Plan & Promote Releases for Feb 26, 2025

Registration

Event Website and Registration process - Auto save in Site Designer

We are pleased to introduce an enhanced auto-save feature for the site editor when working on the event website and registration process.

We know session timeouts can be a hassle—if you're working on your site editor and lose your session, you risk losing your progress. We've implemented background auto-save. Changes are periodically saved as a draft after 5 seconds of inactivity. 

Key Benefits:

• Reduced Data Loss: Recover work after timeouts or crashes via a one-time prompt.

• Improved Workflow: Less manual saving, more focus.

• Cleaner Version History: Fewer unnecessary versions.

How it Works: 

1. Periodic Auto Save:

• After 5 seconds of inactivity, the system automatically saves changes as a draft.

• These drafts are not considered official versions until you manually click 'Save' Or 'Publish'.

2. Session Recovery:

• If you close the site editor, the browser, or the session times out, a popup will be displayed upon reopening the site editor.

• The pop-up will provide you with two options:

  • Keep edits: Resume work from the most recent auto-saved draft. This includes the unsaved changes you may have made after the last manual save.

  • Open last saved: Start from the last manually saved version.

Sponsors Widget on the Event Website

We are excited to introduce a new Sponsors Widget that streamlines the process of displaying sponsor information on event websites.

Previously, after entering all the sponsor details in Exhibitor Management, you had to add the same information to the website pages manually. This process was time-consuming and prone to errors. Also, any changes you made to the sponsors later did not automatically reflect on the event website, resulting in duplicate work.

We have developed a new Sponsors Widget that fetches sponsor information directly from Exhibitor Management, making it easier and more efficient to display sponsors on the event website.

Key Benefits:

• Streamlined Process: Automatically fetch sponsor information from Exhibitor Management, reducing manual input and duplication of efforts.

• Improved Accuracy: Ensure the sponsor information is consistent and up-to-date.

• Enhanced User Experience: Similar to any other widget, you can customize the appearance and style of the sponsors widget in site designer.

How it Works:

1. Sponsor Widget Availability:

   • The Sponsors Widget is available exclusively on "Website" pages within the site editor.

2. Automatic Data Fetching:

   • The widget fetches all sponsor information directly from Exhibitor Management.

   • You no longer need to manually input sponsor details or recreate information.

Audience Segments - Dynamic Segments

We’re excited to announce the launch of rule-based dynamic segments, a powerful enhancement to Audience Segments. Dynamic segments empower you to streamline attendee management with planner-defined, automated, and rule-based attendee assignments, saving you time and effort while ensuring precise control over who is in each segment.

Things to Know:

• You can configure rules based on the following currently:

  • Attendee Demographics: Contact fields and custom contact fields (excluding secure fields)

  • Registration Details: Registration Type, Registration Path, Admission Items, Invitation Lists, Invitee Status, Responded through, and more.

  • Session Participation: Registrants and participants for specific sessions.

  • Registration Questions

  • Configure up to 5 rules and/or exceptions within a single audience segment.

• You can override rules to include and/or exclude attendees in specific segments.

  • Example: Add event staff “John Smith” to a segment regardless of pre-configured rules using an includes exception. Similarly, exclude someone from being associated with a rule-based segment by using excludes; this ensures attendees added in excludes do not get associated even if they’re qualifying the rule criteria.

  • Add up to 50 invitees in includes or excludes in a single segment.

• Segment assignments are automatically updated as invitees meet rule criteria until the event is archived. Invitees are dynamically associated or disassociated from segments based on the latest saved data in their attendee record.

  • Example: If John Doe updates his company name or title during an ongoing registration and meets the pre-configured criteria for one or more dynamic segments, he will automatically be added to those segments after successfully completing the registration.

  • The "Last Updated" timestamp on the Segment Details page shows the most recent update to the attendee list according to the configured rules.

