CCT Event Manager Tips - Keeping track of part time and day delegates

May 2016

 
CCT Event Manager Tips - Keeping track of part time and day delegates

Organising a conference can appear overwhelming, particularly if you have lots of different delegates working on different schedules. To help you with the administration and gathering necessary details, CCT Event Manager, our free conference organisers system, is designed to help you keep track of all this information.

In order to make sure we have the right bedrooms, conference rooms, seating and food ready for you during your conference, it is important for your CCT centre to know how many delegates will be staying for each day of your conference, so to help you manage this information we’ve built this handy interface into every booking in CCT Event Manager.

Since we know that most delegates attend for the full conference, this will be assumed when you add a new booking, to make these bookings the easiest to add. If your conference has an advance party arriving earlier than the rest of your group, we’ll assume by default that delegates are only part of the main event, allowing you to add the earlier components for those delegates that are appropriate.

Getting started

It’s really straight forward and intuitive to customise delegate bookings. On each delegate within your CCT Event Manager you will see the following display:

Event manager icons

Under each day there are a number of tick boxes, signifying Breakfast, Morning Coffee, Lunch, Afternoon Tea, Evening Meal and Overnight stay. If you forget which is which, just hover your mouse over the icon and a little reminder will pop up. If a delegate is not going to be present for a particular part of the conference, simply untick the box underneath that icon.

To speed up the process, if a delegate is attending for only a very small part of the conference, you can click the “Deselect all” link in the top right corner to untick all parts of the event. Similarly, to tick them all again click “Select all”.

Each delegate within the booking can have their own configuration, so you have complete flexibility over what packages you wish to offer when you are organising your conference. If you need to update these details later, you can simply go back into the booking and make any changes you need to, just don’t forget to click the “Save Changes” button when you are done.

Best of all, when you are ready to submit your delegate information and bedroom allocations to the centre before your event, CCT Event Manager will automatically collate all the information about part time delegates for you, so that we can easily keep track of who is coming and going, to make sure necessary arrangements are made to make your delegates experience pleasant when attending your conference.

Finding out more

These are just a few of the ways you can make use of this flexible and free facility within CCT Event Manager. If you would like further information, please contact our team on 0300 111 4444, email eventmanager@cct.org.uk, or complete our online enquiry form.

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