Founded in 1988, the Council of Protocol Executives (COPE) is a professional, non-profit organization comprised of more than 375 meeting and event planners throughout the world who coordinate special events and high-level meetings for corporations, government entities and major non-profits. The first and only council of its kind, COPE is dedicated to raising the level of professionalism in the application of protocol standards for executive-level business meetings and entertainment. The group organizes exclusive meetings to showcase and introduce members to special event venues and hotels and other suppliers.Download Case Study
Before Cvent entered the picture, COPE cost-effectiveness was a huge challenge, as was the ability to attract enough registrants during a recession
—recalls Jim Cronin, a COPE Board Member
When planning the organization's annual conference, the COPE event planning team faced hours upon hours of manual labor, manipulating multiple spreadsheets in an effort to organize and track conference information. The team also designed, produced and mailed traditional paper invitations, which was time-consuming and costly. Relying on traditional mail not only slowed the registration process, but also made attendee payment collection an arduous process. What's more, COPE's conference website did little to build excitement around the event and effectively increase attendance.
"Before Cvent entered the picture, COPE cost-effectiveness was a huge challenge, as was the ability to attract enough registrants during a recession," recalls Jim Cronin, a COPE Board Member.
"Cvent's excellent industry reputation attracted us to them," Cronin remembers of the search for a solution. COPE members quickly found that Cvent more than lived up to its name. "The event management capabilities were an astounding addition for us."
In particular, COPE loves Cvent's email marketing tools, which allow invitees to easily forward invitations to friends and colleagues during the registration or regret process and open the door to new potential attendees and contacts. Now using Cvent, COPE is able to easily track open and response rates. Their event invitations now receive a 37% open rate – a metric that cannot be tracked with paper invitations. COPE attributes a 19% increase in attendance largely to Cvent's email marketing engine.
"The system is impressive for us to use as well as a pleasure for our prospective attendees. We are able to communicate effectively with our membership and also extend the organization's list of friends," Cronin said. "Our conferences now sell out early as a direct result of the regularly-scheduled and attractive Cvent emails."
In addition to improving the invitation and registration process, Cvent streamlined COPE's payment collection process. In fact, the organization now receives conference fees months earlier than it did prior to using Cvent.
Simultaneously, using Cvent, COPE revamped their conference website, adding eye-catching images and useful features such as driving directions, one-click calendar integration, and rich agenda details. The conference website was easy to create and keep up-to-date.
Founded in 1999, Cvent is the world's largest meetings and event management technology company and has 1,200 employees worldwide. Cvent offers web-based software for online event registration, meeting site selection, event management, mobile apps for events, e-mail marketing and web surveys, and helps more than 10,000 clients in 90 countries manage hundreds of thousands of events, surveys and e-mail campaigns. Cvent's client base includes corporations from every major industry, associations, universities, and non-profit organizations. For more information, please visit www.cvent.com, or connect with us on Facebook, Twitter or LinkedIn.