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Ask the Expert Event with Professional Services – Virtual & Hybrid Events and the Attendee Hub!

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  • 1.  Ask the Expert Event with Professional Services – Virtual & Hybrid Events and the Attendee Hub!

    Cvent Staff
    Posted 05-12-2021 10:55
    Edited by Danielle Czark 06-07-2021 08:28
    No replies, thread closed.

    Hello, Community members!

    We have some exciting news to share – next week we will be hosting our next Ask the Expert session here in the Open Forum!

    We will have 4 fantastic experts from Cvent's own Event360 Professional Services team here to answer all your questions on managing/executing your virtual & hybrid events through the Attendee Hub. Between the 4 of these team members, they have supported over 60 virtual events and are actively supporting 3 complex hybrid events, so they definitely have some great insight to share. Join us next Thursday, May 20, from 11am-12pm ET for the live session!

    For those unfamiliar, the Attendee Hub allows you to create immersive & interactive events no matter what type of event you are managing – virtual or transitioning to hybrid and in-person events. To get ready for this real-time discussion in the Open Forum, check out this resource to learn more. Learn more about the features available in the Attendee Hub or schedule a demo to see if firsthand.

    If you're a hotelier, share your questions for our experts on how you can prepare your A/V Support Team to stay better equipped to help host successful hybrid events.

    Reminders from our Community Team on how the Ask the Expert session will work:

    Add your questions on virtual & hybrid events and the Attendee Hub below any time before or during the Ask the Expert session. Be sure to take a look at other Community user's questions and click Recommend to those that you would also like to learn more about.  

    You can expect to see answers from our experts starting at 11 am ET on Thursday the 20th. Follow the thread by clicking the blue star and be ready to add follow-up questions and discuss further with other users. We'll wrap up the event at 12 pm ET, so be sure to join us then.

    We look forward to reading your questions! #AsktheExpert

    Note: This post contains forward-looking statements that involve risks, uncertainties, and assumptions. Specifically, any unreleased services, features, functionality or enhancements referenced in this discussion post or in other public statements are not yet generally available and may not be delivered on time or at all. Customers who license any solutions from Cvent, Inc. should make their purchase decisions based upon features that are currently available. We have based these forward-looking statements on our views with respect to future events and development plans as of the date that they were made. We assume no obligation for and do not intend to update any such forward-looking statements.


    #BiddingonGroupBusiness
    #Flex-Creating/ManagingEvents
    #ManagingVirtualEvents
    #SourcingaVenue

    ------------------------------
    Danni Czark
    Senior Associate, Online Community Marketing
    Cvent
    ------------------------------


  • 2.  RE: Ask the Expert Event with Professional Services – Virtual & Hybrid Events and the Attendee Hub!

    Posted 05-13-2021 09:01
    No replies, thread closed.
    I can't wait.This will be very informative!

    ------------------------------
    Mary Ann Hall
    Event Specialist
    Federal Reserve System
    ------------------------------



  • 3.  RE: Ask the Expert Event with Professional Services – Virtual & Hybrid Events and the Attendee Hub!

    Posted 05-13-2021 11:35
    No replies, thread closed.
    • How many extra staff do we need to consider accounting for at these events? I assume we need to plan more to handle the need to engage an online community, ensure streaming, videography of the sessions live, backend tech needs, etc.
    • Before even launching, how did you plan space capacities? I.e. You're used to 3500 attendees, but now you know it'll most likely be less but how much less did you go into the hotel planning for since you normally need to negotiate spacing and number of rooms in advance.


    ------------------------------
    Rachel
    NJ
    ------------------------------



  • 4.  RE: Ask the Expert Event with Professional Services – Virtual & Hybrid Events and the Attendee Hub!

    Community MVP
    Posted 05-17-2021 16:37
    Edited by Béline FALZON 05-18-2021 12:27
    No replies, thread closed.
    Hi Danni, 

    Looking forward to the experts' answers! I'd love to hear about long-term conference planning for small teams or for associations with limited budgets. We don't think that going hybrid is reasonable for us considering our budget and human resources, and so we are looking at other ways to creatively maintain both in-person and virtual events without one cannibalizing the audience of the other (especially considering our virtual event are free and our in-person have a fee + cost of travel). 

