Creating a Flex Event to Use with Universal LeadCapture

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The following steps will help you get started with creating a Flex event to integrate with Universal LeadCapture. If you've created a Universal LeadCapture event previously, you can copy the event instead.

NOTE: Do not use templates with Universal events.

1 Create an event. Log in to Cvent, and under Solutions at the top, select Events. Click Create Event.

Create Event 
 

The Event Creation Wizard will open. For the Creation Method, ensure that A new event is selected. Then, click New Standard Registration (Flex).

Select Flex Event 


2 Specify key event details. Give your event a title, then set Category to Trade Show. In the Registration section, ensure that "Registration is open to" Anyone (Public).
 

Basic Information New Registration Event


In the When section, select the Time Zone of where your event is taking place. This will be used for time stamping leads in reporting. Then, determine your event's registration deadline, start date, and end date.

In the Where section, add your event's location. Then, in the Event Planner section, add the name and contact information of the Tradeshow Manager for your organization. Then click Next.
 

Event Planner Information


3 Select event's features. Click Next to proceed to the Website & Registration section.

In the Registration Process section, check the box next to Registration Types. In the Onsite section, check the box next to Exhibitor Management.

Then click Next.
 
Website and Registration Features

In the Promotion section de-select Email Invitations and Weblinks, then click Finish.
 
Promotions and Communications Features
 
4 Disable your registration event from appearing in search engine results. Hover over Website & Registration and, under Website, click Security.


Click Edit, and, in the Search Engine Settings section, ensure "This event can appear in search results" is set to No.

Search Engine Settings


Click Save.

5 Disable all email communication. Hover over Promotion & Communication and, under Email, click Event Emails.

For all emails, toggle "Active" to gray.
 
Deselect Event Emails


6 Add your registration types. Next, you'll need to add registration types for your onsite staff. For example, you can label them as Staff, Exhibit Booth Staff, Expo Staff, etc. ...like "Staff," "Exhibit Booth Staff," and "Expo Staff."

Hover over Event Details and, under General, click Registration Types. Then click Edit.

If this is your first registration event, click Create Contact Type, name it something easy to recognize (like "Staff," "Exhibitor Booth Staff," and "Expo Staff"), enter a Code, then click Save. Or, if this is not your first registration event, click Add from Contact Types, check the box next to its name, then click OK. Click Save.
 
Save Registration Type 
 
NOTE: While this step is not mandatory, it will become useful when reporting on your staff and leads.
 
7 Register your onsite staff. Your onsite staff members must be registered for your event before they can be added as booth staff in Universal LeadCapture. Follow these instructions to register invitees in Cvent, or these instructions to register invitees in Onsite Solutions.
 
8 Update exhibitor emails. Before you move on to the next step, you can configure the emails that will be sent to your exhibitors.
 
NOTE: What's next? Once you've finished setting up your Flex event, follow these steps to request badge kit support in Exhibitor Management.

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