Cvent: Frequently Asked Questions

What features does Cvent have?

• Online event registration for paid or no-cost events
• Contact database for invited and registered lists
• Duke Alumni Development Database integration (limited)
• Real-time event registration reports
• Customizable event registration websites
• Customizable event emails
• Protected login with Duke NetID and password for account holders
• Authenticated registration supporting shibboleth and OneLink

 

What costs are associated with Cvent?

Cvent is a fee-based event-management solution with the following pricing structure for Duke departments:

• $100 annually (includes 10,000 emails)
• $250 annually for each planner account
• $2 per registrant (includes attendees, cancellations, and "no shows")

Departments interested in Cvent can learn more at https://oit.duke.edu/service/cvent/. For professional event services, users can reach out to Conference and Event Services (https://eventservices.duke.edu).

 

I am new to Cvent. What are the best ways to get training and help?

Cvent has several resources available for learning the product. It is recommended users authenticate to the Cvent platform first before accessing training links. Go to cvent.duke.edu and click the Login button. Once you are in the platform, click the Help icon in the top right corner. Wait to be signed in to the support system, then access these links:

• Event Management - Getting Started
• Cvent Certification in Event Management (free as of this writing)
• Onboarding checklist
• Cvent User Community

At a minimum, we encourage new users to get certified by Cvent in Event Management. 

 

How long does it take to launch an event registration site?

A new user should plan for two months from the time they first login to the time the event registration site is ready to collect live registrations. After the first event has been created, it could take between a couple of hours and a couple of days to prepare a new event.

 

Can one event be copied for another event without having to re-create it from scratch?

Yes. Event planners will create an event from an Event template, which is a saved format for registrations in your department. Events will not be created from scratch and will start by copying from a select template. Departments can have multiple event templates. See this article for information on templates. 

 

Can I log into my Cvent account with my netID?

Yes. And only Duke affiliates with a netID can use Cvent at Duke. You can access Cvent by going to cvent.duke.edu. 

 

Is Cvent at Duke cloud hosted?

Yes. And the data maintenance and infrastructure has been vetted and meets the Duke security and standards protocol.

 

How can I add invitees for my event?

You can included a group in the Contacts database if it is available. If not, you can add invitees one-by-one. If you have more than 20 invitees, you can email cventsupport@duke.edu requesting OIT staff upload your list. You must follow the guidelines in this article for your list to be imported. 

 

Can I export the registration data?

Yes. Many reports are available out-of-the-box with Cvent OR reports can be genereated based on the custom criteria or specifications you need. Reports can be excel, pdf, csv, word or mhtml (web archive). Check updates for new features such as a Report Portal for real-time reports via a URL.

 

Who can see the registration data for events I manage?

Event planners can restrict who has access to their events to people in their department (see General > Event Settings > Visibility within the event). The Cvent support team at OIT can see all events. 

 

Can users register for my events using Duke authentication?

Yes. Users who have active Duke netids or who have set up a profile in OneLink can register for your event. See this article for details on using SSO in your event registration.