Open Forum

 View Only
Expand all | Collapse all

Tip of the Week #24: Using Event Templates

  • 1.  Tip of the Week #24: Using Event Templates

    User Group Member
    Posted 09-17-2020 11:17

    Hello, Cvent Community! My name is Jo Anna Chapin and this week I will be posting the official edition of Tip of the Week. You can be on the look out for additional tips coming from fellow Cvent users in the coming weeks, as well. If you have an idea for a weekly tip or topic that you would like to learn or write about, you can reply to this post or send the Cvent Community team a message through Communitymanager@cvent.com.

    Let's talk about template(s).  Colleagues have always called me the "Template Queen". Over the years, I loved to create and improve templates to enhance my team's everyday processes, refresh our look and stay up to date with new enhancements.  When you start out from scratch with a blank modular on a registration site you must update your theme so its brand compliant and all your consents to ensure they are GDPR/CCPA complaint.  Not to mention, building out all your emails to make sure they are just right!

    I recommend you create multiple template(s) to fulfill your most used requirements or complexities.  Examples:

    • Virtual Events
    • Hybrid Events
    • Multi-Language Registration
    • Hotel & Air

    What to consider in your template(s)?
    Consider drafting the items below with your Team to they are ready to take off running! 

    • branding is company approved such as your colors and fonts
      • As branding evolves with your company so can your templates!
    • consents and GDPR/CCPA
    • build out all the theme settings, widgets & instructions
    • build out all the emails communications

    Team members can select from your account template(s) through a library when they enable registration vs. copying a previous event or starting from scratch.

    • Creating & Using Event template(s)
      • Click here to learn how to turn an existing event into an account template

    Benefits of Template(s)
    Creating a template cuts down the time to build a site, company uniformity, build consistency, promote standardization of Company Branding and insures GDPR/CCPA compliance. When a new team member comes onboard everything is pre-configured.  A template allows you to clone an approved site without copying over settings, advance rules or additional configurations that otherwise could be missed when duplicating a previous event.

    Questions for the Community

    1. Are you using templates now?
      1. If not, why aren't you?
      2. If you are, what are some of the template(s) types you have created?
        1. Are there must haves in your template(s) now?
      3. Do you have a wish list for your future template(s)?

    If you would like to hear more about my go-to tips, you can still register for Cvent CONNECT Virtual to check out the on-demand session, FLEXible Features: Tips and Tricks from Real Cvent Customers.

    #CventTip


    #Flex-Creating/ManagingEvents

    ------------------------------
    ~
    Jo Anna Chapin
    Meetings & Events Registration Lead
    Accenture
    ------------------------------


  • 2.  RE: Tip of the Week #24: Using Event Templates

    Community MVP
    Posted 09-20-2020 12:09
    This is EXCELLENT. I recently had a discussion with a marketing director in my company and suggested that before anyone get admin rights to our Cvent account that they must complete the first level of certification (Event Management) and that we ensure we have a full set of parameters from working with the Cvent team on a Strategic Meetings Management (SMM) program to ensure we have guidelines around custom fields (account level, contact), budget templates, etc.

    ------------------------------
    Brenda Ainsburg
    Channel Program Manager
    brenda.ainsburg@siemens.com
    Siemens Aktiengesellschaft
    United States
    ------------------------------



  • 3.  RE: Tip of the Week #24: Using Event Templates

    User Group Member
    Posted 09-23-2020 10:06
    Thats a great suggestion @Brenda Ainsburg.  The Training hub in the community is wonderful and its important they do that step before they gain access.  This is a great piece of advice for all!​

    ------------------------------
    ~
    Jo Anna Chapin
    Meetings & Events Registration Lead
    Accenture
    ------------------------------



  • 4.  RE: Tip of the Week #24: Using Event Templates

    Posted 09-21-2020 06:43
    We are currently not using templates.

