Open Forum

 View Only
  • 1.  Save the Date Functionality

    Posted 03-20-2023 15:17

    Has anyone used the Save the Date email and then the same site for Registration?  We find that we can't have our registration site completed (without hiding pages) while people are responding to the Save the Date.  Is the best way to poll invitees ahead of time via a survey, so then we're only sending registration emails to those that replied Yes to the survey?  

    Seems like a very confusing process overall and not efficient.   We've also had a lot of the Save the Date emails go to invitees' Junk folders, not sure much can be done about other companies firewalls.  

    We have this issue with one meeting coming up in June.  We have three more that we'll have to do the same process for, so I'd like to get any best practices you've tried to reduce stress and frustration.  Open to ideas. Thanks very much!!


    #Registration

    ------------------------------
    Donna Powell
    Distribution Strategies Project Leader
    Selective Insurance of America
    ------------------------------


  • 2.  RE: Save the Date Functionality

    Posted 03-21-2023 10:10

    Hi Donna,

    If we send out a Save the Date that needs a response, I use a separate survey. 

    For the emails not going to invitees, this is a known problem and it is my understanding that it is caused by spam blocking software that checks to see if the email is originating from an actual IP address of the company listed. You can ask your recipient companies to whitelist Cvent. Here are a couple articles:

    https://support.cvent.com/s/communityarticle/What-domains-should-we-whitelist-for-Cvent-emails?is_article=true&lang=en_US&searchFor=whitelist&page=

    https://support.cvent.com/s/communityarticle/What-Cvent-IP-addresses-should-we-whitelist

    As a work-around, if we find that emails to multiple people at the same company aren't even being opened, we assume they aren't receiving them due to a company email policy. We will then add an internal person's email address to an email address field that we've created (e.g. "Internal Email to copy"), resend the invitation, and have the internal person forward their invitation with a message like, "Hey, just wanted to make sure you saw this invitation to our event."



    ------------------------------
    Jill Campbell
    Cvent Specialist
    Chubb INA Holdings IncUnited States
    ------------------------------



  • 3.  RE: Save the Date Functionality

    User Group Member
    Posted 03-21-2023 19:45

    We use a different platform for a Save the Sate survey/interest form. 

    We have the Junk folder issue with many emails that go out from Cvent, not just the Save the Date messages. We tend to use our other email platform (MailChimp) for marketing events prior to registration launch and just use Cvent once our event registration is open. Good luck!



    ------------------------------
    Cate Liverman
    Constituent Relations Director
    UVA Medical Alumni Association and Medical School FoundationUnited States
    ------------------------------



  • 4.  RE: Save the Date Functionality

    Posted 03-22-2023 08:23

    Thanks for the replies.



    ------------------------------
    Donna Powell
    Distribution Strategies Project Leader
    Selective Insurance of AmericaUnited States
    ------------------------------



  • 5.  RE: Save the Date Functionality

    User Group Member
    Posted 03-24-2023 12:16

    I would send separately and upload the responses of Yes and Maybe to the event invitation list.  You can even collect some basic information with the Yes and Maybes - such a preferred email address, name, company



    ------------------------------
    Julie-Michelle Davis, CMP
    Meetings Manager
    Amex GBT - USA
    ------------------------------