    Best,

    ------------------------------
    Béline FALZON
    Conference Program Specialist II
    California Teachers Association
    ------------------------------



  • 5.  RE: Ask the Expert Event with Professional Services – Virtual & Hybrid Events and the Attendee Hub!

    Posted 05-17-2021 17:07
    No replies, thread closed.
    Hi, this looks like a great session @Danielle Czark! Let me know how I can register to attend? For small hybrid or in-person events of under 100 ppl is this a recommend platform or is there an Attendee Hub Lite template or do you recommend only using the CrowdCompass app? Will the CrowdCompass app (or new App) stay indefinitely when the Attendee Hub is not a recommended platform or cost prohibited? ​

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



  • 6.  RE: Ask the Expert Event with Professional Services – Virtual & Hybrid Events and the Attendee Hub!

    Posted 05-20-2021 08:41
    No replies, thread closed.
    We have not yet made the jump to AttendeeHub but have successfully used CrowdCompass.  What are your top 3 selling points to get management buy-in to upgrade to AttendeeHub for hybrid events returning in the fall?

    ------------------------------
    Heather Darrow
    Conference Coordinator
    Cornell University - Department Of Animal Science
    ------------------------------



  • 7.  RE: Ask the Expert Event with Professional Services – Virtual & Hybrid Events and the Attendee Hub!

    Posted 05-18-2021 16:13
    No replies, thread closed.
    Hi Danni,

    At Cvent, you use a Learning Management System (LMS) within your Cvent Academy/certification program. 
    Would Cvent ever consider the possibility of integrating LMS components as part of our events? 
    If we wanted to add a prerequisite class as part of our registration process, it would be amazing if people could do it all from one platform. 

    Thanks,
    Sophie

    ------------------------------
    Sophie Pierronnet
    ------------------------------



  • 8.  RE: Ask the Expert Event with Professional Services – Virtual & Hybrid Events and the Attendee Hub!

    Posted 05-18-2021 20:24
    No replies, thread closed.
    I would love to also take a deeper dive into staffing needs based on event size and all virtual vs hybrid.

    ------------------------------
    Katie Dreifus
    Employee Experience Manager
    loanDepot
    ------------------------------



  • 9.  RE: Ask the Expert Event with Professional Services – Virtual & Hybrid Events and the Attendee Hub!

    Posted 05-19-2021 09:09
    No replies, thread closed.
    With many mask mandates and COVID precautions ending over the next few weeks, what do you envision large in-person events to look like next year? Will it go back to 10 people at a round table and individually serving off buffets, or are many of the precautions venues put in place here to stay?

    ------------------------------
    Michelle Curtis
    Travel and Events Specialist
    Perkinelmer, Inc.
    ------------------------------



  • 10.  RE: Ask the Expert Event with Professional Services – Virtual & Hybrid Events and the Attendee Hub!

    Posted 05-19-2021 09:45
    No replies, thread closed.
    What are best practices for tracking virtual session attendance at hybrid events? At the live sessions, we can have door monitors scan everyone going in and out. Virtual sessions are trickier, with people starting, stopping, leaving items open for long durations, showing up for two minutes, and so on. What standards do you recommend to "count" attendance, and how can we use Cvent effectively to track virtual attendance on parity with live?

    ------------------------------
    Brenda Chmiel
    Meeting Planning Coordinator
    Allergan Sales, LLC
    ------------------------------



  • 11.  RE: Ask the Expert Event with Professional Services – Virtual & Hybrid Events and the Attendee Hub!

    Posted 05-19-2021 09:45
    No replies, thread closed.
    What are your best practices for tracking attendance at virtual sessions vs. live sessions for hybrid events?

    ------------------------------
    Brenda Chmiel
    Meeting Planning Coordinator
    Allergan Sales, LLC
    ------------------------------



  • 12.  RE: Ask the Expert Event with Professional Services – Virtual & Hybrid Events and the Attendee Hub!

    Community MVP
    Posted 05-19-2021 09:35
    No replies, thread closed.
    I have an Advanced Production question. Our team was lucky to have Chris Bentivegna as our AP expert.

    I am currently working with a non-profit on their first event via Cvent's platform. Originally they planned HYBRID.

