How To Guide
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Cvent: Event Marketing & Management
Advancement Toolkit Cvent: Event Marketing & Management
Cvent Overview
Cvent is used for event marketing and management with email invitations, summary website, registration, attendee check-in and reporting functionality.
Cvent is available for Development-related events only and is the approved platform to collect event-related monies. Cvent requests are contingent upon approval from a Development Officer.
Access to the system is granted through the UF Advancement Digital Communications team upon the successful completion of three required webinars. Please contact Martha Jakab, digital applications manager, to begin this process.
If you are planning a free event, please contact Martha to discuss alternative avenues to promote and manage as Cvent is fee-based.
Timeline
Consider Cvent set up as a precursor to your event that also requires planning and consideration. The recommended timeline from the day you request event management to event launch is at least 10 weekdays. Some events require additional time, especially those spanning multiple days and/or sessions.
Please keep in mind that there is a testing and approval phase for all Cvent requests through UF Advancement Digital Communications. To expedite this process, project sponsors are highly encouraged to test their forms before submitting for formal testing.
Cvent requests are handled through Quickbase, a project management system. With just a few steps, you’re project proposal will be in queue:
- Access the project proposal form – www.uff.ufl.edu/commproject
- Complete the project proposal form
- Add one or more Cvent marketing requests
- Complete the request details:
- Event date
- Registration launch date
- Expected attendance
- Fund name, number and administrator
- Your request will be reviewed, approved and assigned within 1-2 days.
| Day(s) | Task(s) |
|---|---|
| 10 | Event submitted to Quickbase project queue, www.uff.ufl.edu/commproject, for review by Digital Communications |
| 9 - 8 | Project approved and assigned to Martha by Digital Communications; notification email sent to sponsor with “ready to launch” link |
| 7 - 5 | Sponsor builds building summary page, event emails and registration form |
| 4 - 3 | Sponsor tests all aspects of their Cvent project; if there are issues with functionality and/or errors, contact Cvent support |
| 2 - 1 | Sponsor clicks “ready to launch” link in previously mentioned notification email; Martha receives confirmation, tests functionality of Cvent project and sends to Digital Communications leadership for final approval |
| 0 | Cvent project is launched and sponsor is notified via a Quickbase email |
Cvent Roles & Responsibilities
Event marketing and management via Cvent is a collaborative process between the project sponsor and UFA digital communications team. Please refer to this table for clarification on roles and responsibilities to successfully complete your request(s).
| Task | Project Sponsor | Digital Communications |
|---|---|---|
| Submit event request to project management system (Quickbase). | X | |
| Once approval is granted by Accounting, the request will be accepted and assigned accordingly by Digital Communications. | X | |
| Secure finalized copy, graphics, event schedule, fees, fund number and all other information related to the event. | X | |
| Build out Cvent summary page, registration page, payment page, confirmation page and all other pages related to the Cvent project. | X | |
| Build out Cvent invitation, confirmation and all other emails related to the Cvent project. | X | |
| Self-test Cvent registration form, make necessary corrections, then change project status in project management system to ‘Ready to Launch’. | X | |
| Thoroughly test and review the entire Cvent project to ensure its functionality and accuracy. Communicate with the Project Sponsor to address any necessary changes or corrections that may arise during this testing phase. Once all adjustments have been made and final approval has been obtained, proceed with the official launch of the Cvent project. | X |