• To avoid inaccurate assignments of attendees during an ongoing registration process, their rule-based segment associations are locked at specific points. Segments will only be updated at these key points, ensuring stability and consistency in attendee segment assignments and preventing unexpected changes in what is displayed to attendees.

  • When the registration process begins.

  • When the registration is completed.

• Rule evaluations and segment updates will automatically cease once the event is archived or canceled, ensuring consistency in historical records.

• Any features leveraging rule-based segments (e.g., session visibility, push notifications, targeted emails) will become available or unavailable for attendees based on the updated association.

• Rule-based segments are not supported in segment imports, APIs, or upon copying an Event. Only manual segments are supported.

• Other notes for this release

  • Rule-based dynamic segments will be available by default for all events created on or after August 1st, 2024

  • For events created before August 1st, 2024, you can enable rule-based dynamic segments by opting-in to migrate invitee data for rule-based dynamic segments. This option is only available on events created before August 1st

Media Library & Document Library Refresh

This Admin-side Media Library and Document Library update introduces a modernized interface and enhanced user experience for more efficient navigation and file management. The additional sort and view options allow you to better organize and access folders and files. You can also upload, move, and delete items in bulk, streamlining management tasks. The additional search functionality allows you to find files and folders matching the search criteria in a consolidated view.

Key Highlights

• Modernized UI for an improved and intuitive user experience

• Enhanced user experience for easier navigation and maneuverability

• Additional sort and view options for better file organization

• Bulk upload, move, and delete functionalities for efficient file management

• Improved search functionality displaying both folders and files matching the search criteria in one area

Onsite Registration - Badge pickup information widget

We are pleased to introduce a new feature that enhances the visibility of badge collection locations for attendees who have registered on-site using a QR code. This functionality aims to provide attendees with a clearer and more convenient check-in experience.

Previously, when an attendee registered for the event onsite by scanning a QR code using their own device, we showed the information on the badge pickup location in a pop-up after the attendee finished registration. Once the attendee clicks on "Ok" on that pop-up, the attendee is redirected to the confirmation page and has no way to see that information again. This could lead to confusion and inefficiencies during the event check-in process.

We have created a new widget that displays badge collection location information directly on the confirmation page. This ensures that the attendee always has access to the badge collection information.

Key Benefits:

• Increased Visibility: Invitees can easily find badge collection locations, reducing confusion and improving the check-in process.

• Convenience: Displaying this information in two places ensures invitees are well-informed and prepared.

How it Works:

• Confirmation Page Widget:

  • The new widget will display the badge collection location on the confirmation page, providing invitees with another reference point for this important information.

  • This widget will show conditionally. It will only show when the attendee initiates registration via a QR code that is generated under Marketing >> Weblinks >> Self-registration QR codes

  • The badge pick-up location is the name of the print pool.

Apple Pay and Google Pay Support for Post-Registration Payments

By introducing the 'Express Payment' method for post-registration payment, registrants can now complete their outstanding balances due using Apple Pay or Google Pay, streamlining the payment process. Attendees no longer have to re-enter credit card information when submitting remaining partial payments or paying for additional balances online, as they can use cards already a part of their Apple Pay and Google Pay wallet. This change modernizes the post-registration payment process, aligning it with current payment preferences.

Things to Know:

• This form of payment is only available for events using a Cvent Payments (CP) merchant account.

• You will first need to go to Admin -> Integrations -> Merchant accounts to create a Cvent Payments (CP) merchant account and/or edit existing ones to enable Apple Pay and Google Pay. Cvent Payments is currently only available for US-based customers. Please reach out to your Account Manager if you need a Cvent Payments merchant account.

• The "Submit Payment" widget needs to be added to the post-registration page so that registrants can access the post-registration payment options.

• This payment option will only appear in the post-registration payment widget if enabled in the event's payment widget.

• Service fees based on how the registrant pays can be created for Express Payments, like with any other payment method. Reminder: service fees are only applied during post-registration payments when they are created based on a percentage of the payment amount.