    They would have a live audience and also wanted to beam keynote sessions to the virtual attendees.

    They had 5 sections (intro, 3 speakers, and a sponsor video) for their keynote. 

    I recommended doing advanced production with a camera dedicated to the virtual feed on main stage and using Cvent's Advanced Production Services. Others said that Cvent Video Player live with the Brightcove feed would be fine. I didn't think that would work for this kind of keynote hybrid experience.

    What is the best way to beam the LIVE content from keynote mainstage to virtual attendees?'

    This is a PAID event, so a free social feed is not an option.

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



  • 13.  RE: Ask the Expert Event with Professional Services – Virtual & Hybrid Events and the Attendee Hub!

    Posted 05-19-2021 10:04
    No replies, thread closed.
    How do you recommend that we train our exhibitors and sponsors to use the Attendee Hub? This could be the first time with them using this kind of technology and I would like to know what best practices you would recommend to them to best utilize the product.

    ------------------------------
    Eva Roig
    Implementation Specialist Cvent EMS
    The Commons Learning Center at The University of Texas at Austin
    ------------------------------



  • 14.  RE: Ask the Expert Event with Professional Services – Virtual & Hybrid Events and the Attendee Hub!

    Posted 05-19-2021 10:08
    No replies, thread closed.
    * What are some best practices for tracking attendance at virtual sessions/events?
    * How do you set up the Cvent mobile app to accommodate both on-site and virtual attendees?

    ------------------------------
    Bouran Qaddumi
    National Field Trainer
    Cajun Operating Company d/b/a Church's Chicken
    ------------------------------



  • 15.  RE: Ask the Expert Event with Professional Services – Virtual & Hybrid Events and the Attendee Hub!

    Posted 05-19-2021 10:47
    No replies, thread closed.
    Curious to know how people are handling vaccination record requirement, if at all. What protocols are people using during the registration process for in-person events?

    ------------------------------
    Tanya Nieto-Winzey
    Event Platform Manager, Global Events and Services
    YPO
    ------------------------------



  • 16.  RE: Ask the Expert Event with Professional Services – Virtual & Hybrid Events and the Attendee Hub!

    Cvent Staff
    Posted 05-20-2021 11:23
    No replies, thread closed.
    Hey Rachel, great question here. We're just starting to see hybrid come through and learning alot along the way.

    To your first question, I think that there is a fair amount of bandwidth increase that's needed to build, promote, and execute a hybrid event - a few examples of this include planning the virtual side of sessions (and how those will integrate with your onsite attendees), identifying features that you would like to use to create engagement between your two different attendee pools, and training/staffing moderators to handle virtual components such as Q&A Moderation, Speaker Training. It's hard to pinpoint it specifically because it really is going to differ completely event to event, but overall I would say to plan for a hybrid to take more bandwidth than your standard onsite or Virtual event.

    To speak to your second question regarding capacity, it's definitely a bit of a gray area right now because every hotel/venue in every state is going to do things a little differently. The general advice I would provide here is to lean on virtual to help compensate for whatever restriction/capacities that you run into, and find ways through the Attendee Hub to engage both pools of attendees. The Cvent Supplier Network is also a great tool to help work through those questions you may have for the hotel.

    ------------------------------
    Mason Evans
    Cvent Inc
    ------------------------------



  • 17.  RE: Ask the Expert Event with Professional Services – Virtual & Hybrid Events and the Attendee Hub!

    Cvent Staff
    Posted 05-20-2021 11:21
    No replies, thread closed.
    Hi Béline,

    Thanks so much for this question! In order to best support all three audiences: Onsite, Hybrid, and Virtual -- we normally recommend identifying early on in the event planning process by using Registration Types and Registration Paths to have your attendees identify their preference for in-person or virtual content consumption. For example, if you know that you will have more virtual preference from attendees based on registration reporting you would be able to make the call on how much content can be built and consumed via the Attendee Hub. We have seen hybrid events where there is a smaller group of onsite attendees live in physical rooms with a screen in the front of the room which can be the same virtual session perspective for the online attendee audience.

    I recommend chatting with your account team more about the hybrid event strategy.

