Open Forum

  • 1.  Our Virtual Event - University Homecoming & Reunion Weekend

    Posted 05-28-2021 09:40
    Edited by Danielle Czark 06-15-2021 08:16

    JOB TITLE – Associate Director of Events  

    EVENT DESCRIPTION – University Homecoming & Reunion Weekend 

    EVENT DATES – October 20th, 2020

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

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

    • We utilized session emails to send session-specific information in advance, like Zoom links and reading material, to our attendees.  
    • Event set-up in Flex was very easy to follow and allowed us to create the same experience people are used to having with in-person event registration.  

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

    • Avoid having people register late/after the session details email goes out. It can be hard to track who didn't receive their session details as the event dates come close. 
    • Avoid waiting too long to pull a report of registrants who opted out of Cvent emails. You'll need to manually send them the Zoom login information for virtual events.  

    #ShareandTell
    #Flex-Creating/ManagingEvents
    #Miscellaneous
    #ManagingVirtualEvents

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    Virginia Early
    Associate Director of Events
    William & Mary Foundation
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  • 2.  RE: Our Virtual Event - University Homecoming & Reunion Weekend

    Posted 06-02-2021 12:47
    What would you consider a good cut off date to ensure those emails all make it out on time?

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    Rachel
    NJ
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  • 3.  RE: Our Virtual Event - University Homecoming & Reunion Weekend

    Posted 06-03-2021 11:53
    Great points and questions, Virginia & Rachel.

    We decided to allow registration to continue throughout our week-long Virtual Reunions this year. In addition to sending our standard session reminder emails out 24hrs in advance, you can create a duplicate of your session reminder email and opt for the send setting 'when someone registers for a session' to catch those late session registrants AND still be able to share those important details with them. It only takes about 3 minutes per session to do this and offers maximum registration flexibility. Hope this helps!

    Jeremy

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    Jeremy Houser
    Program Coordinator
    Duke University
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  • 4.  RE: Our Virtual Event - University Homecoming & Reunion Weekend

    Posted 06-03-2021 10:24
    When do you recommend we pull reports for those who opted out of emails? And did you send just one email or set up a schedule of reminder emails, rsvp, etc.?

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    Bouran Qaddumi
    National Field Trainer
    Cajun Operating Company d/b/a Church's Chicken
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  • 5.  RE: Our Virtual Event - University Homecoming & Reunion Weekend

    Posted 06-03-2021 13:23
    One thing that worked GREAT for us was having a group email alias available for attendees to use w/ questions/issues. By doing that it meant that 3 different event planners would receive the email, so our triage/response time was impeccable. 

    One person was the point person for those emails.. but we knew if multiple were coming in fast & furious that we would just chime in and offer to help.

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    Sarah Jordan Usher
    Market Administrator
    CNC Software, Inc.
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  • 6.  RE: Our Virtual Event - University Homecoming & Reunion Weekend

    Posted 06-04-2021 07:48
    Being more specific would help, like when is (dont let attendees register late), and avoid waiting too long to pull reports.

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    Mary Ann Hall
    Event Specialist
    Federal Reserve System
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