Cvent: Promoting your event and inviting attendees


Once you have configured your event, you want to let your audience know about it. And how you do that depends on the type of event you are having. There are public events welcome for anyone to register and there are private events where the “guest” list is restricted. Once you determine your event type, you can decide what method works best for notifying your audience.

 

Sending Invitations using Cvent

Cvent provides support for sending event invitations directly to your registrants. This is done via Invitation lists. If you want the recipient to be identified by name within the email with a customized registration link that preserves information about the invitee, you will want to use Invitation Lists. Members of these lists are tracked so you can determine if the recipient accepted or declined the invitation or if there was no response. However, you don’t add individuals to these lists. You populate them by importing members of groups which are managed with the central Contacts directory. However, because the central Contacts Address Book is a shared resource among all Cvent planners, there are restrictions on how users are added to this central listing. 

Contact groups imported from DADD

Using the Segmentation tool within DADD (Duke Alumni Development Database), you can enter a query to generate a list of users who meet your search terms. Once you have determined the query is generating the correct results, you can enable to option to propagate your group to the Cvent Address Book. If the user is not present in the Address Book, they will be added. If they are present, they will be included in your group. If they no longer meet the criteria, they will be removed from your group in Cvent but will remain present in the Address Book. Follow this process for importing contact groups from DADD.

  1. Verify that an existing Cvent contact groups or combination of groups will not meet your needs.
  2. Go to https://duke.qualtrics.com/jfe/form/SV_afUYWimu9PXdRrv and complete the form. Your group will be created with a particular naming convention of “DEPARTMENT-groupname” (for example: “DAA_Fall Seminar” or “DAA-Fall-Seminar”). 
  3. After the query has been added to the Segmentation Tool, verify the group is being populated in Cvent. 

Importing contacts not present in the Address Book. 

You may find that those you wish to invite are not present in DADD and are not included in the Address Book. In these cases, you will need to submit a request to dukecvent@duke.edu or contact the Service Desk indicating you need contacts imported into Cvent. Please provide a spreadsheet that contains an Email Address, First Name, Last Name and the Duke Unique ID number (OPTIONAL). Please allow 5 business days for your request to be completed.   

Requesting a contact group be created

The Cvent “Address Book” is shared among all Duke Cvent users (planners). For that reason, the permission to create or modify contacts or groups within it is limited and controlled. This is necessary to minimize duplication of user records and reduce “bad entries” such as blank names.

  1. Verify that an existing Cvent contact groups or combination of groups will not meet your needs.
  2. Email dukecvent@duke.edu including a descriptive name for your group (for example: “Fall Seminar”). Please limit group names to alpha-numeric characters with the exception of spaces, hyphens, and underscores.
  3. Your group will be created with a naming convention of “DEPARTMENT-groupname” (for example: OIT_Fall Seminar” or “OIT-Fall-Seminar”).

Populating Invitation lists using the Address Book

If your event is open to anyone, your best option is to use WebLinks which can be included in mass email solutions or which can be linked from a website. However, if all or part of your event is private, you will need to create Invitation Lists. The Invitation Lists are also necessary to validate who can register for parts of your event that are restricted. You can manually select individuals from the Contacts address book to be added to a list. You can also select a Contact Group and import all the members to your Invitation List. Once the list is created, users can register for the event and they are found in the Invitation List, their status will be updated. 

  1. Within your event, go to Promotion & Communication -> Email -> Invitation Lists
  2. Click the button Create Invitation List
  3. Provide a Name and optionally a Description
  4. In the Email Options section, verify the From name and Email Address
  5. Unless necessary, do not modify Advanced Settings section. For example, if you are using Registration Types you can assign that value in this section. 
  6. Save changes. 
  7. Click the List Members button and select Add Contacts from Address Book
  8. Click the drop-down list by Contact group and select your contact group.
  9. Click the box by each name that should be added. To select all, click the check box in the header row. 
  10. Click the Add button and the Confirm button when prompted to add the users to the list. NOTE: These users are not emailed at this time even though you will see “no response” in Status. 

Create a weblinks for your event.