    Best,




    ------------------------------
    Aaron Robinson
    Cvent Inc
    ------------------------------



  • 18.  RE: Ask the Expert Event with Professional Services – Virtual & Hybrid Events and the Attendee Hub!

    Cvent Staff
    Posted 05-20-2021 11:21
    No replies, thread closed.
    Hi Jo Anna, 

    That's a great question! The Virtual Attendee Hub App is constantly evolving and updating their features with new rollouts. The benefit of using the VAH app even for smaller hybrid or in-person events is that everything flows from the VAH site itself! The CrowdCompass App does not integrate with the VAH so I would recommended that you start utilizing the VAH app as Product is focusing on improving those capabilities. 


    ------------------------------
    Evelyn Jaramillo
    Cvent Inc
    ------------------------------



  • 19.  RE: Ask the Expert Event with Professional Services – Virtual & Hybrid Events and the Attendee Hub!

    Cvent Staff
    Posted 05-17-2021 17:23
    No replies, thread closed.

    Hi Jo Anna,

    Great to hear from you! This session actually doesn't require registration, it is just through this discussion thread where you can reply with your questions and on Thursday our experts will log into the Community and reply :). If you have any additional questions for the experts on our Professional Services team,  feel free to add them here. Otherwise, you can expect a response to your question above plus your peer's on Thursday starting at 11:00AM ET.

    Please let me know any questions!

    Danni 



    ------------------------------
    Danni Czark
    Senior Associate, Online Community Marketing
    Cvent
    ------------------------------



  • 20.  RE: Ask the Expert Event with Professional Services – Virtual & Hybrid Events and the Attendee Hub!

    Cvent Staff
    Posted 05-20-2021 11:45
    No replies, thread closed.
    Hi Sophie!

    I hope you are doing well :) While I'm not positive if an out-of-the-box integration to a Learning Management System is a consideration on the roadmap, I do believe this would be possible through a custom or API integration. If you're curious about that, definitely connect with your Account Team to discuss more. Additionally, you can also submit this as an idea here in the Community! 

    Best,

    Danni

    ------------------------------
    Danni Czark
    Senior Associate, Online Community Marketing
    Cvent
    ------------------------------



  • 21.  RE: Ask the Expert Event with Professional Services – Virtual & Hybrid Events and the Attendee Hub!

    Cvent Staff
    Posted 05-20-2021 11:42
    No replies, thread closed.
    Hey Katie,
    I think this is great topic and something that we are discussing more and more both internally and externally.

    Overall, I think it really does depend on the event size but typically you would want to plan for more resources to handle Hybrid compared to a fully virtual event. If it's a smaller scale event, I do think it's feasible at the moment for the same planner(s) to handle both the onsite and Virtual component but that's definitely dependent on the planners bandwidth, scope of the event, and understanding of how the typical onsite or OnArrival process goes.

    The other thing to consider here when expanding to hybrid from purely virtual, is that you need to consider all of your onsite support staff that would be handling registration, attendee check in, and information desk as those roles aren't typically needed for fully virtual.

    To be fully transparent, we are exploring options internally as well to identify best practices regarding this topic, and I think we are definitely learning more and more on the resource differences that are required and will continue to share our insights and best practices as we keep taking notes.

    ------------------------------
    Mason Evans
    Cvent Inc
    ------------------------------



  • 22.  RE: Ask the Expert Event with Professional Services – Virtual & Hybrid Events and the Attendee Hub!

    Cvent Staff
    Posted 05-20-2021 11:29
    No replies, thread closed.
    Hi Michelle,

    This is definitely a hot topic and an important one in the Events and Meetings Industry. While Cvent cannot make specific recommendations, we would refer to the CDC and individual state and government safety mandates. In terms of indoor activities and meals -- extra precaution is always recommended at this point in time.

    Best,

    ------------------------------
    Aaron Robinson
    Cvent Inc
    ------------------------------



  • 23.  RE: Ask the Expert Event with Professional Services – Virtual & Hybrid Events and the Attendee Hub!

    Posted 05-20-2021 08:52
    No replies, thread closed.
    Hi Brenda - We provide CPE credits to attendees and need to track attendance. We have polling questions throughout the session and they are required to answer so many of those to quality for CPEs. So they are unable to login to a session and go do something else. They need to "attend" the session so they are ready to answer the poll questions. Hope this helps.

