Hi, all! For today's edition of Tip of the Week, we were inspired by internal Cvent events that recently took place. First, we had our Global Companywide event held virtually for the first time. Then, we carried on the excitement through the Sales Kickoff meeting, and held our divisional meetings for the SVS and Event Cloud teams. Through this entire event, the Cventer only registered once, and then used the Attendee Hub to update their agenda for these various sessions and experiences.
Similarly, Cvent is hosting the final sessions of our Customer Success Group workshop series this week. Here, anyone interested in the 3 topics of Solution Evolution (Flex, New Reports, and Access Portals) could register for the entire event, and then select the unique sessions for each topic.
Although these were configured slightly differently between the Attendee Hub agenda experience and Flex event registration, the structure of the events was the same – umbrella events.
Umbrella events are what we consider a group of events with a single overarching registration process. Read on for some tips and features that can enhance your set-up if you do the same.
In Attendee Hub:
Questions for You:
Share your experiences, tips, and questions below! #CventTip
Hi Angela,Great question! This can be set-up the way you mentioned, and also keep in mind you can use the Time Zone widgets in Flex to allow the attendee to set their time zone based on their device. If it is an entirely global event that you feel it may be tough to manage, you could consider registration events per larger region, and then drill down into the time zones from there. An example of how Cvent achieves this is through our Customer Success Groups, where we did have different registration events for North America, Europe, and APAC regions. The North America registration event was configured in the umbrella-event style with 3 different "events" created as sessions. Regarding the long-term event series, again using Cvent as an example, we kept these registration and Attendee Hub experiences open for several months and it worked well. Using the Cvent Video Player, you can keep your content on-demand for 90 days post-event. You can consider closing sessions once passed to ensure they are removed from agendas and avoid any confusion. This may be a more strategic configuration, so we'd always recommend connecting with your Client Success resource for further discussion!
Hi Evan,I see, this is a great scenario to look into more. Do the new sessions become available on a set date, or is it somewhat of a rolling addition to the agenda/event series? If it is a set date, could you consider having an overall two-phase registration experience? This would require all invitees to register initially, providing their basic information, and then once all sessions are available, sending out that second "invitation" where you are announcing the agenda is live. If you are using the Attendee Hub, you could also consider having the entire session selection experience through the Attendee Website. While this would still require the same emails to be sent, it may be a bit easier for the registrant to manage, as they'd simply log into the website and browse/add what they'd like. Then, this will sync back to your Flex registration event.Overall, as long as the messaging and registrant instructions are clear, I do think your original note of 2 invitations would still work. The audiences of the emails would either be Undecided Invitees for those not registered at all, or Accepted Registrants for those added to the event who would want to check out the new sessions.If any other users on this thread have ideas for Evan, please feel free to share, as well! :)