Hey @Beline
We are so grateful that you shared your event success story through #ShareandTell
It was incredible to see the results of your hard work and creativity.
Your experience is a great inspiration to our community. Thank you for your participation and for being such an engaged member.
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Megha Jetley [Designation]
Manager, Customer Marketing
Cvent Marketing Department
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Original Message:
Sent: 12-06-2024 12:08
From: Beline Falzon
Subject: Using Diagramming/Social Tables to check Attendees In #ShareandTell
Job Title: Event Manager in Higher Ed
Event Description: annual summit with free seating during the day, assigned seating at dinner
Event Dates: first weekend of March
Phase of Event Planning: post-event for 2024, planning for 2025
Type of Event: in-person + livestreamed
What Worked for You:
- using the attendance checkmark to check people in when they first arrive
- pre-assigning seating to people who RSVPd for the dinner and confirming they are still coming when they first check-in
- shuffle dinner seating mid-day to take into account last-minute signups or cancellations
- use the color-coding column to mark people who've been handed out their seat assignment, signifiying they can't be shuffled anymore
What to Avoid
- having more than one person suffling seating at the same time, as it only created confusion as someone started making a plan to move couples or groups only to realise the table they wanted to move them to had already been completed with other people by another planner
- allowing students to sit freely once everybody else had an assigned seat. Some tables had donors and we should have limited which tables were for "free seating" by the students. Also, some VIPs came only for the dinner + arrived late, and their spot should have been saved (at the risk of staying empty) rather than allowed to be taken by a student.
Hope that gives people some insights on using Event Diagramming for a whole event rather than just the portion with assigned seating!
#EventDiagramming
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Béline Falzon, CMP
Event Manager
Stanford University
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