    ------------------------------
    Linda White
    Marketing Communications Specialist
    FCCS
    ------------------------------



  • 24.  RE: Ask the Expert Event with Professional Services – Virtual & Hybrid Events and the Attendee Hub!

    Cvent Staff
    Posted 05-20-2021 11:20
    No replies, thread closed.
    Brenda,

    We have recently rolled out duration-based attendance tracking for our virtual sessions. It operates and provides metrics much like our onsite RFID tracking. You can choose a minimum threshold of minutes before attendees gain attendance for a session.  It operates on accumulated watch time of new content. If an attendee watches the first 5 minutes, leaves, and comes back to re-watch the first 5 minutes – the total duration will be 5 minutes.

    Please keep in mind that this duration-based attendance tracking is only available for Cvent Video Player sessions that are streamed to the Attendee Hub platform. A session like a Collaborative Zoom session can't be tracked through this service.  Ask your Cvent Project Manager about this feature so that it can be enabled for your event.

    Best,

    David

    ------------------------------
    David Heizer
    Cvent Inc
    ------------------------------



  • 25.  RE: Ask the Expert Event with Professional Services – Virtual & Hybrid Events and the Attendee Hub!

    Cvent Staff
    Posted 05-20-2021 11:13
    No replies, thread closed.

    Brenda,

    Two options come to mind. Both assume you have some type of production element onsite in the keynote, capturing or streaming the session. 

    1. Utilize Cvent's advanced production to add lower thirds, branding elements, and showcase the speaker along with presentation elements.  
    2. If the production crew possess the capabilities and hardware, they can use a production software to add branding elements, lower thirds, and stream the speakers along with presentation elements. 

    Whichever route you take, work with your Cvent Project Manager to create a testing plan prior to the keynote to ensure the venue's network meet requirements for a stable stream, and the production team have their equipment dialed in with all the correct settings.

    Best,

    David 



    ------------------------------
    David Heizer
    Cvent Inc
    ------------------------------



  • 26.  RE: Ask the Expert Event with Professional Services – Virtual & Hybrid Events and the Attendee Hub!

    Cvent Staff
    Posted 05-20-2021 11:34
    No replies, thread closed.
    Hi Eva,

    Professional Services offers exhibitor, speaker, and moderator training. My recommendations and best practices are below on how I prefer to tailor my exhibitor training:

    -      They are going to ask many questions but try to conduct a group training closer to the event, around 2-3 weeks out. I've found that if you conduct a training too far out, the knowledge and best practices are forgotten and need to be reiterated. 
    -      Showcase your Attendee Hub on the training. Create an example exhibitor booth to give ideas and examples of the way they can showcase their company.
    -      Utilize the Exhibitor Management Portal and incorporate that into the training. This way exhibitors can input their information/content directly into the portal.

    Best,

    David

    ------------------------------
    David Heizer
    Cvent Inc
    ------------------------------



  • 27.  RE: Ask the Expert Event with Professional Services – Virtual & Hybrid Events and the Attendee Hub!

    Cvent Staff
    Posted 05-20-2021 11:40
    No replies, thread closed.
    Hi Bouran, 

    For attendance tracking in virtual events, we can enable "duration-based attendance" where we can track how long a registrant has attended a session for. The planners can determine what continues as "attended" (do they need to watch for at least 3 minutes or the whole time, etc). This is based on what an attendee clicks the "join now" button. This duration-based attendance tracking is only available for Cvent Video Player sessions that are streamed to the Attendee Hub platform. 

    This would not work for Collaborative Zoom sessions so please ask your Cvent Project Manager about this feature so that it can be enabled for your event.

    For in-person events, we can track attendance using the Hands-Free feature in OnArrival or Session Scanning. Similar to the virtual tracking, we can mark attendees as "participants" when they check in at the door of a session or scan their QR code on their badge. 

    The mobile app would work well for both onsite and virtual, everything is being synced from you Virtual Attendee Hub website so it can be a tool leveraged for both in-person and online attendees. Both audiences would be exposed to features such as the My Agenda and Live Q&A. In terms of set up, there would be nothing you need to do differently because both will flow with the same data! 


