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Tip of the Week #24: Using Event Templates

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

    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

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    ~
    Jo Anna Chapin
    Meetings & Events Registration Lead
    Accenture
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  • 2.  RE: Tip of the Week #24: Using Event Templates

    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.

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    Brenda Ainsburg
    Channel Program Manager
    brenda.ainsburg@siemens.com
    Siemens Aktiengesellschaft
    United States
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  • 3.  RE: Tip of the Week #24: Using Event Templates

    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!​

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    ~
    Jo Anna Chapin
    Meetings & Events Registration Lead
    Accenture
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  • 4.  RE: Tip of the Week #24: Using Event Templates

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

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    Edward House
    App and Tech Supprt
    Virginia Association for Supervision and Curriculum Development
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  • 5.  RE: Tip of the Week #24: Using Event Templates

    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? ​

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    ~
    Jo Anna Chapin
    Meetings & Events Registration Lead
    Accenture
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  • 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

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    Edward House
    App and Tech Supprt
    Virginia Association for Supervision and Curriculum Development
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  • 7.  RE: Tip of the Week #24: Using Event Templates

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

    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.   



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    ~
    Jo Anna Chapin
    Meetings & Events Registration Lead
    Accenture
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  • 9.  RE: Tip of the Week #24: Using Event Templates

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

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    Andrea Timbes
    CRM Administrator & Lead Catcher
    Visit Fort Worth
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  • 10.  RE: Tip of the Week #24: Using Event Templates

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

    ------------------------------
    ~
    Jo Anna Chapin
    Meetings & Events Registration Lead
    Accenture
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  • 11.  RE: Tip of the Week #24: Using Event Templates

    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.


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    Loretta Peterson
    Events Associate
    CDW
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  • 12.  RE: Tip of the Week #24: Using Event Templates

    Posted 09-23-2020 10:14
    Hi, @Loretta Peterson ​I love all of your templates and that we have so many similarities on them such as Conferences and Series.  We are constantly updating our templates as Cvent releases new features or we create a new process.  Thank you again for sharing your feedback!

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    ~
    Jo Anna Chapin
    Meetings & Events Registration Lead
    Accenture
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  • 13.  RE: Tip of the Week #24: Using Event Templates

    Posted 09-21-2020 12:38
    Hi Joanna, 

    Thanks for putting this together! To answer your question, no, we don't currently use event-level templates, instead we copy over past events. We recently moved fully on to Flex + pivoted to Virtual, so there's been a lot to recreate from scratch. Each of our events also has its own branding, so it's been easier to copy the previous' year's event. I think a base template could be useful though, at least to get consistency in the registration process.

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    Béline FALZON
    Conference Program Specialist II
    California Teachers Association
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  • 14.  RE: Tip of the Week #24: Using Event Templates

    Posted 09-23-2020 10:18
    Hi @Béline FALZON, not everyone has to do it the same, just as no two events are the same.  I see the templates as a shell of the event to help you get started on the basic setup to save time and help reduce errors.  I mirror previous events all the time.  For large series we copy previous events and the first event we consider it our "template" of the overall series.  Thank you for sharing your feedback.  Do you have any favorite tips and tricks? ​

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



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

    Posted 09-21-2020 17:54
    We don't use templates as much as we should. I more often create an event using information from a previous event (duplicate) and then make all the necessary edits. Now that we are 100% using Flex, we will definitely start creating templates that we can use going forward. I am looking forward to being able to ask a team member to create their own Cvent event using a template rather than them relying on me to create every single one. 

    Thanks for this resource guide! It's full of awesome information I can share with my team!

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    Sharna Pascolo
    Program Director
    Texas Society of Architects
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  • 16.  RE: Tip of the Week #24: Using Event Templates

    Posted 09-23-2020 10:20
    Hi @Sharna Pascolo, I am glad you found this information helpful.  Yes, this has saved my team time and allowed us to easily make changed within the templates as needed to allow for process improvements, branding and consents.  Keep us posted how it goes and any tips and tricks you have to share. ​

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



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

    Posted 09-22-2020 06:19
    Ahh! this is all great information! Yes we are using templates, they are great for keeping everything consistent and on brand

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    Coy Rushton
    Graphic Designer
    Primary Residential Mortgage
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  • 18.  RE: Tip of the Week #24: Using Event Templates

    Posted 09-23-2020 10:23
    Hi @Coy Rushton thank you for your feedback.  I am glad this was helpful and to hear you also use templates.  Yes branding is important.  Do you have any additional wish list items for your templates or tips and tricks? ​​

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



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

    Posted 09-22-2020 10:00
    I find templates to be very beneficial!  Thank you for these tips.

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    Amy Zientek
    Director of Sales
    Visit Lubbock The Convention and Visitors Bureau
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  • 20.  RE: Tip of the Week #24: Using Event Templates

    Posted 09-23-2020 10:24
    Hi @Amy Zientek I am glad this was helpful for you. and to hear you use templates. Do you have any additional wish list items for your templates or tips and tricks? ​​

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



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

    Posted 09-23-2020 12:38
    We are using templates, but we have such a variety of programming and use cases that it is challenging to cover all the information needed, especially as it relates to info collected in the Event Record and displayed on our calendar(s). I love Brenda's idea for making any admin-level user obtain Event Management Certification first. It's an eye opener for those who think they want admin rights to understand what that actually means!

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    Stacy Wright
    Event Manager, Commercial Excellence
    Galderma Laboratories, L.P..
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  • 22.  RE: Tip of the Week #24: Using Event Templates

    Posted 09-24-2020 21:32

    Hi @Stacy Wright, Thank you for your comments. I do have one large template that covers all complexity options so it is brand compliant.  This way a builder can just disable a configuration as needed and delete options such as a widget.  This saves more time vs. added a configuration and widget and then working on the branding.

    I agree the community training is a great step 1 for all new team members followed by some job shadowing. ​



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