…………………………..…….…………….……. INTRODUCTION ……………………….…….……………...…….

Technology
-​ Cvent is the industry leader in event technology
-​ Event planner if 5th most stressful job
-​ Common pain points
-​ Creating safe and engaging event layouts
-​ Gathering and approving content and speakers
-​ Collecting accurate information from attendees
-​ Having a source of truth for all of that
-​ CVENT: helped to power almost 5 million meetings and events
-​ One stop shop solution
-​ Makes total events program easier

Total events program (TEP)

-​ Internal events
-​ Company Wide
-​ Sales kickoff
-​ Town hall
-​ Trainings
-​ Holiday party
-​ External events
-​ Conferences
-​ User
-​ Industry
-​ Field
-​ Road shows
-​ Seminars
-​ Webinars
-​ Customer
-​ Customer success
-​ User groups
-​ Trainings
-​ VIP
-​ Attend
-​ Trade shows
-​ Industry events
-​ Partner
 -​ Delivery model
-​ In person events
-​ Virtual events
-​ Hybrid events
-​ On demand (“netflix” for events)

Complete Event Management Platform (life cycle of typical event)

-​ 4 phases: CVENT created these solutions to help solve pain points of event planners
-​ Spreading the word, targeting the correct audience with invitation
-​ Getting accurate headcount when people are not rsvping
-​ Knowing exactly who showed up to the event
-​ This training is based on the event life cycle
-​ Planning
-​ Meeting approval and budgeting
-​ Venue sourcing
-​ Venue diagraming
-​ Speaker / exhibitor management
-​ Promotion
-​ Marketing
-​ Event website
-​ Registration
-​ Day of event
-​ Virtual and hybrid
-​ Onsight solutions
-​ Mobile event app
-​ Appointment
-​ Lead capture
-​ Post event
-​ Lead conversion
-​ Event insights
 …………………………..………………….……. PLANNING PHASE ……………………….…….……………...…….

The Planning Phase: event always starts with this phase

-​ Where meeting gets its start with an intake form, budget, a venue is sourced, and you
start managing exhibitors and sponsors who will be participating in the event

Meeting approval and budgeting (internal)

-​ Meeting request/intake form: streamline process of requesting meetings (especially
larger organizations with big meeting planning teams)
-​ Can be basic or detailed as necessary, will provide planners with a complete
overview of all meetings taking place, what departments are hosting them, whos
planning them, meeting size, location, or anything else they want to know
-​ Information in this form can automatically generate an event in CVENT, so
planners don't have to copy and paste everything
-​ Effectively track event related data
-​ Ability to create events directly from the meeting request
-​ Budget management: after meeting has been requested & accepted by planning team
(internal)
-​ Allows planners to put together event budget (can configure an event wide
budget setting, so basic setup is customized as you begin your budget creation
process per event, and can set up or import a general template to pull into all
events)
-​ Don’t need to keep adding same common budget items to each one they
create
-​ Track allocations: can set up categories and subcategories
-​ Add them to event and set up percentage break up, and monitor how much
they're spending in particular area
-​ Track budget item payments after everything is set up to ensure up to date
-​ Estimate how much they anticipate to spend
-​ Track event related expenses
-​ Organize spending and track allocations
-​ Configure a template to utilize across multiple events
-​ Reporting and cost savings formulas

Venue sourcing (internal)

-​ Easily find venues: CVENT supplier network
-​ Venue sourcing is a vital step in planning fees or in person event
-​ Search over 291,000 great venu options worldwide
 -​ Narrow down by city, and filters (capacity calculator, outdoor meeting space,
floor plans on file)

-​ Easily identify a venue’s safety practices

-​ Compare prices and select your venue
-​ Can set up RFP and compare responses (can take up to 20 hours per venue, but CVENT
shortened this process with this tool)
-​ Keep track of canceled space
-​ Calculate capacity to maintain safe standards
-​ Example: Dutch Family Wines and Spirits: insights to unique venues, boutique
hotels, and thousands of resorts worldwide, sent hundreds of RFPs to over
2,000 venues globally
-​ Also allows team to develop long standing relationships with venue
partners
-​ With over 13,000 h, managing rfps over 5 years, calculate over $150,000
in savings for manual labor costs

Event Venue diagramming tool (internal):

-​ Helps planners see their events before they even happen (internal)
-​ Design your space to comply with social distancing best practices
-​ Use registration data to automate seating and catering
-​ Collaborate with internal and external stakeholders in one place
-​ Helps eliminate hours of back and forth, arranging seating assignments, and helps
event planners to collaborate in real time with other event stakeholders
-​ Integrated with cvent registration, so planners don't have to manually upload registrant
names (already be available to create seating assignments)
-​ 3D View of Event Space
-​ Better sell your event vision internally
-​ Perform site visits virtually
-​ Cut the need for in person site visits

Speaker / exhibitor management (external)

