Cvent Event Creation

Follow the steps below to learn how to create events with Cvent. For event planners who only have a few events per year, please fill out the Cvent Event Request form.

• Login
• Event/Meeting Request Form
  • Change the Status of the MRF to In Progress
• Create an Event
  • Attaching a Template to the Event Shell
  • Updating the Event Description
  • Creating Registration Types
  • Working with Speakers
  • Creating an Agenda Session
  • Working with Admission Items (a.k.a. Tickets)
  • Creating an Optional Item
    • Creating a Quantity Type Item
    • Editing an Existing Donation Item
  • Designing the Event Website
    • Updating the Impact Image
    • Updating the Venue Page
    • Displaying Another Page
    • Editing the Speakers Page
    • Duplicating a Page
    • Changing the Page Menu Order
    • Working with Registration Paths
    • Publishing the Website
  • Working with Planner Alerts
    • Creating a Planner Alert
    • Editing an Existing Planner Alert
  • Working with Email
    • Changing Waitlist Email Time
    • Adjusting the Confirmation Email Text
    • Adjusting the Reminder Email Text
• Testing the Event
• Launching the Event
  • Opening Website and Registration
  • Update the Status of the MRF to Completed
     

Login to Cvent via SSO

• Login using Pepperdine single sign-on

Complete the Meeting Request Form (MRF)

1. Under Meetings select Meeting Requests
2. Click on the Submit Meeting Request button
3. Complete the required fields and any additional fields that may be useful

Change the Status of the MRF to In Progress

1. Select Meeting Requests from Meetings on the menu bar
2. Select the newly created meeting request form
3. Click the Edit button on the bottom right
4. Under Basic Information, change the Status from [Submitted] to [In Progress]
5. Click the Save button

Create an Event

Attaching a Template to the Event Shell

1. Go to All Events on the menu bar
2. Select the newly created event
3. From the event’s Home page, click on the Set Up Event button
4. Select the template to associate to the event [ex. 000 University Template Simple Event]
5. For Event Category select [Other]
6. Add Event Planner First Name [Pepperdine]
7. Add Event Planner Last Name [Events]
8. Select the Format [In Person, Hybrid, or Virtual]
9. IMPORTANT: For Emails under Emails and Notifications Settings select [Adjust email send date]
10. IMPORTANT: For Attendee Hub Notification under Emails and Notifications Settings select [Adjust email send dates]
11. Click the Create Event button

Updating the Event Description

1. Under the General menu on Event Information
2. Click on the event name
3. Click Edit
4. Scroll down to the Event Description field and edit as needed
5. Click the Save button

Creating Registration Types

1. Under the General menu, select Registration Types
2. Click on the Edit button
3. Click on the Add from Contact Types button and select the type desired
4. Change the capacity for each registration type if needed. Otherwise, control the capacity at the event level.
5. Click the Save button

Working with Speakers

Creating a Speaker

1. Under the Speakers menu, select Speaker List
2. Click the Create Speaker button
3. Enter the First Name
4. Enter the Last Name
5. Enter the Designation (optional)
6. Enter the Email (optional)
7. Enter the Title (recommended)
8. Enter the Company (recommended)
9. Display to Attendees [Yes]
10. Feature Speaker in Attendee Hub [No]
11. Category [Speakers]
12. Enter the Bio (recommended)
13. Click the Save button

Adding a Speaker from the Library

1. Click the Actions menu
2. Choose Add from Library
3. Click the Select link next to a speaker
4. Click the Okay button

Deleting a Speaker

1. Select the envelope next to the name of the speaker to delete and click Delete Speaker
2. Click the Confirm button

Re-ordering the Speaker (manually)

1. Click the Actions menu
2. Click Set Order
3. Grab the handle on the right under the reorder column to move the speaker up or down
4. Click the Save button

Creating an Agenda Session

1. Under Agenda menu, select Session List
2. Click the Create Session button
3. Enter a Name for the Session
4. Leave the Code blank
5. Select a Category (optional)
6. Enter the Start Date and Time
7. Enter the End Date and Time
8. Click on the Create Location button (recommended)
9. Enter the name of the Location
10. Click the Create and Select button
11. Enter a Description (recommended)
12. Select a Type (Included or Optional)
13. Choose whether to Restrict session visibility (Yes or No)
14. Choose whether to Allow Registration (Yes or No)
15. Choose whether to Allow registration in Attendee Hub (Yes or No)
16. Enter a Date for Automatically Opens (recommended to leave blank so that the session is available right away)
17. Enter a Date for Automatically Closes (leave blank for the session to close when full or the event closes)
18. Enter a Capacity for the session (leave blank to be unlimited)
19. Choose whether to Enable Waitlist (Yes or No)
20. Choose whether to Display on agenda (Yes or No)
21. Choose whether to Feature session on website and app (Yes or No)
22. Choose whether to assign a speaker
    1. Click Assign Speaker
    2. Select speaker
23. Choose the appropriate Charge a fee for this item (No; Yes, a simple fee; or Yes, an advanced fee with discounts or refunds)
    Note: Never select Yes, a simple fee
24. If No is selected, Click the Finish button. Else, complete the advanced fee prompts.

