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Tip of the Week #5: Registrant Information and Session Emails

  • 1.  Tip of the Week #5: Registrant Information and Session Emails

    Cvent Staff
    Posted 05-06-2020 11:17
    Edited by Danielle Czark 05-13-2020 16:20
    Hello Cvent Community!

    For this week's edition of Tip of the Week, we wanted to focus on ways you can utilize existing features within your Cvent event to enhance the attendee's experience! There has been a huge shift to virtual events in the past weeks, however a lot of planners are still looking for the best way to send out webinar details or specific session details, while keeping it secure for your attendees and concise in your reporting.

    • Whether you are using Sessions or Admission Items for your virtual event, you can utilize the Registrant Information field within the Additional Information section of the Advanced Settings tab.
      • This field allows you to enter in details/text, whether that be directions to access the webinar or even the link itself for the specific breakout session. It can be entered as generic text and can also render the hyperlink when you include the necessary HTTPS front.
      • You can then include the Registrant Information or Current Registration data tag in your emails, and this will format to include everything from the Admission Item, to Sessions, to Guests and Registration Questions.
      • The great value of this field is that it will only populate for those registered, so you are not sending out the details to non-registrants, whether that be for security purposes or to keep directions clear for your many invitees.

    • The next feature we suggest looking at are Session Emails. Using Session Emails allows you to reach out to the correct audience without putting in loads of manual effort, which we know is key for our planners.
      • You can choose from audience types such as "When someone registers for a session," or "At a date and time relative to the associated sessions."
      • As you can see from some of the audience types, you can create just one or a couple emails, and then associate multiple sessions if they all have similar content.
      • Within Session Emails, there are particular data tags that will populate based on the session's information. A few great ones to use would be:
        • Session Name
        • Session Start Time
        • Session Registrant Information
        • Session Calendar Link
      • You can get creative with how you make use of these emails! Whether they are just sent once as a confirmation once an invitee registers, or you use them for reminder emails leading up to your virtual event, or even post-event to send out a session feedback survey, they are sure to provide value and the essential information for your invitees.
    Have you used either of these features before, whether for a virtual event or a different capacity entirely? If so, be sure to reply here to share your best practices and any additional tips you may have. If you have other ideas to assist in the process of moving your event virtual, add them here, too!

    As always, let us know if you have any questions. #CventTip  

    #EventApp-Building/managing

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    Dan Tobin
    Client Success Advisor
    Cvent
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  • 2.  RE: Tip of the Week #5: Registrant Information and Session Emails

    Posted 05-08-2020 09:28
    We haven't had the opportunity to use these features yet but I suspect there will be a shift in the future that will stick with us due to COVID and attendees peaked interest in virtual environments.  Thanks for the tips!

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    Deedee Southerlin
    Senior Program Development Specialist
    Georgia Southern University Division of Continuing Education
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  • 3.  RE: Tip of the Week #5: Registrant Information and Session Emails

    Posted 05-08-2020 11:30
    On the first bullet point I've got a quick question. If you pull the registrant webinar logistics in using the Registrant Information field, can that be pulled into a calendar meeting invite? I recently received a calendar meeting invite that had the location listed as a zoom link, but when you clicked on it, Google tried to open the zoom link within google maps (thinking it was a physical location), and I'd like to NOT make that mistake! ;)

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    julia brocato
    Marketing Campaigns Specialist
    Invoca
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  • 4.  RE: Tip of the Week #5: Registrant Information and Session Emails

    Cvent Staff
    Posted 05-08-2020 14:19
    Hi Julia,

    Great question! In Classic events you are able to include the Session Registrant Information in the Add to Calendar function. You can do this by navigating to Website & Registration > Registration Settings > Confirmation tab > Display session "Add to Calendar" link: Yes > Display registrant information.

    If you are utilizing Flex, this functionality is not yet released. However, you could instead consider using the Session Description, which will populate in the Session Add to Calendar and is another great field to include the necessary details.

    Best,

    Danni

    ------------------------------
    Danni Czark
    Lead Client Success Advisor
    Cvent
    ------------------------------



  • 5.  RE: Tip of the Week #5: Registrant Information and Session Emails

    Posted 05-08-2020 11:52
    I love using the data tags in emails to populate the attendees's information. It cuts down on so many mistakes that would be caused by human error. 

    Keep the security tips coming! Thanks!

    ------------------------------
    Megan Ridgway
    Sr. Specialist, Event Operations
    S&P Global Market Intelligence(PreviouslySNL Financial LC)
    ------------------------------



  • 6.  RE: Tip of the Week #5: Registrant Information and Session Emails

    Posted 05-08-2020 13:46
    Hello, 

    We were hopeful that we'd be able to use the Webex integration, however we ran into a snag because our Webex company license is accessed via SSO. 
    So now we are planning on using the Registrant Information field to send the webex links to the attendees! We are running tests right now and crossing our fingers for it to work...

    Best,

    ------------------------------
    Béline Falzon
    Event Planner
    California Teachers Association
    ------------------------------



  • 7.  RE: Tip of the Week #5: Registrant Information and Session Emails

    Posted 05-13-2020 12:41
    Edited by Loretta Peterson 05-13-2020 16:20
    Hi @Beline Falzon

    How did your testing go?

