Open Forum

Hi all! We are back with our next edition of the Tip of the Week discussion!

Survey emails are an important part of your event cycle that enables you to capture feedback from your audience. But did you know – you can easily create and send Survey Emails with Cvent? Let's dive into some quick tips!

• Creating a Survey Email: While creating your Survey Email, you can ensure to design an email template, drop in data tags, and send it once. Everyone on your invitation list will receive a personalized copy like it was written just for them. Quick steps to create your survey email:

1. Access the Email Creation Wizard: Select your survey > From the left-hand navigation, click Send & Share, then Survey Emails > Click Create Email
2. Define the template settings: In the Creation Method section, ensure Create a new blank email is selected. Give it a name, then ensure Active is switched to Yes. Personalize the Subject and From Name. In the Send Settings section, determine when you want to send this email. You have two options:
   1. 1. 1. • Manually is the better choice for one-off correspondence with specific respondents. They are also an excellent way of previewing the survey process in its entirety. Manually sending is not an option if your survey is in Pending status or the Archive date has passed.
            • At the following date and time are generally used when you want a particular audience to all receive information at once. Enter a date. Use the dropdowns to specify a time and time zone and determine if it will be sent repeatedly.
            • If you have multiple invitation lists, check which ones will apply to this email in the Email Recipients section.
            • Lastly, click Finish and you're done!

• Scheduling Emails: To remain as efficient as possible, schedule your emails to go out at a time that works best for you. Scheduled emails will not be sent unless the survey is in Active status. Quick steps to schedule your survey email:

1. Access your emails: Select your survey > From the left-hand navigation, click Send & Share, then Survey Emails
   Change the send settings: Click the name of your email. The Preview tab opens by default. Click the neighboring tab, Settings, then Edit.
2. In the Send Settings section, switch "Schedule this email" to At the following date and time. Enter a date, time, and time zone. Scheduling your emails at least an hour in advance is recommended. Also, keep in mind that delivery can be impacted by how many messages you and other users are sending.
3. You can make the email recurring by selecting Automatically send reminders. Just choose how often it will be sent and when to stop.
4. Determine which invitation lists will receive the email, if necessary. If you have multiple invitation lists created, in the Email Recipients section, check which invitation list will be associated with this email when it's sent. Click Save.
   

• Here are some quick steps to manually send your survey email:

1. Access your survey emails: Select your survey > From the left-hand navigation, click Send & Share, then Survey Emails
2. Select the recipients: If necessary, click Advanced Search, enter your criteria, and click Search. Select who will receive this email by checking the box to the left of their name.
3. Send the email: Click Send Email. A confirmation screen will appear, listing the subject, the sender, and the number of recipients. Click Confirm.
   

Question for you:

• Have you created and sent survey emails using Cvent? What positive changes have you noticed after using this feature in your event lifecycle and/ or time management?
  

Looking forward to reading all your expert suggestions below! #CventTip​
#ManagingVirtualEvents
#ReportingandInsights

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Ridhima Krishan
Sr. Associate, Customer Marketing
Cvent
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Have you created and sent survey emails using Cvent?
Yes, They are very useful

What positive changes have you noticed after using this feature in your event lifecycle and/ or time management?
It been a great tool on getting  good insight to what people are interested in.

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Jonathan stanaj
Events Manager
United Federation of TeachersUnited States
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I have not created survey emails using Cvent. Looking forward to hear what positive changes survey emails has created for others.

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Elizabeth Rathje
Assoc Events Coordinator
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We have not created any survey emails. We do send out surveys, but normally we will just link to the survey in a follow-up email we're already planning to send.

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Rachel
NJ
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We have created survey emails and it is very useful. Having a central place with reporting is also very efficient. We tend to send exactly the same questions cross events to be able to compare results.

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Maria Pedrosa
EMEA Event Management Associate
W.L. Gore & AssociatesSpain
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The survey emails have helped reduce time tracking responses. The system allows us to send a reminder only to those that have not responded versus having to the send the "if you haven't already done so, please take a moment" email to everyone. And we can go back over time to see an overall effectiveness rate of all of our surveys. 

