Here are answers to common questions about using Cvent. Please contact us if you have more of your own.
How do I get started?
Events are entered in MyExtension and received by the MU Conference Office to finalize in Cvent. Once submission is received, MU Conference Office staff will reach out and guide you through the process from setup to post-event reporting.
Even events that do not require Cvent registration must be entered in MyExtension for website publication. Refer to the MU Extension Event Lifecycle.
Do events without registration get put in Cvent?
MyExtension is the portal to get all new event information posted on the MU Extension website (program, interest area and county pages). By completing the “submit to Cvent” section in MyExtension, your event data is then routed to Cvent and the MU Conference Office, who will prepare it for publication. These include non-registration events (fairs, showcases etc.). You can also direct participants to register at other sites like a partner institution, just provide the URL in the description. See the lifecycle of an event document that further demonstrates the actions for submitting either a promotional or a registration event.
How far in advance should I submit my event?
An event can be open for promotion and/or registration as far in advance as you like. You are advised to submit your event to MyExtension as soon as possible. Dependent on the complexity and thoroughness of information submitted, events will be posted and open for registration in five business days.
What information do I need to provide?
You will enter your event information via MyExtension. Event description text should include all information a registrant would need to attend an event. Be sure to include fees, registration deadlines and cancellation policies. This same description will be posted on the website.
Is a registrant required to provide an email address?
Online registration requires an email address, as it is the individual identifier of each registrant. Upon completion, online registrants receive automated confirmation emails and receipts (if applicable).
Can I take registrations on-site or in my local office?
Online registration is encouraged, however in-person and registrations via mail will still be accepted at the local office.
Payments made locally should follow your current procedures for deposit in local accounts. You will be provided with an Offline Registration Roster to record local registrations and payments. You will return the finalized roster to the Conference Office at the end of your event so these can be entered into Cvent and make the participant report complete.
How will I know who registered online?
Once your event is open for registration, Conference Office staff will provide access to online participant and financial reports. You will have 24/7 access to these real-time reports, and they can be downloaded and saved in Excel. If you have accepted registrations locally using the Offline Registration Roster, you will need to monitor your registration numbers using both these reports.
Is there a fee for using Cvent?
A system fee is assessed on all paid registrations. Refer to the full services and pricing handout for detailed information regarding free and for-fee events. Please note there is a standard 3% credit card transaction fee that is deducted from all online transactions.
How is registration revenue disbursed? How will the service fees be collected?
Campus unit — Revenue from online registrations will be deposited into the provided MoCode (submitted in MyExtension), less the system fee and 3% credit card transaction fee.
County office — Revenue is processed by EFO one time per month, and settle-up is received in the following month. (Each county has a designated MoCode which auto populates in MyExtension)
Financial processing information can be found in the Using Cvent For Event Registration (PDF).