Custom Widgets SDK: Read and observe responses to contact fields, CCFs, and registration questions

With this release, we are introducing additional methods to the Custom Widgets SDK, which will enable developers to build custom widgets that read and observe invitee responses to contact fields, custom contact fields, and registration questions.

This enhancement allows for the creation of custom widgets that can dynamically respond to registration form inputs, resulting in a more tailored user experience for invitees. For instance, a developer could build a custom widget that recommends specific sessions for an invitee based on their answers to registration questions. This custom widget would utilize the new SDK methods and include a site editor interface for planners to configure the desired event-specific logic for recommending sessions.

Please note that technical resources are required to build custom widgets. Developers can reference the documentation for Custom Widgets on Cvent's Developer Portal. To learn more about adding custom widgets to an account, view the community article on using Custom Widgets.

Mobile Number Info banner in Registration Import

You will now be able to see an informational banner while importing invitees into your event. This banner will inform you about the best practices for adding mobile number data for event setups when the secure verification or Attendee Hub feature is enabled.

Key things to know :

• The banner will only show up for events that have either :

  • Secure verification enabled for post-registration authentication

  • Attendee Hub enabled as a feature

• It will appear on the 2nd step of registration import.

• The banner will also have a "Learn more" link that the planners can use to redirect to a community article and further educate themselves on best practices regarding mobile numbers.

Exhibitor Management

Exhibitor Booth Management

This feature streamlines the booth management process by enabling you to create exhibitor booths and share an up-to-date event floor plan with exhibitors via the Exhibitor Portal. Exhibitors can view available booths, allowing them to either select or request their preferred booth, as you configured. Exhibitor booth management provides robust workflows for planning, customization, and allocation of booths, ensuring a seamless experience for both planners and exhibitors. 

Key Highlights:

• Booth Creation and Management: This feature allows you to create or import a list of event booths by entering details like Name, Size, and Description. Selection rules can also be set for each booth location, making them eligible only for exhibitors meeting the defined criteria, such as Sponsorship level or custom field matching.

• Exhibitor Floor Plan: The feature allows floor plans to be added by uploading an image of the exhibitor floor plan and placing the booth pins on it. The floor plan can be shared with Exhibitors directly from the Exhibitor Portal, allowing them to see which ones are available, assigned, or requested based on your settings.

• Settings for Enhanced Control: Exhibitor booth management provides you control on:

  • Which booths will be visible to the exhibitors

  • Which booths will be eligible for selection by sponsor level and/or exhibitor custom fields

  • How booths will be assigned to the exhibitors

• Booth Requests by Exhibitor: Now, the exhibitor can see the floor plan of the event in their portal and the booth that has been assigned to them. If the booth is not already assigned, they can request one or more booths as well.

• Planner Approval: You can see the requests that have come for the booths and can either approve or reject the requests on the booth or on the map

• Exhibitors' visibility on Floor Plan to attendees: The floor plan created is seamlessly synced with the Attendee Hub floor plan. You can make the floor plan visible to the attendees from the App builder, and the floor plan will be visible to the attendees, who can see all the exhibitor booths that have an exhibitor assigned to them.

Important things to know

• Only 1 exhibitor can be assigned to a booth on a floor plan.

• Only 1 floor plan can be visible to exhibitors at an event.

• If the floor plan is made visible to attendees in Attendee Hub App Builder, assigned booths will be visible in the Event App and Attendee Hub Website

Booth Staff Search by Email

You can allow Exhibitor Admins to add Booth Staff using their email address, providing a more convenient and flexible way to manage staff assignments. Previously, Exhibitor Admins were limited to adding Booth Staff using either a Confirmation Number or a Source ID.

Important things to know

• New Exhibitor Setting "Allow exhibitor booth staff to search by email"

• By default, this setting is disabled

Visit our Community with questions

Do you have questions about anything we’ve rolled out this window? As always, get questions answered in the Community via the Open Forum.

REGISTER now to attend our next Quarterly Product News webinar on March 12, where the product team will share updates and answer questions!