Working with Admission Items (a.k.a. Tickets)

Editing the Existing Admission Item

Details (Setting the Status & Capacity)

1. Under the Registration menu, click Admission Items
2. Click on the General Admission item
3. Click the Edit button
4. Keep Name and Code as is
5. Limit which registration types can select this item (Yes or No)
6. Open for registration (Yes or No)
7. Enter a date for Automatically opens on (recommended to leave blank so that the admission item is open when registration is open)
8. Enter a date for Automatically closes on (leave blank for the admission item to close when full or the event closes)
9. Set a Capacity or leave blank to be unlimited
10. Click the Save button

Fees (Adding a Fee)

1. Click the Edit button
2. Click on the Create Fee button
3. Enter a Name for the fee (recommended to keep the same as the item)
4. Enter an Amount
5. Choose whether the fee is Active (Yes or No)
6. Set as Default (the base price should be the default)
7. Choose whether to Display in the Fees widget (Yes or No)
8. General Ledger Codes (Reference Document)
   1. Click the Add Code button
   2. Click the 3 dots
   3. Select the appropriate code
      IMPORTANT: If the event is taking place after 8/1 and the item is open prior to 8/1 then select a deferred account.
   4. Enter the Allocation [100]
      Note: This is a percent and the total should be 100 for a single allocation or equal 100 for a combined allocation.
   5. Select Registration Types (select the appropriate ones)
   6. Click the Okay button
9. Add Early Bird Pricing (optional)
   1. Enter a date for If Register By
   2. Enter an Amount
   3. Maximum Refund (leave blank)
   4. Click the Okay button
10. Click the Save button

Creating an Optional Item

Creating a Quantity Type Item

1. Click on the Create Optional Item button
2. Choose the Type [Quantity Item]
3. Click the Next button
4. Enter a Name for the item
5. Enter the Maximum items per invitee (leave blank for unlimitied)
6. Enter a Description (recommended)
7. Limit which registration types can select this item (Yes or No)
8. Choose whether the item is Open for registration (Yes or No)
9. Enter the date the item Automatically closes on (recommended to leave blank)
10. Enter a Capacity (this is the number of items available)
11. Close the event if this item reaches capacity (Yes or No; highly recommended to select No)
12. Choose the appropriate Charge a fee for this item (No; Yes, a simple fee; or Yes, an advanced fee with discounts or refunds)
    Note: Never select Yes, a simple fee
13. If No is selected, Click the Finish button. Else, complete the advanced fee prompts.

Editing an Existing Donation Item

Donation Item (Reference Document)

1. Click the available donation fund
2. Click the Edit button
3. Replace the Fund Name
4. Replace the Cvent Code
5. Replace the Fund Description
6. Limit which registration types can select this item (Yes or No)
7. Select the Registrant Type
8. Click the Save button
9. Choose whether to Open for registration (Yes or No)
10. Click the Save button

Designing the Event Website

1. Click Website on the left menu
2. Click the Open Site Designer button

Updating the Impact Image

Replacing an image from the Library

1. Hover over the image on the right
2. Click Replace
3. Click on the Impact Images folder
4. Select the impact image [spp-impact-image-1080x430.jpg]
5. Make sure that the Image Alt text is included
6. Click out of the widget and click the Save button 

Uploading an image from your computer

1. Hover over the image on the right
2. Click Replace
3. Choose the Upload option
4. Select an image from your computer (size needs to be 1080x430px)
5. Place the image in the Impact Images folder
6. Change the Image Alt Text to match the image you uploaded
7. Click Save

Updating the Venue Page

1. On the left menu, select the Venue page under Website Pages
2. Click on the text field widget below the Pepperdine University venue name
3. Replace the text under the address with the appropriate text or remove it if not needed
4. Style the text as needed
5. Click the Save button

Displaying Another Page

1. Under Website Pages hover over a grayed out page
2. Click on the gear icon
3. Under Page Settings toggle the Display Page on
4. Click the Apply button
   Note: If you are adding more than four pages contact us to adjust the menu settings in the header.