    ------------------------------
    Evelyn Jaramillo
    Cvent Inc
    ------------------------------



  • 28.  RE: Ask the Expert Event with Professional Services – Virtual & Hybrid Events and the Attendee Hub!

    Community MVP
    Posted 05-19-2021 10:57
    No replies, thread closed.
    @Tanya Nieto-Winzey, what circumstances are you finding that require proof of vaccination. In the US here, as far as I know, we just have to follow the state and local requirements and know what the hotel is doing above and beyond those, if they are.

    From my current knowledge, proof of vaccination is not yet required for US Passports, although to enter the US from another country, a negative Covid-19 test is required.

    My recommendation would be to encourage the potential attendees to check their own countries' Covid-19 protocols website​ and to provide them with the webpage link to the hosting country's and city's Covid-19 requirements, as well as the link to the hotel/venue's Covid-19 requirements.

    I don't think planners can take on the responsibility of knowing every country's Covid-19 protocols, but focusing on the country, state, city, and hotel requirements of the event location makes sense to me.​

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



  • 29.  RE: Ask the Expert Event with Professional Services – Virtual & Hybrid Events and the Attendee Hub!

    Cvent Staff
    Posted 05-20-2021 11:49
    No replies, thread closed.
    Hi Brenda,

    Definitely great points made on being as safe and keeping your attendees as safe as possible while attending an in-person event. We agree, Planners will not be able to track all the different guidances globally based on the physical event location. The best recommendation, as you highlighted, is to focus on what you, as the planner, can control, and that is the actual venue onsite in that local area. You can also communicated as part of your communications strategy about COVID-19/Health Practices to ensure the information is provided to attendees in advance.

    As agencies and local authorities align on guidances, onsite event practices will become more clear.

    Best,

    ------------------------------
    Aaron Robinson
    Cvent Inc
    ------------------------------



  • 30.  RE: Ask the Expert Event with Professional Services – Virtual & Hybrid Events and the Attendee Hub!

    Cvent Staff
    Posted 05-20-2021 11:40
    No replies, thread closed.
    Hi Heather,

    This is a great question! In terms just a few of the main benefits of moving to a dedicated virtual platform like Attendee Hub, your Department event content can be made available to attendees the moment they access the online session and content can be made on demand and at their fingertips up until a specific date/time set by the Cvent Admin. I have listed a few more positive outcomes below as well but each event will be unique, with specific event goals.

    • Increased attendee count due to no need for physical travel
    • More value and exposure for exhibitors and sponsors
    • Reduced onsite expenses since the venue is online
    • Direct 1:1 Networking with attendees
    • Offers greater flexibility for attendees
    Best,

    ------------------------------
    Aaron Robinson
    Cvent Inc
    ------------------------------



  • 31.  RE: Ask the Expert Event with Professional Services – Virtual & Hybrid Events and the Attendee Hub!

    Cvent Staff
    Posted 05-20-2021 11:45
    No replies, thread closed.
    Hi Eva, 

    I also wanted to add in here some other best practices! One thing I have seen from my previous customers is to talk about a game plan for day of the event. For example, which booth staff will be opening the meeting and will serve as the host? Are you going to be using breakout rooms if there is heavy traffic in the booth meetings? Another best practice is to open the VAH website early to allow exhibitors to preview their booths and use the exhibitor tasks to assign tasks for them to complete their profile. 

    Hope this helps! 


    ------------------------------
    Evelyn Jaramillo
    Cvent Inc
    ------------------------------



  • 32.  RE: Ask the Expert Event with Professional Services – Virtual & Hybrid Events and the Attendee Hub!

    Cvent Staff
    Posted 05-20-2021 12:02
    No replies, thread closed.

    Thank you all for your contributions today, and a special thank you to our experts from the Professional Services team for your insights!

    We will be closing this thread, however if you have additional questions or best practices you'd like to learn, be sure to post a new discussion in the Open Forum. :) 

    If you have any product feedback on the Attendee Hub or taking your virtual & hybrid event to the next level, you can always share it as an idea in the Ideas section of the Community and select the Attendee Hub category.



    ------------------------------
    Danni Czark
    Senior Associate, Online Community Marketing
    Cvent
    ------------------------------