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  • 1.  Complimentary sponsor registrations

    User Group Member
    Posted 12-20-2019 13:56
    How are you managing complimentary registrations given as a benefit of sponsoring the conference? Are you processing them manually on the back end or are you setting up the event to allow the sponsor to do this?

    I currently manage sponsorship and registration for one conference in 2 separate events in Cvent. I have recently switched from processing the complimentary registrations given as part of the sponsorship package myself (after receiving the information through the sponsorship registration) to allowing the sponsors to register the complimentary individuals on their own (in the registration event). The reason for the switch was to free up some of my time, but am wondering how others effectively manage this process - both for themselves and for the sponsor.

    If you are currently managing sponsorship and registration within one event, I would be interested in learning more about setup and efficiencies that this has provided for you.

    Thanks in advance for sharing your experience!
    #Classic-Creating/ManagingEvents

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    Heather Darrow
    Conference Coordinator
    Cornell University - Department Of Animal Science
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  • 2.  RE: Complimentary sponsor registrations

    Community MVP
    Posted 12-20-2019 14:26
    Edited by Steven Schlossman 12-20-2019 14:27
    I register sponsors because we do a lot of hand holding. It would be just as easy to give them a discount code and let them register themselves.
    I have managed to get our board of directors to register themselves. It wasn't easy. :)

    For our board (or sponsors) In their contact record I have a field Board=yes. Or Sponsor=Yes. I use a discount code with a filter than automatically adds the discount code.

    Also, sponsors change who is attending all the time. So I register the one person who I know will be attending so I can change the guest names as necessary. Otherwise we eat up registrations.

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    Steven Schlossman
    Jack of all trades. Master of none.
    BMW Car Club of America
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  • 3.  RE: Complimentary sponsor registrations

    Posted 12-21-2019 17:22
    I create specific reg types and reg path for Sponsors and customize an admission item tailored to their experience, i.e. they cannot register activity sessions or the  attendee awards dinner.

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    Hallie Loeb
    Meeting Technology Specialist
    Travel and Transport, Inc.
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  • 4.  RE: Complimentary sponsor registrations

    Posted 01-16-2020 12:37
    Hi Heather,

    Similar to what Hallie mentioned, one of our go-to configurations is to create the various sponsor levels as Admission Items, and then within the Advanced Settings tab of the Admission Item you can utilize the Guest Capacity section to control their Guest Registration Types. This would allow you to have a Complimentary Sponsor type and you can set the capacity based on the allocation for that level.

    I see you tagged #Classic, however when you are ready to make the switch to Flex, something else to explore is our Exhibitor Management portal. This gives you control as the planner to add the Exhibitors/Sponsors and set their specific Booth Staff/Attendee allocations, but then allows the Exhibitor Admin to take the next step. That can either be sending their attendees a unique weblink to receive their complimentary rate, or accessing the registration site to register them on their behalf.

    Best,
    Danni ​

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    Danni Czark
    Lead Client Success Advisor
    Cvent
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