Simplify Your Event Planning with Cvent
Cvent is a robust event management platform used by the UF Conference Department to streamline and manage events. It offers a comprehensive suite of tools that support various stages of the event lifecycle, including registration, reporting, venue sourcing, attendee arrival, and mobile app integration. Below is a detailed breakdown of how the UF Conference team can help support offer flexibility and support to streamline planning for your next event and provide an exceptional attendee experience:
1. Event Registration
Cvent provides powerful tools to streamline event registration, ensuring an efficient and seamless experience for both organizers and attendees. Features include:
Customizable Registration Forms: Create tailored registration forms that match your event’s branding and data collection needs (e.g., attendee demographics, session preferences).
Automated Workflows: Set up automated confirmation emails, reminders, and notifications to keep attendees informed.
Payment Processing: Cvent allows event organizers to handle payments securely, including integrating with payment gateways to process ticket sales or registration fees.
Group Registration: Support for group registrations, where one person can register multiple attendees at once, simplifying large-scale event sign-ups.
Multi-Event Registration: If hosting a series of events, attendees can register for multiple events in a single session.
2. Reporting and Access
Cvent offers advanced reporting tools that give event organizers real-time insights into event data. Key features include:
Customizable Dashboards: Event organizers can create personalized dashboards to track registrations, revenue, attendee behavior, and more.
Real-Time Reporting: Access real-time reports to track attendee engagement, registration status, session popularity, and other event metrics.
Exportable Data: Generate detailed reports in formats like Excel, PDF, or CSV for easy sharing and further analysis.
Analytics Tools: In-depth analytics capabilities allow for better understanding of attendee demographics, engagement, and other key metrics. This helps refine future events and improve attendee experience.
3. Venue Sourcing
Cvent’s venue sourcing solution simplifies the process of finding and securing the right venues for your events. Features include:
Venue Database: Access a comprehensive database of over 200,000 venues globally, with detailed information such as pricing, availability, and capacity.
RFP Management: Create and send requests for proposals (RFPs) to venues directly through Cvent, making it easier to compare quotes and contract terms.
Venue Search Filters: Apply specific filters (e.g., location, size, amenities) to narrow down options and find the best venue for your event needs.
Contract Negotiation Tools: Cvent helps streamline the contract negotiation process with built-in templates and tools to track terms and approvals.
Venue Reviews and Ratings: Read reviews from other users to assess venue quality and suitability for your event.
4. On-Arrival Support (Check-in and Badging)
Cvent offers an efficient solution for managing attendee check-in and event badges, which enhances the on-arrival experience. Features include:
Self-Check-In Kiosks: Attendees can check themselves in at self-service kiosks, speeding up the check-in process and reducing wait times.
QR Code Scanning: Attendees can receive QR codes for quick check-in using their mobile phones or printed tickets. This enables a smooth and efficient entry process.
Badge Printing: Automatically print badges for attendees at the event entrance or in advance, customized with attendee information, event branding, and barcodes.
On-Site Staff Management: Cvent’s on-site management tools enable event staff to track attendance and assist with check-ins, offering real-time updates on attendee flow.
Queue Management: Tools for managing lines and reducing bottlenecks at registration desks, improving the overall attendee experience upon arrival.
5. Mobile App
Cvent’s mobile app helps enhance attendee engagement and interaction, offering essential features for events of all sizes. Key capabilities include:
Personalized Agenda: Attendees can view and customize their own event schedules, allowing them to track sessions, meetings, and networking opportunities.
Networking Tools: Facilitates networking by allowing attendees to connect, chat, and schedule meetings with others based on shared interests or session topics.
Real-Time Event Updates: Send push notifications to attendees about session changes, event announcements, or last-minute updates.
Interactive Floor Plans: Provides detailed venue maps, helping attendees navigate the event space with ease.
Session Feedback: Attendees can rate sessions and provide feedback directly through the mobile app, enabling organizers to track satisfaction in real time.
Gamification and Engagement: Features like event leaderboards, quizzes, and polls keep attendees engaged throughout the event, fostering a more interactive experience.
CVENT Fees:
2.95% credit card merchant fee assessed by credit card payments collected directly by CVENT payments.
7% admin fee assessed on registration revenue to help support the cost of the new registration system for conference department team members, admin staff, and support related to registration build, registration support, reporting access, and fiscal payment processes.
Deposits will be remitted weekly for program fees collected and deposited directly to your program account. The credit card fee and admin fees will also be assessed directly each week and taken out up front, so there will be a true financial picture of your operating event budget of available revenue.