Manage Events

Available in: Lightning Experience

Available in: Enterprise and Unlimited Editions with Life Sciences Cloud, Life Sciences Cloud for Customer Engagement Add-on license, and the Life Sciences Customer Engagement managed package.

Pre-approval planning phase: As the organizer, the planning phase is of utmost importance. The event’s draft phase is the foundation of an event. You determine the subject that will be presented at the event, and then you move on to the complex task of recruiting the attendees. In case of speaker meetings, attendee recruitment involves selecting the right speaker who is trained to deliver a lecture at the event and is also compliant with event rules. Next, you figure out the logistics of when and where the event will take place, and calculate the estimated costs for the event. After all the setup is ready, you submit the draft plan for your manager’s approval. The approval process is customizable as per your org’s requirements.

Post-approval planning phase: After your event plan is approved, you start sending out email invites to the attendees, collaborators, experts. Track participants’ responses and finalize the logistical service providers, like vendors and caterers.

Execution phase: This is the day of the event. As attendees arrive, capture their attendance by launching the sign-in sheet. Record all types of attendees, including write-ins. Confirm the attendance of the speaker, and update their status to “Attended”. During the event, facilitate the supporting processes by launching presentations.

Close-out phase: Conclude the event by launching a survey to provide feedback for the event logistics. Record actual costs to reconcile differences between estimates and actuals. Capture and reconcile write-in and non-profiled attendees with the system records.

• Pre-Approval Event Planning
  Plan your managed event by creating the event record, accepting compliance statements, assigning subjects, and adding attendees. Select the location where the event will be hosted and calculate event expenditure by adding estimated expenses. Submit the plan for approval as per your organization’s rules. After the approval comes through, send out the email invites and monitor responses.
• Post-Approval Tasks
  After your manager approves your plan, add the estimated expense for the event and finalize the logistics provider. Then, send out invites to attendees. Monitor their responses and update their record statuses accordingly.
• Event Execution
  Launch the electronic sign-in sheet on the day of the event to capture attendee signatures and meal preferences.
• Post-Event Tasks
  After the event has concluded, it’s time to complete the close-out tasks. Record the actual expenses incurred during the event, and allocate the expenses to the participants. Enter the details of the attendees who don’t have an existing record in the system. Finally, launch a survey to provide your feedback for the event.
• Mobile and Offline Event Execution
  Event Management supports mobile and offline execution from within the mobile app, helping field representatives manage sign-in, participants, presentations, and surveys even when connectivity is unavailable.