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  • 1.  Share and Tell: Using OnArrival

    Posted 02-15-2021 13:04

    Share and Tell from University of Michigan

    Our team's Share and Tell is from a pre-COVID event, but we learned so much that needs to be shared ahead. #ShareandTell

    NAME – Laura Morris

    JOB TITLE – Assistant Director, Event Design and Communication • Univ. & Development Events

    EVENT DESCRIPTION – How OnArrival helped the check-in process during our tailgates

    EVENT DATES - 09.07.19 / 09.28.19 / 10.05.19 / 10.26.19 / 11.16.19 / 11.30.19

    PHASE OF EVENT PLANNING: (Event/Web Build, During Event, Post event) – Post event

    TYPE OF EVENT - University tailgates 

    WHAT WORKED FOR YOU (DO'S - write at least 2) –

    • Reduced long wait times at check-in
      • Utilizing OnArrival allowed all attendees (regardless of if they were a primary registrant or guest) to check in themselves under their own name.
    • Removed manual Work for Event Planners
      • The process of pre-printing and stuff name tags went away completely utilizing OnArrival. Our office purchased the event in a box equipment (3 large boxes). This also allowed for the team to fully capture last minute changes.
      • We also were able to utilize less staff onsite at the tailgate.
    • Sent VIP Notifications
      • Using the planner notification option in Cvent Event Management, we were able to create gift officer text notifications that if anyone checked in that had certain criteria (we created a custom contact field called "gift officer" and then did an import) that gift officer would be notified. The texts were instant, and no one was missed! We received quite a bit of positive feedback on this.
    • Walk-in Registrations
      • Again, using OnArrival in kiosk mode, anyone that didn't register in advance could easily register onsite. We were then able to capture their email address and create a custom registration question that asked their affiliation or who they were a guest of. 
    • Timely and Accurate Metrics
      • Not only did we take advantage of real time attendance numbers, but our post-event reporting was far more accurate. When importing registrations, we connected them with a source ID # that matches our internal ID number for each constituent, so there was no way to mistake who actually came and who did not. We were also able to let people know onsite if a friend, or colleague had checked in or not.

    WHAT TO AVOID (DON'TS - write at least 2) –

    • Make sure all pieces and parts are labeled before event day!
      • When working with multiple boxes of OnArrival equipment, we found it best to pre-label everything from power cords to printers to iPads and stands to ensure each "check-in station" was properly connected. Do not wait until event day to do this!
    • Don't have all iPads set for kiosk mode only
      • We found having a few "floaters" behind registration with iPads in planner mode was helpful for any last minute changes to guest's names or details and to quickly look up if who had checked in already. It was easier to use "floater" iPads than to try to snag a kiosk if someone had a question or an issue.
    • Don't overdesign your kiosk background image
      • Keep it simple! Having an image looks like as guests approach but the minute they begin the check-in process, fonts become harder to read as text moves to sit over the image.

    #ManagingOn-site

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    Laura Morris
    Assistant Director, Event Design and Communication
    The Regents of the University of Michigan(Office of Development)
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  • 2.  RE: Share and Tell: Using OnArrival

    Community MVP
    Posted 02-15-2021 13:27

    Let me add.
    We use OnArrival for session checking. Our sessions are usually meals.
    We generally see about 80% check in of those registered.

    Once we get to 80%, we step away from our posts and find something to eat. :)

    I've been pleading with staff to oversell meals by 10% since we always have less attending than what's on the F&B contract.

    They fear that 100% of those registered will show up. Over the last 3 years, it's always been around %80 +/- 5%. These statistics don't lie.



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