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Presented By
Jade LitchfieldSenior Project Manager, [email protected]
HFMA | Past -President NENY
CVENT
How To Set Up Event Website
Minus The Frustration
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Goals
• Learn how to set up a CVENT program
• Knowledge Share CVENT Best Practices
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CVENT Basics• HFMA Registration Platform for Chapters
• What this means:
– Admin items are owned by National HFMA
• Account e-mail addresses can only be added by
National
• Oversee User accounts
• Merchant Accounts
**If you see something in documentation and can’t
find it – likely it’s locked down**
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Admin Tools
DifferentAdministration
Tab
• Events
• Supplier Network
• Libraries Reporting
• Reporting
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CVENT Basics
Create
awesome
backgrounds
Create
sponsorship
page for
event
Link to
Social
Media
Registrations
can have
different
paths for
members vs
non-members
**System is very customizable and configurable**Don’t Reinvent the Wheel**
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Quick Menu • If you have no idea where to start I suggest using
the Quick Menu – Located on the right-hand side
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Building Event - Type
Helpful Site to Determine Event Type:
https://support.cvent.com/apex/CommunityArticle?id=000010272
NOTE: Events requiring waitlists, registration paths, sessions, session groups, travel, imported registrants, or general ledger codes, along with other more complicated features will not be supported with an express event.
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Event Details – Event Information
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Event Details - Event Planner
Note: This field is a drop down and only
show e-mail addresses that National
has entered as the Admin. If you need
an e-mail added only national HFMA
can do this. This is also
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Event Details - Event Planner
Note: Event Planner
will receive all the
“Contact Us” e-mails
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Custom HFMA Fields
Event Information -
Custom Fields
• Created by HFMA
used for chapter
reporting
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Event Details
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Event Configuration
Controlled by National
HFMA – however
some of these fields
are editable
How items appear or
don’t appear on the
website
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Event Details – Planning - Speakers
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Event Details – Documents/Media• Helpful Link:
https://support.cvent.com/apex/CommunityArticle?id=000002343&Lang=
en_US&searchTerm=documents#event
• How to Link Documents:
https://support.cvent.com/apex/CommunityArticle?id=000002351
Media Library
• Image (GIF, JPG, PNG)
• Audio (MP3, ACC, M4A)
• Flash (SWF)
Documents Library
• See Next Slide
• To add documents to website
• Website>Event Website>Select
Page>Edit Section>Insert>Select
Documents
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Documents Library – Admin • Shared Across Regions/Chapters
• Admin>Libraries>Select Folder>+ Add FileNote: Once file is
uploaded you can
double click it to edit
security + get reference
link
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Registration – Pricing (Fees)
This is where you add all
pricing – sponsorship,
membership, non-
membership, etc. https://support.cvent.com/apex/CommunityArt
icle?id=000002656&Lang=en_US&searchTerm=pricing
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Event Details – Registration Types
Event Information - Registration Types
• Attendees can only have one registration type
Contact Types set by National HFMA
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Website & Registration
Event Website –
• Here is where you
display and edit
pages on your
website
• Preview mode is
your friend
• To edit order on
website pages click
the and drag
• To edit the actual
page click on the
page name
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Website - Layout Selection
Website- Layout
• Select your layout
• Click on section to
update
Website- Layout
• Click ellipsis (…) to
edit photo
• Links to Document
Library
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Website -Theme• The possibilities are endless – have fun with
it!
Need some help:
https://support.cvent.com/apex/CommunityArticle?id=000002326&Lang=en_US&searchTerm=w
ebsite%20theme
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Registration – Registration Paths (Settings) • Note: Before you set up a “Registration Path” you must set
up “Registration Types”
• Registration paths will provide different experiences and
options for invitees when they register for the event.
– This where you can apply guest settings and guest fields
– Add Custom Questions
– Select Payment Types
– Allow use of discount code, etc.
– Pro-Tip: Create One Path and Duplicate it (Only Change Fields as
Needed)
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Registration – Registration Pages• This is what the user sees when they register
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Registration - Registration Questions• This is where you enter custom questions that you wish to
ask your attendees
Important:
Remember to
select which
registration path
**Shows
registration path
under question
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Test Mode• Once you think you have everything
completed – move your event to test mode
– This will send you an e-mail and you can register
as many people in test mode as you like
(registrants will go away once event is launched)
• Once Launched – you cannot move back to
test)• https://support.cvent.com/apex/CommunityArticle?id=00000
2633&Lang=en_US&searchTerm=test%20mode
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Bit More Challenging
• Invoices
• Whole chat support document
on how to update these
• Uploaded to Certificate
Library –Can other chapters
use mine?
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Helpful Support Links • What can’t be changed after I launch my event:
https://support.cvent.com/apex/CommunityArticle?id=000009967&Lang=en_US
&searchTerm=remove%20cancelled%20event
• Event Website 101:
https://support.cvent.com/apex/CommunityArticle?id=000062730&Lang=en_US
&searchTerm=remove%20cancelled%20event
• Building Out Your First Event:
https://support.cvent.com/apex/CommunityArticle?id=000003839&Lang=en_US
&searchTerm=create%20event
• Event Type Cheat Sheet:
https://support.cvent.com/apex/CommunityArticle?id=000010272
• Event Training Videos:
https://support.cvent.com/apex/CommunityArticle?id=000001472
• Button Maker: https://dabuttonfactory.com/
• Jade Litchfield: [email protected]
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Questions?