CUE Virtual Events
Ensuring educational impact with virtual event technology.
week turnaround for virtual conference
additional registrations gained in one week
points of engagement in mobile app
CUE is an education non-profit with twenty-two affiliates serving 26,000 members across California and Nevada. The organization focuses on developing best practices to support student learning with an emphasis on educational technology. CUE first partnered with Cvent in early 2019. While they manage a host of events, CUE planned to engage the full Cvent platform for the first time at their largest annual conference in Palm Springs for over 4,000 attendees.
Enabling a Quick Pivot to Virtual Events
During the Fall of 2019, Cue began using Cvent’s Event Marketing and Management, Abstract Management, Onsite Engagement, and CrowdCompass solutions across smaller events. Danny Silva, Director of Technology Integration, had successfully implemented the entire Cvent platform to streamline backend processes for the organization’s Spring 2020 conference. Two weeks before the conference, a global health crisis erupted. “We started seeing this problem on the horizon, the Coronavirus, and we decided about a week out that we were going to flip the switch and move to a virtual event,” explains Danny. With an incredibly tight timeline, pivoting to virtual was a tall order for the technology team. The normally three-day event would need to be stretched into a two-week virtual experience. With little time and a clear need to maximize organizational workflows, they knew relying on the centralized platform to secure real-time data would be key.
Danny’s team quickly built a virtual registration pathway to accommodate their virtual attendees. This not only streamlined the registration data flow between Cvent and their Zoom integration, but ensured that data remained housed in a central location. They opened certain aspects of the conference to the public, including the keynote sessions hosted on Facebook Live. Adjusting registration pricing and opening the conference to the public attracted an additional 750 registrants in just one week. They continued to gain registrations across the duration of the event.
Danny notes the virtual option helped support attendees who could not have otherwise attended, both due to COVID-19 and separate mitigating factors. “We work with educators and not all of them can foot the bill, or their districts don’t have enough to send their people to a face-to-face event in Palm Springs,” Danny explains. His team made the strategic decision to move a large portion of their 350 planned sessions to the virtual platform, ultimately hosting over 200 online sessions via Zoom. With the move to virtual, registrants could attend about three times as many sessions as they would have during the original three-day conference. CUE’s team recorded a majority of the session content, offering attendees post-event access to the packaged content to drive them further down the funnel.
Powering Online Engagement with Mobile Event Apps
To increase engagement with session content, Danny’s team relied the CrowdCompass mobile event app. “We were already using CrowdCompass for our event,” says Danny. “When we made the switch to Zoom, we put a snippet with the Zoom meeting link at the top of the description in the mobile app. People could then join directly from the mobile app or the website.” By enabling one-click attendance through the mobile app, CUE ensured higher engagement and a seamless user experience. Danny admires that the functionality of the app bridged both mobile and laptop users. “The one thing we love about CrowdCompass is there is also a web version of the app, “ he says. “If people want to be at home watching on the laptop instead of the mobile device, they had that option. It made it easy for people to just click the link and get into sessions.” With a feature-rich mobile experience, Danny’s team measured an impressive 200,000 points of engagement across 5,400 users during the event. They tracked 1,200 users on the web version of the app, specifically.
To ensure duty of care and maintain the necessary privacy of their online attendees, CUE relied on CrowdCompass. They switched both the web and mobile version of the app to a private event, thereby protecting the digital privacy of their attendees. To troubleshoot any login issues, the CUE team updated a standing email with the new virtual event link; they then used Cvent data tags to personalize the attendee email address and existing confirmation number for a smooth login experience.