Open Forum

  • 1.  Preparation Tips for your Attendee Hub event

    Cvent Staff
    Posted 09-29-2021 11:01

    Hello, and welcome back to the next edition of Tip of the Week! So, how many of you are using Attendee Hub for your events, whether in-person, virtual, or hybrid? Have you learned some key best practices for day-of and live attendee support? At the beginning of the year we covered some of these best practices, and wanted to continue this conversation as a lot has changed and been enhanced since then.

    I connected with some members of our Event 360 team who support advanced production and live support for Attendee Hub and onsite events. They shared a few helpful reminders based on common conversations they have with clients through the projects they manage:

    • Provide guidance on basic access for virtual attendees. While you may not think about this since you are so familiar with the technology, there are many attendees who would be using this for the first time and should have the optimal experience:
      • Advice attendees to use Chrome if possible
      • Advise attendees to not connect to their VPN
      • Advise attendees to have cache/cookies cleared
    • Have planted back-up live Q&A questions ready in case none are submitted by attendees. This keeps up the engagement and gives your speakers or moderators peace of mind.
    • In addition to on-screen moderators, be sure to have off-screen moderators, maybe those who are supporting chat/Q&A/live polling, or simply on-call for any technical assistance. Then, be sure to understand who on-screen moderators versus who are off-screen moderators.
    • If you are hosting a hybrid event, have a virtual MC in addition to your onsite MC. This gives your virtual attendees clear communication on what to expect for their experience, especially if there are any differences/delays/etc. from the onsite experience.
    • Have an FAQs page for any self-troubleshooting steps or guidance on how to receive assistance or the solution to their common question. Include helpful information from resources such as this login troubleshooting article.

    Questions for You:

    • What else have you done to prepare your staff or attendees going into a live event through Attendee Hub?

     

    Let us know below! #CventTip


    #ManagingOn-site
    #ManagingVirtualEvents

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    Danni Czark
    Assistant Team Lead, Online Community Marketing
    Cvent
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  • 2.  RE: Preparation Tips for your Attendee Hub event

    Community MVP
    Posted 10-06-2021 12:50
    I'm excited to read posts from this tips and best practices.  Your link back to Jan 21 post was a great reminder! Thank you!

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    Colleen Beck
    Director of Sales & Marketing
    The Westin Tampa Bay
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  • 3.  RE: Preparation Tips for your Attendee Hub event

    Posted 10-07-2021 12:28
    We are not currently using the Attendee Hub but are hoping to in the future. From everything I've read and seen about it, I think we are missing a very important piece of the puzzle for our event this year.

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    Sheila Hanna
    Project Manager
    Denise AAmber Lee Foundation
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  • 4.  RE: Preparation Tips for your Attendee Hub event

    Posted 10-07-2021 08:59
    New to using Attendee Hub, so I am collecting all the information I can when I come across it. The quartely updates have been so help in moving the information needle for me.

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    Mary Ann Hall
    Event Specialist
    Federal Reserve System
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  • 5.  RE: Preparation Tips for your Attendee Hub event

    Posted 10-07-2021 10:50
    My staff and I had a few training sessions on the Attendee Hub prior to the event. I designated one person to run the attendee hub and listed her as the main point of communication for troubleshooting/issues during the event. This was helpful as it eliminated additional communication toward me at the event.

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    Rebecca Quinn
    Corporate Events Manager
    Transplace Texas, LP
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  • 6.  RE: Preparation Tips for your Attendee Hub event

    Posted 10-11-2021 10:17
    This is great info... thanks! We are a little under a year away from our first major event, so haven't used Attendee Hub yet. However, it's been helpful to attend Cvent Connect to get a feel for the Attendee Hub and how it works IRL. Also, all of the tips and info on this site and Cvent Celebrity have been super helpful.

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    Bouran Qaddumi
    SR MANAGER, NATIONAL FIELD TRAINING
    Cajun Operating Company d/b/a Church's Chicken
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  • 7.  RE: Preparation Tips for your Attendee Hub event

    Posted 10-11-2021 14:51
    I am on the DMO side, so we are not using Attendee Hub, but one thing I have learned this year for virtual events is that sometimes advising the attendees to do something is not enough.  There are some who need step-by-step instructions, usually with screen shots, of how to do things like clear their cookies/cache.

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    Amy Zientek
    Director Of Sales
    Visit Lubbock The Convention and Visitors Bureau
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  • 8.  RE: Preparation Tips for your Attendee Hub event

    Community MVP
    Posted 10-11-2021 15:34
    We are not using Attendee Hub, but are considering it. I appreciate the tips, as we want to learn from others and implement best practices - which can be very fluid as technology changes!

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    Lori Wildman
    Senior Marketing Manager
    DuCharme, McMillen & Associates, Inc.
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  • 9.  RE: Preparation Tips for your Attendee Hub event

    Posted 10-12-2021 19:17
    These are great tips and reminders. I might also add these:
    • Remind attendees that they can watch sessions on their mobile device - not through the app, but through the Attendee Hub itself, as it is mobile-responsive.
    • Additionally, I've found it helpful to open the Attendee Hub in two browser tabs while watching a session. That way you can click around in the Attendee Hub in one tab without losing the live feed in the other. It's a little wonky to tell attendees that, but it is definitely helpful, especially if you are mentioning a Game or Exhibitors DURING a session, and the attendee goes off and clicks there and loses the live feed.
    • Amass a team of support several months in advance with members from IT, Marketing, Sales, and don't forget about Executive Assistants - for your VIP speakers.
    • Schedule a break in between EVERY session.
    • Have an intro video for every session.


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    Erica Vasquez
    Corporate Events & Tradeshow Manager
    Businessolver
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  • 10.  RE: Preparation Tips for your Attendee Hub event

    Posted 2 days ago
    hosting a hybrid event in Feb 2022. Used Attendee hub for complete virtual event Feb 2021. Attendee Hub has added a lot of nice new enhancements and can't wait to implement for our upcoming hybrid event.

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    Amanda Sharp
    Marketing Specialist
    Insight Direct USA, Inc.
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