User Interface (UI) | Cvent Flex

Classic Sunsetting Timeline

​

• July 1, 2021 | Create new events in Flex or Express only (cloning a Classic event or using a Classic template won't be an option).
• Existing Classic events can be launched through December 31.
• Dec. 31, 2021 | Ensure that all active events created in Classic are complete.

​

User Interface (UI)

User Experience (UX)

• Focus on the look & feel

​

• Typography
• Colors
• Layout
• Buttons
• Images & Video

​

​

• Focus on user’s experience on the website

​

• Information architecture
• Sitemaps
• Wireframes
• User research

Friday’s 9:30 AM session

User Interface (UI)

Adhere to CU Brand

• Typography
• Color Scheme
• Logo

​

​

Design for your Audience

• Layout
• Buttons
• Images & Video

​

Typography

Different sizes, fonts, and arrangement of the text to help increase scanability, legibility and readability.

​

Accent Typography

• Football Event
• Donor Auction

Headline

Subheadline

Duis aute irure dolor in reprehenderit in tempor incididunt ut labore voluptate velit esse cillum dolore. Quis autem vel eum vel illum qui dolorem eum fugiat quo voluptas nulla pariatur?

Typography should support information architecture.

​

Headline

Subheadline

Duis aute irure tempor incididunt ut labore dolor in reprehenderit in. Quis nulla pariatur?

Headline

Subheadline

Duis aute irure dolor in tempor incididunt ut gerit. Quis quo voluptas nulla pariatur?

Color Scheme

Use color and contrast strategically to direct attention towards the most important items.

​

Contrast the top three colors from the bottom two colors.

​

dark

dark

light

light

Layout

Consider the relationships between items on the page and structure the page based on importance. Careful placement of items can help draw attention to the most important pieces of information and aid scanning & readability.

• Spacing
• Alignment
• left vs. centered
• Sections
• different background color-blocks
• Columns (different size columns, 4 max)
• F & Z designs

​

Images, Image Carousel & Video

Photography

• Visual Interest
• Express feeling
• Support Text

​

​

​

​

​

Illustrations

• Visual Interest
• Explain complex ideas
• Tell a story
• Visualizing Data

​

​

Icons

• Visual Interest
• Easy to recognize
• Universal or Accessible

​

Graphics Cheat Sheet

Format | JPG, PNG, or GIF

File Size | do not exceed 2 MB

Buttons

• Easy to access, clear, call-to-action (CTA)
• Include multiple buttons
• top right, middle, bottom
• Images as buttons allow for more styling (be sure to test in mobile)

Other Visual Elements

​

• Add speaker details to your event with the Speakers widget (customizable) or create it on your own with text & image widgets.

​

• The agenda at a glance widget provides an agenda overview in a visual format.

​

• A progress bar indicates where a user is as they advance through a series of steps in a process.

​

• Add the follow bar for registrants to interact with you on social.

​

​

Navigation & Follow Bar

​

• Make the navigation obvious and in a ‘typical’ location.

​

• Add the follow bar for registrants to interact with you on social.

​

User Interface (UI)

User Experience (UX)

• Focus on the look & feel

​

• Typography
• Colors
• Layout
• Buttons
• Images & Video

​

​

• Focus on user’s experience on the website

​

• Information architecture
• Sitemaps
• Wireframes
• User research

Friday’s 9:30 AM session

User Experience (UX) | Cvent Flex

Cvent Classic Sunsetting Timeline

​

• July 1, 2021 | Create new events in Flex or Express only (cloning a Classic event or using a Classic template won't be an option).
• Existing Classic events can be launched through December 31.
• Dec. 31, 2021 | Ensure that all active events created in Classic are complete.

​

User Interface (UI)

User Experience (UX)

• Focus on the look & feel

​

• Typography
• Colors
• Layout
• Buttons
• Images & Video

​

Tuesday’s Recording Available

​

​

​

• Focus on user’s experience on the website

​

• Information architecture
• Sitemaps
• Accessibility
• User research

​

Design Rules

• Less is more.
• Don't try to make everything standout at once.
• Users will scroll down the webpage as long as it is clear that additional, relevant information is below the fold.
• Make registration fast. Then make it faster.

​

Rules of Writing

• Be consistent. The copy should have the same style, tone, voice, and terminology that aligns with your department.

​

• Use familiar terms. Simple language makes your event more accessible to users of all levels.
• Instead of: Buffering …
• Try: Preparing video …

​

Rules of Writing | Make it scannable

• Use bullet points or numbered lists to break up long lists.
• Use lots of headings (h1 through h6 are your friend) to support information architecture.
• Use bold text to indicate importance
• Give descriptive names to buttons
• Write concisely. Registrants should be able to read the copy and quickly know where to go and what to do next.
• Instead of: Would you like to save changes?
• Try: Save changes?

​

Website

• Use common website patterns and interfaces; don't make users learn something new.
• Accessing the navigation menu should be obvious with clear labels.

