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 |
