Open Forum

Looking for best practices on getting people registered who we will provide a comp entry to our virtual conference on Virtual Attendee Hub. We are going to give comp entries to speakers, staff, and exhibitors. With our general attendee registrations, we are charging a small service fee on top of the event registration fee. To avoid the service fee since discount codes can't take away service fees, my understanding is that I would need to set up a new admission item for this group of people. I don't want to advertise or have publicly listed a "staff, speaker, partner comp entry" admission item. I just need to get these people registered for the event for free and not have the rest of the attendees asking about it. Thanks for any advice here.
#Bidding on Group Business
#EventApp
#Classic-Creating/ManagingEvents
#Cvent CONNECT
#Miscellaneous
#ManagingOn-site
#ManagingRoomBlocks
#ManagingVirtualEvents
#ReportingandInsights
#Sourcing a Venue
#ExecutingStrategicMeetingsManagement
#PromotingYourEvent

------------------------------
Cody Crowther
Asst. Manager, Events
USA Triathlon
------------------------------

@Cody Crowther, does this NEED to be a fee of type "service fee?"

Can you use a different fee type that is added to all registrations (i.e. set up a dummy "included" session with a fee that is applied to ALL registrants) which could be discounted?

There has to be a few ways to skin this cat/solve this problem!

------------------------------
Brenda Ainsburg
Channel Program Manager
brenda.ainsburg@siemens.com
Siemens Aktiengesellschaft
United States
------------------------------

Hi Cody, 
You could create a separate registration type, path, and associated admission item that do not appear on the main registration path. 
In Flex, you can use a special invitation list or use custom logic to assign registration types: this way, only your chosen speaker/staff/exhibitors will be able to get that admission item with no service fee.

------------------------------
Béline FALZON
Conference Program Specialist II
California Teachers Association
------------------------------

Hi Cody
We provide comp registration to  speakers. We do this by setting up a speaker discount code.  We provide code to the speaker upon confirmation of session. Maybe this will work for you as well.

------------------------------
Sherry Mountford
Sr Director Tradeshow Events
Asembia
------------------------------

Forgot to say we do this for staff as well.  Only I set up discount code based on email domain.  We have about 70 staff that attend our annual meeting. When they register, the system automatically recognizes their email domain behind the scenes. When they come to the final payment page, the registration fee converts to 0.00.  This has worked well for our staff comp registrations. Just another idea to consider.

------------------------------
Sherry Mountford
Sr Director Tradeshow Events
Asembia
------------------------------

You could set up a separate invitee list where it will automatically assign the registration type. You can then make it where that path cannot change their registration type. Once they complete their registration, you can omit the fee for that path. The other option is that the fee should be based on more than just every registrant. You could also import the special registrations and you could control the registration type, path, fees, etc.

------------------------------
Lindsay Buchanan
Manager
Travelink
------------------------------

Thanks all for the suggestions!

I was able to accomplish this by creating new admission items for speakers, staff, and partners. It has a cost, but the cost is waived with a comp code. Since the 'fees widget' doesn't seem to be able to hide admission items, I just added some text boxes to our flex website with pricing info for our public registration offerings. Service fee is not enabled for this new admission item either.

------------------------------
Cody Crowther
Asst. Manager, Events
USA Triathlon
------------------------------

Original Message:
Sent: 10-08-2020 17:05
From: Lindsay Buchanan
Subject: Best Practices for Comp Entries for Staff and Speakers

You could set up a separate invitee list where it will automatically assign the registration type. You can then make it where that path cannot change their registration type. Once they complete their registration, you can omit the fee for that path. The other option is that the fee should be based on more than just every registrant. You could also import the special registrations and you could control the registration type, path, fees, etc.

------------------------------
Lindsay Buchanan
Manager
Travelink
------------------------------

I use custom contact questions and then a discount code based on the answer of the question to give an automatic discount.

Question
Staff   yes
Board yes
Sponsor yes

------------------------------
Steven Schlossman
Jack of all trades. Master of none.
BMW Car Club of America
------------------------------

Original Message:
Sent: 10-08-2020 17:48
From: Cody Crowther
Subject: Best Practices for Comp Entries for Staff and Speakers

Thanks all for the suggestions!

I was able to accomplish this by creating new admission items for speakers, staff, and partners. It has a cost, but the cost is waived with a comp code. Since the 'fees widget' doesn't seem to be able to hide admission items, I just added some text boxes to our flex website with pricing info for our public registration offerings. Service fee is not enabled for this new admission item either.

------------------------------
Cody Crowther
Asst. Manager, Events
USA Triathlon
------------------------------


Original Message:
Sent: 10-08-2020 17:05
From: Lindsay Buchanan
Subject: Best Practices for Comp Entries for Staff and Speakers

You could set up a separate invitee list where it will automatically assign the registration type. You can then make it where that path cannot change their registration type. Once they complete their registration, you can omit the fee for that path. The other option is that the fee should be based on more than just every registrant. You could also import the special registrations and you could control the registration type, path, fees, etc.

------------------------------
Lindsay Buchanan
Manager
Travelink