​

• Don't change websites drastically, frequently. Instead, small tweaks over time.

​

Accessibility

• Give descriptive names to buttons
• Use alt-tags for images to describe what’s in an image.
• Very important if using buttons as images.
• Do not place text on images.
• Use headings (H1-H6)
• Use bullet points vs. numbered lists correctly.
• Make links blue and underlined (don’t make non-linked text blue or underlined)
• Use colors that have high contrast.
• no white on gold (vice-versa)

​

​

Multi-Page Registration Process

• The first impression of a multi-step form is less intimidating than a long form with lots of question fields.

​

• Let peeps know where they are in the process:
• Give every page a header
• Progress Bar

​

• Put crucial questions at the end - like payment and billing information. Registrants are more likely to fill out crucial questions after already investing time in registering.

​

Registration Process

• Make required fields required and optional fields optional.
• Don't ask question that you don’t intend to use - even if they are optional.
• Keep form fields in a single column (waterfall). Avoid two column.
• Registration question format variety.
• Never ask questions a registrant has to search for.

​

Registration Questions

• Radio buttons are used to allow users to select one item at a time.
• Dropdown lists allow users to select one item at a time, similarly to radio buttons, but are more compact allowing you to save space. Sort alphabetically.

​

• Checkboxes allow the user to select one or more options from a set. It is usually best to present checkboxes in a single vertical list, although 2-columns is fine.

​

• Text fields allow users to enter a single or multiple lines of text.

Feedback

• Have your team test, but remember it’s designed for the registrant.
• Have a constituent test pre-launch or encourage feedback. Send a separate email when you switch to Flex.
• Take complaints as feedback.

​

Email & Survey Designer | Cvent Flex

Cvent Classic Sunsetting Timeline

​

• July 1, 2021 | Create new events in Flex or Express only (cloning a Classic event or using a Classic template won't be an option).
• Existing Classic events can be launched through December 31.
• Dec. 31, 2021 | Ensure that all active events created in Classic are complete.

​

Emails & Surveys

Tips & Tricks

Efficiently manage post-registration communications & surveys.

​

Today’s session

​

​

​

Learn tips & tricks to help you and your team throughout the event life-cycle.

​

​

Thursday’s 11:30 AM session

Marketing Cloud

Commercial Email Requirements (Event Invitations)

• CU FOOTER FOR ALL EMAILS

​

​

​

• People who have unsubscribed, are not included.

Cvent

​

Transactional Emails (Post-Registration)

• No ‘opt-out’ option required in email footers

Event Emails

• Details
• Leverage data-tags (subject lines and from name)
• Duplicate emails
• Send manually or schedule to automatically deliver
• If you changed the planner email after initially configuring your event, you must update the From Email Address in each active email.
• Advanced Settings
• CC the event planner on every registration confirmation message or setup a Report accessible via the Portal
• Preview without navigating to Email Designer

Email Designer

• Email Designer Theme
• Header & Footer
• At minimum, add your CU logo with alt-text in the header and a signature in the footer
• Optional: Add an event image and the title and/or event date
• Multi-Language Emails
• Email Settings
• Header & Footer (default) vs None
• Enable click-tracking for reporting
• No Version History

​

Email Designer | Available Widgets

• Sections (columns)
• Divider
• Text (paragraph)
• leverage data-tags & links
• Headline (H1)
• QR Code or Barcode

Event Emails | Registration Confirmation

• Details to Include
• Registration confirmed
• What folks need to get to event, when/how details will be available
• Minimal text and instead link to site pages (ie. speakers, sessions, location)
• Add to Calendar
• button & hyperlink text
• Paid Event
• Refund Policy
• How to identify the charge on Credit Card statement

Event Emails | Know Before You Go

• Details to Include
• We look forward to seeing you on this day/time for this event.
• What you need to get to event, when/how details will be available.
• Start providing these details if you haven’t already.

​

• Build excitement by:
• encouraging registrants to review speakers, connect with other registrants, or set their agenda
• announcing a keynote speaker or available swag

​

Travel, In-Person Event Emails

Local, In-Person Event Emails

Virtual Event Emails

Session Emails

• Using an existing email in this event
• Send this email when…
• Send this email to...

Feedback Surveys

• Survey Designer Theme
• Header & Footer
• Logo with alt-text, and optional event image/date/title, language selector
• Home Page
• Survey Settings
• Active (Y/N)
• Available to Event Participants vs Event Registrants (default)
• OnArrival App
• General Survey vs Session Surveys

If there's something weird

And it don't look good

Who you gonna call?

​

Cvent Help & Support or

your eComm specialist

​

Event Management Tips & Tricks | Cvent Flex

Classic Sunsetting Timeline

​

• July 1, 2021 | Create new events in Flex or Express only (cloning a Classic event or using a Classic template won't be an option).
• Existing Classic events can be launched through December 31.
• Dec. 31, 2021 | Ensure that all active events created in Classic are complete.

