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 calendar view of events in the web platform?
The Web Services team is frequently asked for a calendar view of events. In the past, individuals maintained webpages where they listed events and provided hyperlinks to more information or registration systems. In the extension webtool, the resources module which is on all program, county homepage and county sub-pages, like 4-H and Master Gardener, is the way for Missourians to find and access information about events.
“We are frequently asked for a calendar view of events” states Kyle Flinn, director web services, “but there a number of challenges to providing this capability. The first is that we have not found a strong calendar application to integrate into the platform so we can automate its population. The second issue is that 50% of all of the web traffic that the extension website receives is from a 5-inch handset. It is very hard for a full month calendar to show properly and be selectable on a small device. This is particularly true for dates that have 5, 10 or more events taking place on the same date.”
There is a future enhancement planned to provide a grid view of events versus today’s list view. This is a more visual representation of events. Web Services is also piloting the use of Google free calendars with the 4-H state group. This is not a permanent solution but if it is found that it can provide a short-term capability, it will be made available more widely while alternative technology is researched and tested. Contact Kyle Flinn or Kyle Blomenkamp with questions.
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).
Why are fees assessed for events?
As part of extension’s acquisition of new e-commerce, e-marketing, online course and event management tools, initial start-up costs were paid for with reserve dollars. In order to cover the ongoing costs of computing infrastructure, contractual obligations to the software vendors and human resources to maintain and manage the platforms, fees for online courses and events must be assessed. By assessing fees when extension charges Missourians to attend events, these fees allow free events to be subsidized for audiences that do not have the means to pay or where extension has determined that events will be provided at no charge.
If a grant or sponsor is paying for an event, do the system fees still apply?
Yes, if a grant requires the construction and maintenance of a website, online course offerings or event registration and management, these costs must be incorporated into the grant submission. Regardless of whether a grant or sponsor offsets costs to allow an event to be offered at a reduced price or for free, MUCO and Web Services resources are still used to manage online registration or additional support requested.
How do fees work if we offer a blended course format?
Blended courses, where Canvas is used for online learning and there are face to face components can be handled one of two ways.
- The user enrolls in the online course and then the instructor uses the syllabus to inform the students of when face to face practicum or meetings take place. This scenario is used when separate face to face registration is not necessary. Fees for the use of Canvas only apply in this scenario.
- The user enrolls in Cvent for face to face learning, in most instances, this is a multi-day, multi-track event where the student selects training that is specific to their job needs or continuing education unit (CEU) requirements for their profession. In conjunction with the face to face event, Canvas is used to deliver online components of training and the user is enrolled by the course instructor or Learning and Teaching Services team members. In this scenario, system fees for both Canvas and Cvent are assessed to the unit offering the training.
How do I calculate how much to charge for an event?
The MU Conference Office has created a tool to help faculty and staff calculate revenue and fees here. By using this Microsoft Excel based tool, credit card and system fees are automatically deducted from fees generating revenue. The spreadsheet also will calculate the use of sponsor or grant dollars to offset costs.