Cvent. Griffith University s event lifecycle and EDM software system

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1 Cvent Griffith University s event lifecycle and EDM software system

2 Cvent at Griffith University Until 2014, the university had no compliant event lifecycle and EDM software solution for stakeholder e-engagement, available to all staff. Following extensive research by Information Services (now Office of Digital Solutions), Griffith University chose the Cvent Enterprise system.

3 Cvent Helps us with what? Eliminate multiple event and marketing outputs using expensive and noncompliant legacy systems. Minimising manual and repetitive processes. Adhering to sustainability principals. Automatic tracking and extensive analytics/reporting capabilities. Brand conformity.

4 Cvent features There is no charge to university Departments, Elements or Centres for the use of Cvent. Cvent provides a comprehensive online training suite with the Learning Management System, videos, downloadable job aids, and the Cvent Community. 24/7 high level telephone support service. A significant number of EDM and event templates. Integrated Social media outputs. The Cvent system also facilitates electronic payment for guest/delegate registration fees through an approved merchant facility Acuvent (including electronically sent university tax receipts). Our Account Manager is in Australia at the Cvent office in Melbourne.

5 Your Login Account number GRFUAU001 Username provided with set up Password provided with set up Cvent contact the support staff are thoroughly professional and pleasant Cvent community - Chat or -

6 Creating newsletters please contact OMC at to discuss template options and corporate style. Creating Events please call Julie Townsend on ext or Mark Boath on ext as a template may be available for your event. Please access Cvent s Learning Management System to learn more about Cvent before starting your event build as follows First Time Log-in Instructions: URL: Code (Cvent Account Number): GRFUAU001 Each user will need to create a profile using the above code After your profile is created you can access the Learning Management System at

7 Choose the green button Create Event to begin. At this stage you will be presented with 3 creation methods A new event, Using an event template and Using an existing event. Events requiring waitlists, registration paths, sessions, session groups, travel, imported registrants, general ledger codes, or name badges, along with other more extensive features will not be supported with a Cvent express event therefore you should choose Standard Registration event type. See to help you choose which event type is best for your event. You must select Snapshot on the Event Configuration page to ensure your data is isolated from the Address Book (remember Cvent is not a CRM).

8 Once you have followed the steps to set up your event, here are some useful tips; Images Please liaise with OMC Design Studio to provide creative, brand conforming imagery. Please save your headers, footers, buttons and images in the library folder with your department/area name. You will need to save them into the library to access them for your event s and website. This can be found under Admin/Libraries. Website and Event headers/banners Your e-invitation header should be 600 pixels wide for your invitation header x 220 pixels high. The website headers needs to be 790 pixels wide x 220 pixels high. There is flexibility in the height of your artwork.

9 IMPORTANT On every new website and invitation output, there is an automatic Cvent footer which must be turned off. Go to Website & Registration/Website/Event Website/Layout click on footer - footer options appear on the right hand side leave Footer active but turn display Powered by Cvent and Copyright to No then click Save. To preview the change click on preview on the top right hand side Opt out message on s A Cvent opt-out message always appears when you set up your event s (Invitation, Reminders, Confirmation etc. This must be deleted and replaced with the following text at the bottom of your s. When someone opts out of Cvent directly it opts them out from receiving s from anyone using Cvent within the University.

10 IMPORTANT Opt-out pathways Please use the following. This should be incorporated above the footer Terms and Conditions - Privacy Statement To unsubscribe from receiving s from <place school/department name here>, please reply to this invitation with 'unsubscribe' in the subject line. You must ensure you delete unsubscribed recipients from your database. If you have created an intranet form, with OMC, to interact with those who wish to unsubscribe please use the following. To unsubscribe from receiving s from <place school/department name here>, please <unsubscribe> (this would be hotlinked to your on-line form)>

11 IMPORTANT The following text must be copied into your invitation and/or first registration page. Privacy Statement Griffith University collects, stores, and uses personal information only for the purposes of administering university events. The information collected will be handled in accordance with Griffith University's Privacy Policy. (this must be hotlinked to the policy page)

12 Once you have built your event, here are some useful tips; Check and Test Check each page from the invitation through the accept and decline pathways for correct Header and content. These are in Promotions & Communications Event s. This is particularly important if you have copied an event. If you have switched on Social Media at Promotions & Communications - Web Social Media. Check the image and content of the Social media page. Once again this is very important if you have copied an event. Once you have created your event and you are happy with it select Move to Test Mode on the Overview page. Test all pathways thoroughly before sending for approval to both Julie Townsend and Mark Boath.

13 After your event has been approved, please launch your event (Event Details/Event Status/Launch Event) before uploading your guest list/contact group as you will need to delete all your test data. If the test data is not erased, it becomes part of the live event record. Importing/uploading contacts Step 1 Create a contact group for your data Go to Contacts/contact groups/create contact group. If you create your contact group during the upload process, you don t have the option to restrict visibility to your group, meaning other Cvent users can see your data. As a default, all Cvent users are ticked - just untick the ones who are not part of your group. This ensures your contact group visibility remains within your group only. Choose Standard for Event lists and Distribution List for Newsletter lists. Please name the contact group with your school/element acronym followed by event title eg: GBS Alumni Dinner. And remember to save.

14 Importing/uploading contacts (Continued) Step 2 Uploading your lists/contacts TIP: Ensure your excel spreadsheet only contain the columns you want to upload and all columns contain data. For example: If you upload a blank First Name column, it will overwrite all first names in the system. TIP: Cvent operates on a one address per contact/recipient basis. Do not send invitations to a group as the address can only be used by one person. We recommend the following procedure for a group address: 1. Screenshot invitation (use printer friendly view) 2. From your address send invitation to group address specifying recipients in your text and ask recipients to reply to your as the invitation will have another RSVP pathway 3. Add acceptances directly into Cvent Invitee Management/Register Invitee.

15 Importing/uploading contacts (Continued) When you are ready to upload your list/contacts go to your event and choose Promotion & Communication/Invitation Lists/List Members/import contacts. Choose the default import setting Insert new contacts and update existing contacts Once you have followed the steps to import your contacts you will need to run a Import Summary report to check they have uploaded into Cvent properly. Select Contacts on the top Nav Bar then Reporting/Import Summary. This report checks all the data you have uploaded into Cvent to ensure all addresses are correct. If there are any Contacts Skipped, click on the number and it will tell you why the was not loaded into Cvent. If the address is incorrect you can add it later to your event Invitee Management/Add Invitee.

16 THANK YOU