    ------------------------------
    Loretta Peterson
    Event Associate
    CDW
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  • 8.  RE: Tip of the Week #5: Registrant Information and Session Emails

    Posted 05-13-2020 15:12
    It works, but it isn't ideal!
    Since you can't format the Registrant Information, some people see the link as just text, it's not clickable (depends on what mail client they use). So people would have to manually copy paste the session link in their browser. 
    At this point, it's better to straight up build session emails manually, and do the formating in the email the way we want. Adds a lot of labor time though! We'd really prefer it if the integration with Webex just worked the way it's supposed to...

    ------------------------------
    Béline Falzon
    Event Planner
    California Teachers Association
    ------------------------------



  • 9.  RE: Tip of the Week #5: Registrant Information and Session Emails

    Posted 05-14-2020 08:25
    @Beline Falzon

    Thank you for sharing this information!  I tried the Registrant Information as well.  I also tried making access information in the Session Description the same color as the background in the registration site (white) with the hopes that it would show up in the themed font color for the Add to Calendar.  That didn't work.  Will post back here if we find a workaround.
    ​​

    ------------------------------
    Loretta Peterson
    Event Associate
    CDW
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  • 10.  RE: Tip of the Week #5: Registrant Information and Session Emails

    Posted 05-11-2020 12:31
    We're working on the session emails now as we're trying to set up a multi-day webinar and want people to be able to pick and choose but use data tags to insert the links for thosespecific webinars as well so they attend the right one.

    ------------------------------
    Rachel Sigley-Cantalupo
    Branding
    Tata America International Corporation
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  • 11.  RE: Tip of the Week #5: Registrant Information and Session Emails

    Posted 05-11-2020 15:34
    We haven't used any of these yet, but the tips are great!  I have a question about the session emails.  Can the session emails be sent out right before the session begins and can their be a link to take you to the online session?  Essentially can that be used as the attendees "ticket in".  Thanks!

    ------------------------------
    Kayla Sisco
    Convention Coordinator
    Impact XM
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  • 12.  RE: Tip of the Week #5: Registrant Information and Session Emails

    Posted 05-11-2020 15:55
    Edited by Loretta Peterson 05-13-2020 16:20
    Hi Kayla,

    Yes, you can create a session reminder email that includes a custom button linked to your online session URL.  You are able to schedule the date and time the email is sent.

    ------------------------------
    Loretta Peterson
    Event Associate
    CDW
    ------------------------------



  • 13.  RE: Tip of the Week #5: Registrant Information and Session Emails

    Posted 05-12-2020 13:00
    We had to switch quickly to a virtual conference in April.  We didn't use individual session, but did one recurring webinar for all of our sessions to make it easier on our attendees.  We included the Zoom registration link in the confirmation email from Cvent.  We also had a navigation icon in our Crowd Compass app with the Zoom information.

    ------------------------------
    Missy Dunne Hurley
    Events and Projects Manager
    Native American Finance Officers Association
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  • 14.  RE: Tip of the Week #5: Registrant Information and Session Emails

    Posted 05-12-2020 13:38
    Greta tips! Thanks for sharing.

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    Margeaux Nice
    Corporate Communications
    PNC Bank, N.A.
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  • 15.  RE: Tip of the Week #5: Registrant Information and Session Emails

    Posted 05-15-2020 11:13
    This tip is making me think a bit about how we might better utilize Sessions in our virtual events that have typically been in-person round tables or education events. We just broke down our first all-day in-person education event into 4 separate session as a virtual event, and I think we can even better optimize these features!

    ------------------------------
    Lori Wildman
    Senior Marketing Manager
    DuCharme McMilllen & Associates
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  • 16.  RE: Tip of the Week #5: Registrant Information and Session Emails

    Posted 06-29-2020 16:49
    Hi Dan & Cvent

    I do really love flex and Cvent but there is a huge downfall. Cvent is not child friendly. I have a virtual event in which a parent registers their children for multiple virtual sessions. I need to send out log in instructions per session registered. Since kids do not have an email address Cvent wont let me send session emails to the primary registrant without that. Any solutions here? I already went in and changed recipient settings and that still did not allow the primary to get guest session emails I guess since the children did not have email address. This is a huge event for me that we are running for the next 8 weeks and we build a site for weekly and each week has over 100 sessions so if there is a solution it can really help.

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    KRISTIE CARDENAS
    Manager Meeting and Travel Services
    Mastercard
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  • 17.  RE: Tip of the Week #5: Registrant Information and Session Emails

    Cvent Staff
    Posted 07-01-2020 09:57
    Hi Kristie,

    Unfortunately there are limited options when no email address is provided by the Guest (child in this case). I might suggest going into the Guest Registration widget and toggling on the setting that says Assign the invitee's agenda to their guests. This way the main registrant will have the same sessions/agenda as the Guest (child) and you can share the information with them to relay to the child.

    Since you do have a capacities on your sessions you may have to double them as both the Main Registrant and Guest (child) will take up a spot. Let me know your thoughts on this!

    ------------------------------
    Dan Tobin
    Client Success Advisor
    Cvent
    ------------------------------



  • 18.  RE: Tip of the Week #5: Registrant Information and Session Emails

    Posted 07-01-2020 11:24
    The required email for guests for me is also a problem. It's not so bad when the guest is registered for the same session as the invitee. Then I can ask the invitee to forward the email along to the guest. That is not always the case. For guests without an email address I need to manually email the invitee to contact the guest.

    An option for the invitee to receive a guest session email would be very helpful.

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