By setting the auto send for the beginning of a session, mentioning the survey during the session (you should have an email waiting for you), and auto sending the reminder the day after the session, we have been able to increase our response rates. Sometimes the increase is small, but for a recent hybrid event, this method resulted in a 95% response rate from our virtual attendees. Our number of virtual attendees was small (50ish) but all high value attendees.

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Jennifer Jones
Senior Specialist
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I'd love some strategies for increasing responses to surveys. Anyone have any tips to share?

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Krysten Bennett
Communications & Technology Director
Ohio Veterinary Medical Association
United States
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• Have you created and sent survey emails using Cvent? What positive changes have you noticed after using this feature in your event lifecycle and/ or time management?

Yes - we've started using survey emails to award CEUs and have found it to be a time saver.

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Danielle Calderone
Marketing Operations Manager
Netsmart System (Prev Defran Systems)United States
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We have typically just used a Word document, but this sounds like a great idea to use in Cvent!

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Karen Jensen
Senior Specialist, Meetings, Exhibitions, and Events
Sysmex AmericaUnited States
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I haven't sent surveys out through Cvent but have used event surveys in the past, definitely beneficial to capturing data and feedback from an event. Would be interested in using Cvent's tool for upcoming events.

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Bouran Qaddumi
Sr. Manager, Training
Church's Chicken
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We have used surveys, but we haven't used the send feature - so we will be implementing that for our next event! Typically, we have just mentioned where to find the surveys at the beginning of each session + add a reminder at the end, but we don't get GREAT response rates. I'm looking forward to adding in the scheduled email with follow ups to anyone who hasn't completed the survey.

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Kaitlin Feist
Marketing Programs & Events Specialist
Dakota Supply Group, USA
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We have used post event survey email for quite awhile. We even survey our faculty. If you send out a certificate for those who complete a survey and you have multiple surveys for different audiences, before to check "send when a survey is completed" and choose which survey.

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Mary Siverts
Senior Meeting Planner
Medtronic, Inc.United States
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1. Have you created and sent survey emails using Cvent?
   • We have used survey emails in the past, but are now trying to get those used for every event. 
2. What positive changes have you noticed after using this feature in your event lifecycle and/ or time management?
   • Having a better understanding of our events. Strong points as well has how we can improve. 

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James Rose | Senior Web Developer and Platform/Product Manager
Digital Infrastructure
Office of University Development | University of Michigan
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I have not used survey emails but I always wanted to in my last role. The hard thing was that we were told surveys could not be submitted anonymously.

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Katie Dreifus
Contractor
PwC Management Services LPUnited States
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Question for you:

• Have you created and sent survey emails using Cvent? What positive changes have you noticed after using this feature in your event lifecycle and/ or time management? I have! The pro is that it is another feature to keep event management on Cvent, instead of having to pay for or use another platform to send surveys. 

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Olivia Popofski
Marketing Coordinator
Sun Life Assurance Company of Canada and AffiliatesCanada
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• Have you created and sent survey emails using Cvent? What positive changes have you noticed after using this feature in your event lifecycle and/ or time management? 
  • We send a survey out for almost every event we do. I love the ability to set up a reminder email to go out to someone that hasn't completed it. We have gotten such good feedback and ideas for enhancements in our events. 

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Beth Vriesen
Events Reg Admin
Associated Bank Corporation
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Have you created and sent survey emails using Cvent? What positive changes have you noticed after using this feature in your event lifecycle and/ or time management?

Yes, using Cvent for surveying audiences is awesome. The ability to automate and keep them short and sweet is tremendous!

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Jacqueline C. Ward, CMP
Director, Conferences and Special Events, UNC-Chapel Hill
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We regularly use survey e-mails in conjunction with issuing continuing education credits. Response rates may vary, but we have found incentivizing with gift cards or other promotions can increase response rates.

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Jason Yakencheck
Past President
ISACA Greater Washington, D.C. ChapterUnited States
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