The shift from fully in-person to fully virtual events means that we reallocated a lot of resources: all the event planners, in collaboration with our internal tech team, got trained on webex events, and we enabled the corresponding cvent integration, which also came with a learning curve. We became tech resources for the live, virtual events, on top of still doing the meeting logistics. Part of the process, because we are not sharing offices with the rest of our staff and other departments, was to set up ways for information to be shared more seamlessly. We implemented Webex Teams (similar to slack) for instant messaging, and I've been using the Access Portal to share live registration data with other departments.
The event planning team is also splitting attending various webinars (some cvent, some other actors in the event industry). The shift to virtual has also accelerated our transition to Flex and other new features.
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Béline FALZON
Event Planner
California Teachers Association
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Original Message:
Sent: 07-22-2020 12:04
From: Danielle Czark
Subject: Tip of the Week #16: Advance your Meeting Program Success
Hello, Cvent Community and Happy Wednesday! As we all have seen, the world has been faced with unprecedented times during the past months. Although we have confronted challenges that we never expected to in our lifetime, the Cvent Client Success team has also seen incredible momentum and advancements in their client's event programs and account configurations. Director of Client Success, Stephanie McNamara, shared some key activities their team has supported through this awesome blog post, Client Success Retrospective in the Early Days of COVID-19. Keep reading to see my top tips and resources for a few of the blog's highlights.
- Strategic Meetings Management (SMM) Program Adoption – It is more important than ever to automate your meetings program, not only to improve efficiencies, but to provide visibility into all events, manage risk, and help control costs. Stephanie mentioned in the blog how important duty of care is for organizations and their employees, as well as event and hospitality professionals and their event attendees. Adopting tools through the Meetings Management solutions guarantee success for the event planner, as well as the stakeholders and team members, and lead to a greater event experience for the attendees:
- Access Portals: Provide a centralized hub to give stakeholders access to the tools they need
- Budget management: Track cost and expense details to ultimately save your organization time and money
- Strategic Venue Sourcing: Create a strategic process to compare bids and use cancelled-space credits
- Meeting requests and approvals: Collect the important information you need to know to put on an event, whether in-person or virtual. Pass the necessary information to the stakeholders in a seamless process to get approvals in a timely manner
- Reallocation of Resources – Technology is constantly evolving, and Cvent has many product enhancements and migrations to offer. The Client Success team has seen a jump-start in migrations now more than ever, whether that is migrating from Classic events to Flex, using Access Portals for the first time, or running New Reports. Take a look at the Solution Evolution Hub for all of your migration resources and work with your Success Resource to follow a Success Plan through this journey.
- Intentional Communication and Technology Training – Understanding the technology you are using is key to your success. Cvent training and certification have seen record numbers in the past months through both on-demand and live webinars. Take your skills to the next level and enroll in training and certification today, whether that is the fundamentals of the products you support for your organization, or learning new opportunities such as the Virtual Events Training Course. Be sure to pass on your knowledge to your fellow users at your organization through intentional communication and admin-to-user trainings, too!
We hope you have some great ideas to continue advancing your event program after reading Stephanie's blog and these tips! What other actions have you taken during these times that you may not have prior? Do you have any success stories to share with your fellow users – reply below if so!
Let us know if you have any questions. #CventTip
#Flex-Creating/ManagingEvents
#SourcingaVenue
#ExecutingStrategicMeetingsManagement
#ManagingVirtualEvents
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Danni Czark
Senior Associate, Online Community Marketing
Cvent
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