​

Time Saver

​

​

​

Process Improvement

​

​

​

Useful Tip

​

​

​

Website & Registration | Site Designer

• Leverage the Style Guide
• Duplicate Widgets
• Version History & Notes
• collaborate with others and communicate in notes
• Unpublished Pages
• Publish site as a ‘save the date’, publish registration process later.

​

​

Website & Registration | Site Designer

• Registration Paths: Create most complex first, then clone
• Allow Register on Behalf of Another
• Choose to autofill registrant's information if they arrive from a public weblink
• Hidden Pages - allow access by weblink only
• Register Another Button (convert ‘register a friend’ on confirmation summary)

Promotion & Communications

• Event Planner Alerts
• Event, Registration, or Session
• ie. session or event capacity, registration cancelled
• copy from event to event or not (initial setup)

​

• Registrant Checklist Alerts
• allow non-Cvent users to track participation
• not a ‘real-time’ list

​

• Schedule Emails rather than sending manually

​

​

​

​

Multiple Methods to Keep Others in the Loop (for free)

Event Planner Alerts

Alert someone when an action occurs in your event, such as:

• when your event meets a certain capacity
• when registants cancel

Registrant Checklist Alerts

Schedule or manually send an email with event details, plus a link to a list of registrants.

Use it to let someone access a list of registrants or take it to the next level and they can mark off participants.

Reports & Portals

A licensed Cvent user can customize Event or Cross-Event Reports to be made available to Portal Users.

Portal Users can view, filter and export real-time data.

Event Planner Alerts

Event Planner Alerts

Alert someone when an action occurs in your event, such as:

• when your event meets a certain capacity
• when registants cancel

PRO

• If event has capacity, good way to keep a pulse.
• Copy from previous event (or not) during the initial event setup.
• Alert any email address by typing it

CON

• cannot see list of registrants

Registrant Checklist Alerts

​

Registrant Checklist Alerts

Schedule or manually send an email with event details and a link to a list of registrants.

Use it to let someone access a list of registrants or take it to the next level and they can mark off participants.

PRO

• see list of registrants with first name, last name, email
• Can track participation
• Alert any email address by typing it
• Schedule or send manually*

​

​

CON

• The list of registrants captures a moment in time, based on when the email was sent.
• Cannot view additional registration information
• Registration questions, amount paid, or number of guests will not show

Reports & Portals

A licensed Cvent user can customize Event or Cross-Event Reports to be made available to Portal Users.

Portal Users can view, filter and export real-time data. That means when the Report is ran, it captures the most recent data.

PRO

• real-time data
• filter and export
• fully customizable reports
• add visuals, grouping, filters

CON

• eComm specialist required to Publish Report to Portal
• eComm specialist required to create Portal User (free)

Multiple Methods to Track Participation

Promotion & Communication

• Registrant Checklist Alerts
• OnArrival App

​

Invitee Management

• Imports >> Participants
• someone with Cvent access
• Assign >> Participation
• someone with Cvent access

Event Reports

Common Reports

• Registrants
• Registrant Checklist
• Registrant Details

​

Registration Reports

• Abandoned Registrations
• Also available under Invitee Management

​

​

Email Reports

• Click Summary
• Click Tracking (enable within email)

​

Event Feedback

• Event Feedback Summary

Reports Tips

Save Reports

• Saved Event Reports are cloned when the event is cloned

​

Cross-Event Reports

• Capture all your events in a single Report
• If publishing to the Portal, more efficient than Event Reports

​

​

If there's something weird

And it don't look good

Who you gonna call?

​

Cvent Help & Support or

your eComm specialist

​

Additional Topics

• Registration Paths: Rebecca
• duplicate
• discount codes as an alternative, or affiliation questions
• Cvent Reporting
• Lessons learned & success stories from other CU event planners
• Classic/Express to Flex, before & after
• Additional Cvent Products for Purchase
• Abstract Management, Attendee Hub, CrowdCompass, OnArrival Premium
• CU Event Showcase
• Office Hours | No agenda, bring your q’s
• focus broadly
• What they have used >> mentor others
• different layout >> soo many options: Racquel
• Cvent Support , Language Mgmt, and Qualtrics for surveys: Rebecca
• Designer, font: look & feel, not function

​

​

SITE DESIGNER

SECTION

WIDGET

WIDGET

SECTION

Basic Site Designer Tricks

• Theme Color Best Practices
• Add Section >> Create Columns (not just 50/50)
• Moving/duplicating section/widget to another page
• Opacity

​

Advanced Site Designer Layouts

• 3 columns: When, Where, Planner
• 2 columns: Details on one side, title & description on the other
• Header Image with 50% Overlay & Opacity
• Adding Icons

Cvent Media Library

Avoid the hassle of creating graphics by using images that have already been formatted for Cvent:

​

• Cvent Flex Icons
• Cvent Flex Large Background Images
• Cvent Flex Repeatable Background Images