The ABCs of Event Builds and Management: Your First Steps to a Successful Event

A: Account Setup and Admission Management

1. Account Email Address

Your account email addresses act as your event’s identity. Add these in the Admin settings early, as they’ll be the only options available for the Event Planner’s email or the “From” email address for communications. Choose addresses aligned with your branding to maintain a professional image.

2. Admission Item

Think of admission items as your event’s gatekeepers—they're mandatory for registration. Plan them carefully:

• Example: Create a “Friday Pass” for attendees who only want access to Friday’s sessions.

• Tip: Link specific sessions and optional items to admission types to tailor the experience for your audience.

B: Building Advanced Filters and Rules

1. Advanced Filters

Filters help you segment your audience and control access. Want to offer a member-exclusive discount? Use advanced filters to apply the discount only to those with the “Member” registration type.

• Pro Tip: Test filters with small groups before launching them broadly.

2. Advanced Rules

Set boundaries with advanced rules:

• Limit how many items attendees can buy (e.g., raffle tickets).

• Define session minimums and maximums to optimize participation.

• Add travel-specific rules, like mandatory check-in dates for attendees.

  
  

  Note: This feature is available for enterprise users or as an add-on.

C: Contact and Communication Management

1. Contacts and Groups

Organize your attendees with the Address Book:

• Use Contact Groups to segment attendees by role, such as VIPs or Sponsors.

• Employ Contact Types for event-specific perks, like assigning special rates for VIP registrants.

2. Contact Snapshot

For frequent planners, the Contact Snapshot is invaluable—it stores event-specific contact details outside your main Address Book, making multi-event planning seamless.

3. Data Tags

Personalize your communications with data tags, much like mail merges. Insert placeholders like “{[C-FIRST NAME]}” in emails to automatically populate attendee names. This dynamic approach enhances engagement.

D: Designing Event-Specific Features

1. Event Calendar and Status

Display your event details via an Event Calendar widget on your website. Track its Event Status closely—from "Pending" to "Active"—to manage registration and testing timelines effectively.

2. Custom URL or Private Domain

Create a memorable event web address, like “YourEventName.cvent.com” or a custom domain like “YourWebsite.com.” Both options enhance your branding and accessibility.

E: Elevating Attendee Experience

1. Registration Paths

Customize the journey for different attendee groups with Registration Paths. For instance:

• Members see discounted rates and exclusive sessions.

• Exhibitors access booth setup details.

2. Session Design

• Included Sessions: Automatically add must-attend activities to every registration.

• Optional Sessions: Let attendees choose what interests them, setting individual session capacities and fees for better control.

F: Financial Tools and Incentives

1. Discount Codes

Encourage early registration with codes like “EARLYBIRD20” to offer discounts. Import up to 250 codes for larger events.

2. Credits and Points

For educational events, track participation using credits that attendees earn by completing sessions. These are especially useful for professional development programs.

G: Group and Guest Registrations

1. Group Registration

Simplify the process for organizations registering multiple attendees. Each registrant receives their own email, confirmation, and payment record for clarity.

2. Guest Registration

Enable attendees to register additional guests, such as family members. These registrations can be free or fee-based, depending on your setup.

H: Hotel and Travel Logistics

1. Hotel Requests

Use the hotel request feature to collect and manage attendees’ accommodation preferences, ensuring smooth bookings for them.

2. Group Flights

Coordinate travel with group flight bookings. Offer pre-reserved flights attendees can select during registration for a stress-free travel experience.

I: Invitations and Communication

1. Invitation Lists

Create segmented lists for tailored communication at every stage—pre-event, during, and post-event. Ensure each list targets specific audience needs.

2. Open Rates

Monitor email engagement with open rate reports to refine your messaging strategy. Aim for clarity and relevance to boost these rates.

T: Testing and Troubleshooting

1. Testing Scenarios

Before going live, simulate different registration experiences to ensure everything works as intended. Invite non-Cvent users to test paths and provide feedback.

Your Event Success Starts Here

By mastering these ABCs of event builds and management, you’ll be equipped to create well-structured, attendee-focused events. Focus on these foundational strategies, and your event will be set up for success from the start.

Ready to plan your next event? Dive into your platform today and start implementing these steps.