For public events, Weblinks are a simple option for registrants. Weblinks are URLs that take the user to specific registration pages. This option is attractive in that your recipients do not have to exist in the Cvents Contacts list. You can use other email providers to send your invitation or you can add the link to a website. You can also create Weblinks associated to specific Registration Paths. Follow this procedure to create Weblinks for your event.

  1. Within your event, go to Promotion & Communication -> Web -> Weblinks.
  2. Weblinks related to different parts of your event already created and ready for use. However, you cannot test them until your event is launched. Once “live”, you can test the various weblinks. 

    1. Summary: This is a link to a page that provides a summary of your event. This page also includes a “Register” button. 
    2. Event agenda: Unless you’ve enabled the Agenda page, this link will take visitors to the Summary page.
    3. Registration: This link will take a visitor directly to the first registration page bypassing the Summary. 
  3. You can also create custom links. This is useful if you have multiple registration paths or want to link to other event pages such as the Contact Us page. 
  4. Click the button Create Link
  5. Provide a Name for your link that indicates why it’s needed (for example: “Path 2”). 
  6. OPTIONAL: provide a Reference ID (this is appended to the URL and allows you to run reports on which registrants used this link to register). 
  7. Select the target of the URL with the In the If invitees arrive from this link, they will go to the:
    1. Landing Page: if this option is chosen you can select which of the “tabs” will be the target of the URL with the default being the “Summary” page. Many options are available including Invitation, FAQ, Speakers, etc. 
    2. Registration Path: if this option is chosen, you can select which “path” should be activated for the registrant. WARNING: the email address used during registration must be associated with an Invitation List. Otherwise, the parts of the event that are restricted will not be visible to the registrant. 
  8. Click Save. If you event is launched, you can test the URL.

 

Using social media for your event.

Cvent allows event planners to embed social sharing links on the event website and/or encourage registrants to share once their registration process is complete. The event planner can upload the Event Image, Post Title, Post Text, Event hashtag, whether or not to display a share bar on the event website (and where on the page it would be placed), and whether or not to prompt registrants to share.

IMPORTANT: As an event planner, you may not be interested in Social Media. But be aware if someone posts a link to your event, images that are associated with this feature may be displayed which may not be in keeping with the look of your event. You should take steps to update the content associated with Social Media.

  1. If it is not enabled, go to Event Details -> General -> Event Configuration.
  2. Click Edit and enable Social Media then Save changes. 
  3. Within your event, go to Promotion & Communication -> Web -> Social Media.
  4. Update the information on the Sharing tab.
    1. Click the Edit button and at a minimum update or remove the Event Image and update the fields in the Basic Information box. 
    2. Modify the Post Title and optionally enter Post Text. NOTE: you are limited to 1000 characters in the Post Text. 
    3. Modify the Twitter Post Text as appropriate (115 characters available).
    4. Provide a hashtag. This will be included in your posts and does count against the 115 character limit.
    5. You can include a Share Bar on your event website which permits users to make posts on social media sites. Cvent allows you to determine where this Share Bar is located and you can provide a Reference ID which will allow you track how this share bar was used. Click No if you do not want a Share Bar.
    6. You can enable a Share Prompt. This will encourage registrants to share the event after they complete the registration and you can provide a Reference ID which will allow you track how this share prompt was used. Modify these settings as appropriate. Click No if you do not want a Share Prompt.
    7. Save changes. If you do not plan to use Social Media, you can disable the feature at Event Details -> General -> Event Configuration. REMINDER: if someone posts a link to your event on social media sites the updates you made should be reflected. 
  5. Select the Following tab and if changes need to be made, click the Edit button. 
    1. Indicate if the Follow Bar will be displayed (this allows users to link their social media profiles with your organization). 
    2. If activated, indicate which social media services will be displayed. 
    3. Save changes. 
  6. Select the Feeds tab and update the information if you plan to publish event-related posts, then Save changes. 

There is a known issue between Cvent and Facebook where the name of the event is not being updated correctly. Please see this article to get the latest information on what needs to be done to facilitate the update