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Creating a Calendar of Upcoming Events using Meeting Requests

  • 1.  Creating a Calendar of Upcoming Events using Meeting Requests

    Posted 08-03-2020 15:02
    Our organization is hosting almost exclusively virtual meetings now. We are receiving lots of requests for our events team to plan and execute these digital events and would like a better way to keep track of them. Is it possible to create a meeting request form for our internal organization to request meeting for our events' team to plan? And if so, will these then save to a calendar we can monitor?
    #ManagingVirtualEvents

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    CC Neal
    User Contact
    ISU Insurance Agency Network
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  • 2.  RE: Creating a Calendar of Upcoming Events using Meeting Requests

    Posted 08-10-2020 10:30
    Hi there, yes this is the best way to track all of these requests. You can set it up with custom fields that later can be reported on - such as department, region etc. You can also set up a workflow of who gets notified of the request when it's submitted. 

    The calendar feature in cvent is great, you can show all or curated pieces of the request. Once built it can be published internally or within Cvent for your users. Cvent currently reconfigured the Meeting Request form, and now allows to flow more like a registration form with logic and subquestions.

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    Beth Vriesen
    Director, Support Services
    ALTOUR
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  • 3.  RE: Creating a Calendar of Upcoming Events using Meeting Requests

    Posted 08-10-2020 10:47
    Yes, 
    Our events manager actually created one in Inquisium that will auto-populate the appropriate Cvent events fields, thereby minimizing her work to create the Cvent event. If you do not have Inquisium, consider using a free survey tool such as SurveyMonkey, or if your organization uses Microsoft Office 365, you could use Office 365 Forms.

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    Lori Wildman
    Senior Marketing Manager
    DuCharme, McMillen & Associates, Inc.
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  • 4.  RE: Creating a Calendar of Upcoming Events using Meeting Requests

    Posted 08-17-2020 08:44

    We do have a Smartsheet event request form and stipulations that events must meet all required fields of that form and must be submitted within a specific time frame to be created, tested, and made live. Unless it's related to a critical or withdrawing account, we do not make exceptions.

    My organization uses two methods for tracking events once they are created:

    1). We have at least one team member (usually the "planner") register for the event with a specific event code (usually related to their territory) that gives them a 100% discount. Yes, they are counted in the total number, but that is easily shown as a minor skew in final totals. This gives them a way to use the "Add to Calendar" function after they have registered for a shared or shared-view Outlook calendar. Then, they are able to send that invitation to an email address that anyone on our team can monitor which is connected to an account named after our team (for example, XYZ Calendar would be connected to xzy@domainname.net). That person or someone else from the team can accept the calendar invite and everyone on the team has access to see the calendar.

    2). We enter information onto a Smartsheet tracker that is kept on our internal SharePoint page, especially if there are notes about the calendar event or if there are tasks that other people need to handle. If there are tasks for other team members associated with a calendar event, that row can be shared directly to them from Smartsheet.



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    Amanda Adams
    Professional Learning Coordinator
    Cognia, Inc.
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