-​ Self service tools for exhibitors
-​ Exhibitors and sponsors are important to drive revenue for an event
-​ CVENTs exhibitor management solution provides a self service portal for exhibitors to:
-​ Register booth staff and assign licenses
-​ Touchless lead capture and document sharing
-​ Manage appointments
 -​ Access real time data and reporting
-​ Analytics that showcase most active exhibitors
-​ Saves planners and exhibitors time, and makes lives easier

Abstract Management
-​ Designed to help event planners collect and curate speaker and content submissions to
ensure the event has the most engaging content possible
-​ Helps planners create a call for speakers to collect content proposals, organize content
and send to reviewers for scoring, select best content based on scores, and schedule
out event agenda
-​ Call for speakers (collect)
-​ Call for papers (review and decide)
-​ Award submissions (schedule)
-​ Works alongside speaker resource center: once content is collected and approved,
communicating with those speakers begins

Speaker Resource Planner

-​ Provides planners with an effective way to automate the assignment of speaker tasks
and collect required agreements and content needed for speaking at sessions
-​ This portal eliminates planner’s need to create session descriptions, speaker
bios, and other info
-​ Complete tasks
-​ Upload presentations
-​ Sign waivers
-​ Manage bio and headshot
-​ Update session content

…………………………..….…………….……. PROMOTION PHASE ……………………….………………...…….

Marketing
Event website
Registration
-​ Every event starts with communication

Event Marketing Power

-​ Marketing channels
-​ Website
-​ Email
-​ Social
-​ Partners
-​ Can sent personalized, targeted emails to drive people to register and create automated
smart campaigns through email from your website or through social media
-​ Help increase responses and invitation conversions
-​ When someone says they can attend they will automatically have access to:
-​ Prepopulated form
-​ Registrant questions
-​ Payment
-​ Confirmation email
-​ Reminder email
-​ Post event email/questions
-​ If someone responds no:
-​ Regret questions and regret email
-​ Can ask why (date, time, or not the right topic for them?)
-​ Can collect info to gain insight into why people may not be attending
-​ If someone doesn’t respond:
-​ Can automate invitation reminders to go out on scheduled basis (whatever you
think is best for your audience)

Send Personalized Emails to Attendees

-​ Able to send target, personalized, automated emails to engage the right audience, boost
response rates, and drive attendance
-​ Effective communication before, during, and after events:
-​ Help build excitement
-​ Keep attendees engaged
-​ Increase attendee loyalty
-​ Drive revenue opportunities
Website
-​ Through the invitation email or external marketing, goal is to get the audience to end
up at the event website
-​ Website: hub of information that hopefully will drive those individuals to register
-​ Planner can design in real time and preview without publishing
-​ Designs are automatically responsive on every device (can see what it looks like mobile
or on desktop)
-​ Planners can restore old versions and view all publish history (making collaboration
with team easier)
-​ Advanced design options
-​ Stay true to your branding with many custom ensign features
-​ Easily drag and drop widgets to elevate your website
-​ Available widgets include video, countdown timer, map, image carousel, and a
custom code widget
-​ Modern global themes: going to give planner ability to create with confidence
while staying on brand
-​ Site check tool: validates changes and prevents mistakes for best user
experience
-​ Website content
-​ Communicate important event details
-​ Create custom pages like FAQs, T&Cs, and agendas
-​ Display a list of fees
-​ Show off who’s already registered

Registration
-​ Ease of use
-​ Build your registration form using drag and drop widgets
-​ Easily find setting and customize text
-​ Total control
-​ Create a workflow as simple or complex as you want
-​ Completely customize your workflows, including number of pages and order of
content
-​ Collect payments, offer discounts/promos, and have the option to sell items or
collect donations
-​ Add a waitlist and create an approval process
-​ Planner can control entirety of registration workflows with menu of interactive
controls, no coding knowledge needed
-​ Attendees can log on any time and engage with them through website
 -​ Ex: can capture agreements for liability waiver and digitally issue a
badge with a QR code for easy check in onsite

……………………….…….…………….……. DAY OF EVENT PHASE ………………….…….……………...…….

Lead Capture
Appointments
Mobile Event App
Onsight Solutions
Virtual & Hybrid
-​ What planning and promotional phases are leading up to

Virtual Events
-​ Small Meetings: focus on content sharing and in-room engagement
-​ Webinars: 1-3 hour single “session” presentation
-​ Virtual Conferences: user conferences, industry conferences
-​ Internal Hybrid Events: town halls, sales kickoffs, company wide kickoff, trainings,
stakeholder meetings, department meetings
-​ External Hybrid Events: virtual alternative offered within an in person event
-​ Virtual events make event attendance more accessible to more people
-​ Goals: similar to in person (should be viewed, managed, and executed with the same
precision)

Why Hybrid Events?

-​ Best of Both Worlds
-​ In-Person Events: deepest level of attendee engagement
-​ Elevated networking experience
-​ Meaningful face to face connections
-​ Highest conversion of attendees to buyers
-​ Virtual Events: amplified event reach
-​ Exponential growth in registration numbers
-​ Great;y expand brand awareness
-​ Lower costs
-​ Key to Hybrid: you are planning one event with 2 difference experiences