The applications support team will host a multi-day workshop for the meetings exhibition modules within Personify360. This workshop consists of multiple short sessions over two weeks. Each session will cover a topic related to the Events module and build on top of the last. By the end of the workshop, you’ll have created an entire conference event with complex rates/pricing, multi-product setup, available discounts & coupons, online registration controls, event landing pages on your website, back-office/online registration as well as report and data outputs.
Meetings revenue is often one of the largest sources of non-dues income for an organization. The following is a list of types of meetings that you can manage within Personify360®:
- Annual Conferences (often used in conjunction with an Exhibition)
- Component Conferences (chapters and sections, as well as special interest groups)
- Courses that earn attendees continuing education credits
- Webinars
- Proctored Exams
- Fundraising Dinners/Galas
The Meetings subsystem provides the functionality to manage all facets of an event, from conference products to session components. In addition to creating standard meeting products, you can define additional pieces that accompany a registration, define the online registration process, manage badge information.
Setting up meetings involves setting up a facility, a meeting, and one or more events or breakout sessions associated with the event. A meeting can range from a single-day course to a large multi-day annual meeting with multiple breakout sessions.
You can find a full schedule of sessions on the AOA Service Catalog!
The meetings workshop is designed to allow learners to learn about the Meetings/Events module within Personify. This schedule is spanned across multiple days with only 1 to 3 sessions/classes a day. These sessions will be recorded and made available to registered attendees.
It’s highly encouraged you try to participate in as many of the classes as they build on top of each.
Monday 11/15 (ALL TIMES CENTRAL)
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10:00 AM – 11:30 AM
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Constituent Connections to Meetings & Events
Did you know that meeting & event registration has unique interactions with our constituent records? For example, we can track the emergency contact information or particular needs of our registrants. We need to capture data such as our registrant’s work and the facilities we hold our events. Let’s review the importance of relationships and review our best practices around maintaining up-to-date constituent data.
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1:00 PM – 3:00 PM
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Event Product Management 101
Before anyone can register for your meeting or event, you need to set up a product in Personify. Let’s start with the basics. We want to teach you what constitutes a meeting/event product in Personify360 and what goes into the general setup. We will show you how to generate your product code and set product availability. You will also work with multi-day events and all the other product options which drive the meeting registration experience.
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Tuesday 11/16 (ALL TIMES CENTRAL)
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10:00 AM – 11:30 AM
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Your Associations Rates & Pricing Structures for Event Management
Every association has rules that will sort members into various pricing categories. Let’s learn how those categories, which Personify calls Rate Structures, are built. We will take some time to develop and order our rate structures to ensure your members get the correct rate.
After establishing a rate structure for your event, it’s time to utilize those structures and deliver complex pricing schedules. For example, you may want to offer pricing which offers early bird, standard, and onsite pricing rates.
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2:00 PM – 3:00 PM
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Account Management for Meetings
The product account setup is one of Personify’s most flexible systems. Your meeting registration can have a complex account structure that designates revenue to multiple accounts or a simple cash-based accounting model.
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Wednesday 11/17 (ALL TIMES CENTRAL)
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10:00 AM – 11:30 AM
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Meeting Product and Miscellaneous Setup Options
Some of our meetings & event products require additional setup. These items can include cancelation fees, product manager emails, capacities, waitlists, tracks, and much more! These small changes can enhance the registration process and make your lives easier when managing your event.
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1:30 PM – 3:00 PM
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Discounts, Coupons, and Purchasing Groups
Discounts and purchasing groups are additional ways to control pricing for registrants such as volunteers, board members, speakers, and even staff. In this session, you will learn how to set up purchasing groups and associate them with discounts for events. Using a coupon program can be a great marketing tool to show membership value or incentivize engagement. Let’s discuss how coupon programs can work for your events.
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Thursday 11/18 (ALL TIMES CENTRAL)
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9:30 AM – 10:30 AM
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Event Content & Sub Products
Your event is more than just a conference. There will be breakout sessions, social events, tickets, badges, and other “products” your registrants need to purchase as part of the show. Determining which products have importance and what you need to track can be an overwhelming task. Let’s find what’s essential to your organization.
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11:00 AM – 12:00 PM
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eBusiness Controls for Event Products
Updating your meeting product for eCommerce possibilities is at the click of a button. Add eBusiness controls and brief/long descriptions of sessions to enhance your online meeting experience. There may be some sessions you won’t want registrants to choose from the online control, and we will show you ways to manage these expectations.
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1:30 PM – 3:00 PM
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Online Meeting Registrations
Now that your meeting registration is on your website and you have a landing page, it’s ready for registrants. We will share experiences and best practices with online registration and provide you with the tools to assist your members with this process.
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Friday 11/19 (ALL TIMES CENTRAL)
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9:30 AM – 10:30 AM
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Back-office Registration
As registrations come in, some members will prefer to register via paper or have trouble with the online registration form. Because of this, you might want to process registrations through Personify directly.
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11:00 AM – 12:00 PM
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Meeting & Event Reports & Outputs
With registrations in the system, you will need vital pieces of data to ensure a successful show. Let’s take some time to learn about the reports & data queries available to you regarding the meetings subsystem.
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Thursday 12/16 (ALL TIMES CENTRAL)
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9:30 AM – 10:30 AM
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Exhibitor Management & Non-Dues Revenue
Like meeting products, the exhibitions module allows you to create products and services your exhibitors can purchase. Let’s take time to review how these products work within Personify.
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Friday 12/17 (ALL TIMES CENTRAL)
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9:30 AM – 11:30 AM
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Creating & Managing Exhibition Show Products
You can sell many products as exhibition products in Personify360; let’s discuss the various options available and how you can leverage these products to vendors.
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1:00 PM – 3:00 PM
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Building & Creating Exhibitions Orders in Personify360
When you create an exhibition order in Personify, you need to identify the products/services you’re offering this vendor. Personify does not have an existing integration to web orders regarding exhibition orders. However, we can implement for PayPal users an agreement process using a third-party registration tool in WuFoo. Learn the best practices around creating back-office orders for exhibition orders in Personify.
Each exhibition order detail allows you to modify additional data on the order lines. You will need to update the booth information, exhibitor competitor/friend relationships, contact information, and more! Learn all the additional data you can collect around your exhibitors.
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