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Can you have guests that don't have to do all the Cvent stuff

  • 1.  Can you have guests that don't have to do all the Cvent stuff

    Posted 8 days ago
    I have a VIP speakers that each want to see the others' presentations.  They are all crazy busy folks that aren't really interested in "attending the conference."  How can I give them access to just a few sessions without bogging them down with all the other conference content, emails, posts, messaging, etc?
    #Miscellaneous

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    Stephanie Garst
    Executive Director
    US Play Coalition
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  • 2.  RE: Can you have guests that don't have to do all the Cvent stuff

    Community MVP
    Posted 4 days ago
    Hi Stephanie, 

    Do they want to attend each other's session live? If yes to live, I would: 
    - build all my sessions as optional
    - assign to the VIPs an admission item with restricted session access
    - make the two sessions they want to see included sessions for that registration item

    Alternatively, you could have them registered, and then manually assign them the one session they want to see, and tell them to use the "My agenda" tab in the Hub, rather than browse the whole agenda. For the email overload, I would simply opt them out of the emails altogether.

    Finally, one last possibility: don't have them register or use the Hub at all, send them the zoom or webex session link directly. 

    Some options for you!

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    Béline FALZON
    Conference Program Specialist II
    California Teachers Association
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  • 3.  RE: Can you have guests that don't have to do all the Cvent stuff

    Posted 3 days ago
    Thanks for all your suggestions, Beline. Clearly you are a Cvent pro!  

    Question about your suggestion to " send them the zoom or webex session link directly."  Do you mean basically allow them to be in the speaker zoom with camera off?  That's the only way I understand that bc I don't know of another link I could send that wouldn't require logging in as an attendee.

    I am still brand new to this, so trying to figure out how to enable/disable emails.  I think I just disabled all emails bc I was so worried that I hadn't edited them all to look like our event branding!  So many details to juggle.  Had not realized I would have to setup three sites - the website/registration, the speaker resource center and the attendee hub site/app.  Wish the design in the website would translate across the three automatically!!  (off topic now...!)

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    Stephanie Garst
    Executive Director
    US Play Coalition
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  • 4.  RE: Can you have guests that don't have to do all the Cvent stuff

    Community MVP
    Posted 3 days ago
    Hi Stephanie, 

    Are you using the integrated  licenses? We use our own Webex license ourselves, and so we have to create the sessions in Webex, then copy paste the link that it generates in the Virtual Session tab on each session's page. I'm not sure what happens if you are using the integrated video system, but you might be able to find that direct link in the same tab - the attendee link which will be behind the "Join Session" button on the Attendee Hub when the session happens. 

    For the branding, I understand your pain, you do have to tweak the design in various spot to get it to all match. What's been helpful for us is to make a cheat sheet of the colors we are using, and also save the theme once we're happy with it so we can apply it more easily across emails and the other spots. The graphic elements, I'm afraid, have to be resized and uploaded in various formats throughout. We've been using Canva Pro to this effect, as it's easy to have the one design and decline it in various sizes without being a graphic designer.

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    Béline FALZON
    Conference Program Specialist II
    California Teachers Association
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  • 5.  RE: Can you have guests that don't have to do all the Cvent stuff

    Community MVP
    Posted 3 days ago
    I love Beline Falzon's recommendation of just sending them the direct zoom attendee links as calendar files.

    In the past I have:
    1. registered the VIP's manually
    2. marked VIPs with an internal VIP field
    3. given them their own Invitation list
    4. sent them JUST the info they need (manually send minimal emails to that list)
    5. put their Admin as their CC address

    They should have a link to your Agenda page on the registration website to figure out what sessions they'd like to participate in.

    In my case, often the Exec Admins are AMAZING at managing the Execs' emails and guiding them with what they need to know, when they need it.
    ​​

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    Brenda Ainsburg
    Channel Program Manager
    brenda.ainsburg@siemens.com
    Siemens Aktiengesellschaft
    United States
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  • 6.  RE: Can you have guests that don't have to do all the Cvent stuff

    Posted 3 days ago
    Can you add them as a registration type and then disable all of the other emails going to them and craft emails specifically that just go after the sessions recordings/decks?

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    Rachel
    NJ
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