    ------------------------------
    Edward House
    App and Tech Supprt
    Virginia Association for Supervision and Curriculum Development
    ------------------------------



  • 5.  RE: Tip of the Week #24: Using Event Templates

    User Group Member
    Posted 09-23-2020 10:07
    @Edward House If you could create templates do you have a wish list to make it easier on your day to day? ​

    ------------------------------
    ~
    Jo Anna Chapin
    Meetings & Events Registration Lead
    Accenture
    ------------------------------



  • 6.  RE: Tip of the Week #24: Using Event Templates

    Posted 09-23-2020 14:15
    Good Day.  No there is not a wish list.  We only have one major conference a year so there really isn't a day to day aspect for us.

    Cheers,
    Ed

    ------------------------------
    Edward House
    App and Tech Supprt
    Virginia Association for Supervision and Curriculum Development
    ------------------------------



  • 7.  RE: Tip of the Week #24: Using Event Templates

    Community MVP
    Posted 09-21-2020 08:18
    1. Are you using templates now? Yes, we are. 
      1. If not, why aren't you?
      2. If you are, what are some of the template(s) types you have created? We have Flex Event - 1 session and Flex Event - multiple session, Classic Event, New Inquisium Survey and Old Inquisium Survey. We also use the Inquisium Survey as a "webinar request form" for our business development team to request webinars. They are responsible for pulling together the SMEs and running point; however our team runs point on the technology and planning.
        1. Are there must haves in your template(s) now? Data Tags and CUSTOM Data Tags - especially because we have a Zoom integration!
      3. Do you have a wish list for your future template(s)? The ability to easily get into (and edit) HTML in Flex.

    If you would like to hear more about my go-to tips, you can still register for Cvent CONNECT Virtual to check out the on-demand session, FLEXible Features: Tips and Tricks from Real Cvent Customers.



    ------------------------------
    Lori Wildman
    Senior Marketing Manager
    DuCharme, McMillen & Associates, Inc.
    ------------------------------



  • 8.  RE: Tip of the Week #24: Using Event Templates

    User Group Member
    Posted 09-23-2020 10:10

    @Lori Wildman So glad to hear too are using templates.  I love how you have included Inquisium.  Great tip!  Yes Data tags!!!  I used Event data tags in mine and a few custom ones as well.  They have always been a must on my list.  So glad to hear I am not alone.  I hear HTML is the next widget to be released and I too am looking forward to it.   



    ------------------------------
    ~
    Jo Anna Chapin
    Meetings & Events Registration Lead
    Accenture
    ------------------------------



  • 9.  RE: Tip of the Week #24: Using Event Templates

    Community MVP
    Posted 09-21-2020 09:38
    Thanks Jo Anna - great information. I will share with our team

    ------------------------------
    Andrea Timbes
    CRM Administrator & Lead Catcher
    Visit Fort Worth
    ------------------------------



  • 10.  RE: Tip of the Week #24: Using Event Templates

    User Group Member
    Posted 09-23-2020 10:11
    Hi @Andrea Timbes-Cox, you are so welcome. I am glad you found it helpful.​

    ------------------------------
    ~
    Jo Anna Chapin
    Meetings & Events Registration Lead
    Accenture
    ------------------------------



  • 11.  RE: Tip of the Week #24: Using Event Templates

    Community MVP
    Posted 09-21-2020 12:20
    Edited by Loretta Peterson 09-21-2020 13:56
    Jo Anna, Thanks for putting this together!

    This is an excellent overview on Templates.  In addition to the reasons Jo Anna noted, it helps reduce the risk of error.  Also, the consistency strengthens the data by eliminating variation that impacts interpretation of data.

    Are you using templates now?  YES
    1. If not, why aren't you?
    2. If you are, what are some of the template(s) types you have created? They are based on event type.  Master Template, Conferences and Seminars, Hostings and so on.  I also build templates for event series.
      1. Are there must haves in your template(s) now?  YES  
    3. Do you have a wish list for your future template(s)?  YES  - use a stakeholder process to find out pain points, needs, wants.  I monitor new features and functions here in the Cvent Community to see if they apply to anything from stakeholder discovery.


    ------------------------------
    Loretta Peterson
    Events Associate
    CDW
    ------------------------------