Create and manage meeting request forms seamlessly!

    User Group Member
    Posted 26 days ago
    Hello Megha,

    Have you used Cvent's Meeting Request Form feature? If yes, what benefits have you observed during your events? My current company does use meeting request forms across the board and I love it! It gives us all the meeting request details and we can add in notes and embedded links for those working on the program.

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    Katie Dreifus
    Registration Manager
    PwC Management Services LPUnited States
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  • 4.  RE: Create and manage meeting request forms seamlessly!

    User Group Member
    Posted 26 days ago
    I'm interested in the new pagination offering. Can you please share instructions on how to separate an existing MRF sections to separate pages? Thanks!

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    Hallie Loeb, HMCC
    Event Operations
    CDW United States
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  • 5.  RE: Create and manage meeting request forms seamlessly!

    Community MVP
    Posted 22 days ago
    • Have you used Cvent's Meeting Request Form feature? If yes, what benefits have you observed during your events? 
      • Yes! Our team is actually in the process of updating our existing form and creating two separate forms, so that we have 3 forms for three different types of event requests. We find that it is very helpful as it:
        • Forces the requestor to have thought out some of the details (including WHY they want to have the event)
        • Pre-populates the content into a draft event, making it easier for our event planner to get started on building the event


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    Lori Wildman
    Marketing Director
    DuCharme, McMillen & Associates, Inc.Malaysia
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  • 6.  RE: Create and manage meeting request forms seamlessly!

    Community MVP
    Posted 22 days ago
    Hi Megha,

    Have you used Cvent's Meeting Request Form feature? 

    We do use Cvent's Meeting Request Form (MRF) feature. 

    • Benefits
      • Some data collected in the Meeting Request Form (Standard and Custom Event Fields) migrate to the event and associated data tags. 
        • Increased data integrity, because you are eliminating manual data transfer
        • Use of data tags: When you use a Standard field like Event Start Date in the MRF and its associated data tag, you only have to update the one field for the date to carry across the event site and emails
      • Automation based on your rules
        • Role, Status and Visibility triggers
      • Automated notifications
        • Consistent messaging
        • You don't have to type out a bunch of emails for every single event

    How we use MRFs

    • Like @Lori Wildman we use 3 different MRFs for different event programs. These programs have different data needs and we are able to customize the MRF to those needs.
    • Our Event Build Requests are tied to the MRF. The request form includes event details needed to build out the event. We used to have a standalone form in which ECs would have to transfer data from Cvent into the standalone form (Event Code, Event Title, EC name and so on). By using the MRF, the data is already in Cvent and it removes duplication of data transfer.
    • We tie Strategic Meeting Management (SMM) to our MRFs which automate our processes including automated role assignments, status triggers and automated notifications. 
    • Examples:
        • When an event is created via API from our marketing platform
          • Event Coordinator is auto-assigned
          • Status is triggered to "Requested"
          • When an event reaches its Event End Date and Time and at 45 and 60 days afterwards, a notification is triggered with a reminder and instructions to reconcile the budget, complete attendee management and to close out the event.
      • It helps tie several teams together that are working on a single event via automation.  
        • When an event build request is submitted for an event with hotel and flight request
          • Automated notifications are sent to:
            • 3rd party Travel Team
            • CDW Operations Specialist who supports events with travel
            • 3rd party Event Build service provider
            • Submittal confirmation is sent to the Event Coordinator
    Those are a few examples of how we apply Cvent's Meeting Request Form to our processes. It saves us time and increases data integrity.


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    Loretta Peterson
    Event Operations Specialist
    CDWUnited States
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  • 7.  RE: Create and manage meeting request forms seamlessly!

    Posted 19 days ago
    Haven't had the chance to use this feature yet.

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    Jonathan stanaj
    em
    United Federation of TeachersUnited States
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