Editing the Speakers Page

1. Hover over the section column and click Duplicate
2. Hover over the Speaker Name put in the name of the speaker
3. Hover over the Speaker Title, Company and enter the appropriate information
4. Hover over the Bio and input the bio
5. If keeping speakers for Option 2 the following steps need to be done to remove Option 1
   1. Hover over the top orange section one column and select delete
   2. Hover over the next orange section one column and select delete
   3. Hover over Option two and select delete
   4. Hover over the Spacer and select delete
6. Click on the image on the canvas [The Pepperdine P Logo placeholder]
7. Hover over the image area and click Replace
8. Select the Speaker folder
9. Select the speaker
10. Make sure Image Alt Text is there
11. Click the Save button

Duplicating a Page

1. Hover over the page named [Sample]
2. Click on the plus symbol to duplicate the page
3. Change the Page title
4. Change the Browser tab title
5. Change the Website navigation title
6. Change the URL page name
7. Under Page Settings toggle the Display Page on
8. Click the Create button
9. Click on the Sample title and change to the new page title
10. Replace, add, or remove text and images as desired
11. Click the Save button

Changing the Page Menu Order

1. Under Website Pages hover over the page you want to move
2. Grab the handle (waffle symbol) and move up or down as desired
3. Click the Save button

Working with Registration Paths

Editing Existing Registration Path

1. Hover over the gear icon next to General Attendee path
2. Select which registration types are associated to this path
3. Under Group Registration settings for Registration Types select the appropriate type(s)
4. Click the Apply button

Duplicating a Registration Path

1. Click the Create Path button
2. Select [Duplicate]
3. Give your registration path a name
4. Select which registration types are associated with this path
5. Under Group Registration Settings select the appropriate registration types
6. Click the Create button
7. Hover over Donation page
8. Click the gear icon
9. Click on the trash can to remove the page
10. Click the Save button

Publish the Website

1. Click the Publish button
2. Click Publish Anyway
3. Click “X” in the upper right corner to exit the website designer

Working with Planner Alerts

Creating a Planner Alert

1. Under the Email menu click on Planner Alerts
2. Click the Create Alert button
3. Select a Category
4. Select a Type
5. Click the Next button
6. Enter a Name for the alert
7. Adjust the Subject as desired
8. Add a Reply-To email address if different from pepperdine.events@pepperdine.edu 
9. Add a Message
10. Select whether to include a link to the Cvent Login Page
11. Adjust the Send Settings
12. Add Recipients
13. Click the Finish button

Editing an Existing Planner Alert

1. Under the Email menu click on Planner Alerts
2. Click on the name of the planner alert to edit
3. Click Edit
4. If adding additional recipients by email address then select Email Address under Recipients and type in the desired email address [your email address]
5. Click the Save button
6. Click the Close button

Working with Emails

Changing Waitlist Email Time

1. Under Emails click on Event Emails
2. Under Pre-Event Emails select Waitlist Notification
3. Click the Edit button
4. Scroll to the bottom and adjust the If the spot is not filled, notify the next eligible invitee field to the desired response time
5. Click the Save button

Adjusting the Confirmation Email Text

1. Under General click on Event Information
2. Click on the Custom Fields tab
3. Click the Edit button
4. In the Confirmation Email Text field add or remove text if needed
5. Click the Save button

Adjusting the Reminder Email Text

1. Under General click on Event Information
2. Click on the Custom Fields tab
3. Click the Edit button
4. In the Reminder Email Text field add or remove text if needed
5. Click the Save button

Testing an Event

1. From the Home page click the Actions button
2. Click Perform Test
   Note: You may need to allow pop-ups on the browser
3. Choose Method [Test the event myself]
4. For Setup choose [Website]
5. For Test for Invitees who arrive from choose [Weblink]
6. For Starting Page choose [Overview]
7. Click the Start Test button
8. Review the webpages
9. Click the Register Now button
10. Select a Registration Path if needed
11. Complete the registration process [Enter your information]
12. For Payment Method select [Offline/Other]
13. Click the Submit button

Launching Your Event

Opening Website and Registration

1. From the Home page go to the Feature Status
2. Next to Registration click the drop down arrow and select Open
3. Next to Website click the drop down arrow and select Go Live

Note: Once your event is live there are a number of scenarios that you will be unable to do. The scenarios are described in detail in this Cvent article.

Update the Status of the MRF to Completed

1. Select Meeting Requests from Meetings on the menu bar
2. Select the newly created meeting request form
3. Click the Edit button on the bottom right
4. Under Basic Information, change the Status from [In Progress] to [Completed]
5. Click the Save button