Budd Larner, P.C.
Using Cvent Passkey for room block management success.
years using Cvent Passkey
average time savings
saved per seminar
Managing Room Blocks for Seminar Success
Budd Larner, a long-standing law firm in New Jersey, operates several practice areas that require year-round marketing events. To successfully market the practice area of software licensing, Chief Operating Officer Mitchell Rait and his Events team use several seminar each year to meet with various companies and clients. Hosted in major cities like Las Vegas, New York, and Chicago, these seminars are geared towards disseminating educational content for fellow lawyers, CIO’s, software contract professionals, and other industry experts. Up to 100 attendees travel from across the US and internationally for an average three night stay. As such, Mitchell’s team needed a technology solution to help manage room blocks and seamlessly connect rooming lists with registration data.
Wasting Time and Money on Manual Processes
Over the span of fifteen years, Mitchell and his team created a well-established seminar program. However, they often struggled with difficult manual processes in managing room blocks for attendees. “It was horrible,” he explains. “You had to rely on the hotels and ask them to periodically send you reports for the rooming lists.” This caused backlogs in the team’s workflow and even affected the overall event budget. “We had room blocks that weren’t filled, and possible attrition because we didn’t know to remind people to book their rooms. They would either go somewhere else or forget to book it all together,” notes Mitchell.
Using Cvent Event Management software ensured a seamless registration experience for attendees, but the inability of data to flow between the manual room lists and Cvent created significant information gaps. “We always knew through Cvent who was registered for the seminar itself, but we always struggled with simultaneously knowing who was staying at the hotel. There was always a disconnect in that data,” Mitchell adds.
A Positive Passkey Experience
Even though they have been hosting seminars for fifteen years, Mitchell notes that the last five years of using Cvent Passkey has been revolutionary. “The first time we used Passkey was eye-opening,” he explains. “We have a link to the registration page for attendees to book rooms, which connects on the backend so we can see who is registering.” The clarity that Passkey provides helps Mitchell’s team accurately ensure room blocks are filled and data is always up-to-date.
“Now, with Passkey, we can match up who registered for the seminar on the one hand, and on the other, we can see who has registered in our room block,” he explains. If they haven’t completed their booking, Mitchell’s team can use email marketing to target registered attendees and encourage them to book their room. He notes, “We can send them an automated email to complete the booking and sure enough, it works.”