Add Event

The “Add Event” feature in the Event Management module of Retention CRM allows Associations, Chambers of Commerce and Nonprofits to designing and setting up new events, and provides their event attendees a seamless experience in registering and engaging with those events.

General Functionality of the “Add Event” Feature

• From Template: Lets you create an event based on a pre-defined template containing details from previous events. This saves time for recurring events.
• Type: Select the event type (e.g., Conference, Workshop, Webinar).
• Campaign: Connect the event to a specific fundraising or awareness campaign for tracking purposes.
• Default Role: Assign a default role to participants (e.g., Member, Guest) used for permission control and reporting.

Event Details:

• Participant Listing: Choose whether to display a list of registered participants on the event page.
• Event Title: Enter a clear and descriptive title (e.g., “Annual Nursing Conference on Telehealth”).
• Event Summary: Provide a brief overview of the event.
• Complete Description: Include a detailed description with topics, speakers, agenda, and other relevant information.
• Start: Set the event start date and time.
• End: (Optional) Set the event end date and time if applicable.
• Max Number of Participants: Limit the number of attendees if necessary.
• Include Map to Event Location: Embed a map to the event venue for easy navigation.
• Public Event: Mark the event as public or private. Public events are visible to everyone, while private events require registration.

Additional Options:

• Add footer region with Twitter, Facebook and LinkedIn share buttons and scripts: Enable social media sharing buttons for wider promotion.
• Is this Event Active?: Deactivate the event if registration is closed or the event has passed.
• Hide “Skip Participant” button: This button allows skipping participant information during registration. Hiding it enforces full registration details.

Using the “Add Event” Feature in Association Management

The nursing association is hosting its annual conference on “The Future of Telehealth in Nursing Practice.” Here’s how they can utilize the “Add Event” feature:

• From Template: If they have a template from a previous conference, they can use it as a base to save time.
• Type: Select “Conference” as the event type.
• Campaign: Link it to a campaign promoting the adoption of telehealth technologies.
• Default Role: Choose “Member” as the default role, with an option for guests to register at a higher fee.
• Participant Listing: Decide whether to display a list of registered attendees.
• Event Title: “Annual Nursing Conference on The Future of Telehealth in Nursing Practice”
• Event Summary: Briefly describe the conference’s focus on telehealth advancements.
• Complete Description: Provide details about keynote speakers, workshops, agenda, registration fees, and Continuing Education (CE) credits offered.
• Start & End: Set the conference dates and times.
• Max Number of Participants: Limit attendance if necessary due to venue capacity.
• Include Map to Event Location: Embed a map to the conference venue.
• Public Event: Make the event public for wider registration.
• Social Media Sharing: Enable social media buttons for promotion by attendees and members.
• Active Event: Keep it active until registration closes.
• Hide “Skip Participant” Button: Enforce complete registration details for attendee tracking and CE credit allocation.

More Use Cases for Associations

Discounted Event Registration for Members

• Scenario: A photography club offers exclusive discounts on workshops and seminars to its members.
• Process:
  • Create an event using “Add Event” and set the “Default Role” to “Member.”
  • Within membership levels, define a membership type that grants access to a discount code.
  • During registration, members can enter the code for a reduced fee.
• Benefit: Encourages membership by offering special benefits and strengthens member engagement.

Tiered Access Based on Membership Level:

• Scenario: A fitness association organizes exclusive events like boot camps or guest trainer sessions.
• Process:
  • Use “Add Event” to create the event and set different registration options based on membership level.
  • For example, a “Premium Member” tier might have free access, while others require payment.
• Benefit: Provides additional value to higher membership tiers, promoting membership upgrades.

Automatic CE Credit Tracking for Members:

• Scenario: A medical association hosts conferences offering Continuing Education (CE) credits for attending physicians.
• Process:
  • Create the event with “Add Event” and link it to a specific CE credit program.
  • During registration, capture member information (license number etc.) for tracking.
  • Upon completion, Retention CRM can automatically track and record earned CE credits for members.
• Benefit: Streamlines CE credit management for members and demonstrates the association’s value to its members.

By utilizing the “Add Event” feature effectively, Associations, Chambers and Nonprofit organizations can create a well-organized and informative event page, facilitating registration and promoting their conference successfully.