With a Topic

There is now a "Instructions for the Presenter" section to provide background notes and relevant detail for your presenter request for Workshops/Trainings/Briefings. 

Want to secure the date and time with your attendees, but don't yet have all the details worked out? You now have the option in Event Planner to send calendar appointments straight to your attendees (no more .ics file), allowing them to accept or decline to their calendars, and their responses will be tracked within the attendees tab in Event Planner.

This feature is located within the Ellipsis menu:

Before the appointment sends, a review window will pop up with the invite details and give the option for a custom message:

Calendar Appointment - Publish

Whether you send a Save the Date or not, when your event is ready to publish, an email invitation AND separate calendar appointment (no more .ics file!) will be sent to your attendees. Like always, at the time of Publish all details will be available to view in My WWT and ATC Connect.  

Now when you create your Webex video conference directly from Event Planner, it will auto-populate within the calendar appointment. So with this new release, Event Planner really is a one stop shop!

RSVP

As attendees respond, their responses will be tracked within the attendees tab in Event Planner: 

Introducing Templates! Do you have a perfectly built Workshop you would like to replicate? A Training that will be held for many different audiences? A recurring meeting with the same group, but different times and topics?  Users can now create a template of your event or meeting to use over and over. You can also share your template with colleagues.

Templates are created from existing events in the published or planning phase. They can be upcoming or past events. Click into the ellipsis menu of the event you want to use as a template and select "Save as Template" and follow the prompts to build your template.

Once you have a template created, it can be found under the Templates menu in Event Planner. From there, you can share the template with others, create an event from the template, or delete the template. 

*Tip: If you want to update your template, you will want to save as a new template and archive the previous version. 

February Release Notes

• Updated Global Engineering/Services Presenter Request process (New embedded request form and task card on Details page, editable presenter instructions)

January Release Notes

• Ability to use templating with Public/Restricted events
• Updated verbiage on the "Create & Add Attendees" screen to inform the host/planner that Event Planner will not create duplicate Salesforce Contacts

December Release Notes

• Task History will now reflect the correct person who updated the Owner field on the Event IR in Salesforce #Top10 (previously it would display Corporate Events API Service Account)
• When adding an one or more attendees to a published event (or an event where Save the Dates have already been sent), you will be prompted to send or skip notifications.
• Increase number of search results for "Related Content" (adjusted from 10 results to 24 results) #Top10
• "Event Overview" has been added in the My WWT > Event view to expose the event description #Top10
• Placeholder text in "Event Overview" field has been updated
• Templates: "Archive Template" menu action now reads "Delete Template"
• Additional security was added to event attachments to ensure only attendees can access attachments. These documents were never really exposed, but this adds another layer of security in case someone shares a link.
• "Presenter Assigned" notification now goes to the Planner AND Host on Marketing Managed events.

• To create an event, go to Event Planner and "Create New Event" button at the top of the application.
• After selecting your event type, you will be prompted to fill in the appropriate fields in each section.

There are four sections to complete to create your event.  Once the first three sections are complete, your event will enter "Planning" status, where you can add additional resources in the final section, or you will be assigned a Planner if you have selected the Marketing Managed track.

• Details - Information such as event title, date, location, time zone (we recommend using the time zone of your attendees) customer or partner attending, objectives, opportunity, etc
  • Depending on your event type, this section gives you the opportunity to request GET or Services, as well as opt in for Marketing support.
• Attendees - Add in external and internal attendees by searching their email address (recommended) or name. If they do not populate, you will be prompted to create a new user. You can also download an Excel template for a bulk upload.
• Agenda - Drag and drop to create your agenda from the populated items, or create custom agenda topics. Each agenda item provides the opportunity to customize the time, description, and notes for presenters.
• Resources - Here you can add additional content for your attendees such as attachments, content from wwt.com, as well as video conference details.

Self-Managed Events & Meetings

Event Planner allows you to fully manage your own event from start to finish. From building the agenda, securing presenters, video conference creation, and publishing your event, you are in control. 

Marketing Managed Events & Meetings*

You have the option on all event types to request assistance from the Marketing team, to help with items such as: presenter Tasks/IRs, internal alignment, conference room access, etc.  It is recommended to select Marketing Managed for Workshops, Trainings, and Briefings. 

*All Executive Briefings and events taking place on the first floor of GHQ automatically become Marketing Managed events. 

You can submit Tasks and IRs right from your event, view the requests, and even send follow ups right from the tasks. Once Presenters are assigned, they are added to the event and labeled as a presenter under the attendees. 

Creating a Task/IR

• To create a task in a workshop, training, or briefing, simply select "Yes" for Global Engineering/Services team support. You will then provide any background notes and select your Region (this allows the regional support team to determine if they can fulfill the request or if they need the support from GET/Services.)
• A Region can assign a presenter if they plan to fulfill the task, or they can reassign the task to GET/Services, which creates an IR.

Assigning a Task/IR

• To manage and assign tasks/IRs for your group, go to My Group Tasks in Event Planner.
• You can click into each task and assign a presenter or reassign to another group. You can also assign a presenter from within Salesforce by changing the owner.
• Multiple presenters can be assigned to a task/IR. Event Planner will create a separate IR per person.

Cancelling a Task/IR

• If the entire event is cancelled, go to Event page and mark "Not Needed." This will close the task/IR as well.
• If you only want to cancel the Task/Request for Presenter, open the task and "Cancel." Cancelling the Task, marks the IR "Closed-Canceled."

If you need an event with multiple presenters under various topics, you will want to select the Marketing Managed track. Your planner will work with you to get the appropriate information to submit tasks/IRs for you. 

If you have already lined up the people you need and do not need an IR, you can use the "Set Presenter" button to list your presenters on each agenda topic. You may list more than one person for each topic. 

For a detailed look at Tasks and IRs, see the Additional Resources at the bottom of this page.

Digital Experience

• All attendees will have access to event details (agenda, attendees, video conference info, maps, etc) in the events section of My WWT on the digital platform, as well as the ATC Connect App.

Email Communication, Save the Date, Calendar Appointment, and RSVP

• Save the Date - You have the option to send attendees a calendar appointment before the event is published. Before the appointment sends, a review window will pop up with the invite details and give the option for a custom message.
• Email & Calendar Appointment - Once the event is published, all attendees will receive an email AND calendar appointment with the event name, date/time and host information. 
  • The email will prompt them to "View Event Details" by having them setup an account or view the event if they already have an account. 
  • When you create your Webex video conference directly from Event Planner, it will auto-populate within the calendar appointment. 
• RSVP - As attendees respond, their responses will be tracked within the attendees tab in Event Planner.
• Attendees will receive a post-event email the morning after the event concludes asking for feedback.

Notifications & Reminder Emails

• Event Planner offers the ability to send out notifications (limited to 280 characters) to selected attendees that will go their email address and ATC Connect.
• 7 Day Email Reminder: Email notification sent out 1 week prior to the event start date to all attendees that have not RSVPed, encouraging them to respond.
• 1 Day Email Reminder: Email notification sent out 24 hours prior to the event start date to all attendees.

On our platform, select the rubic's cube icon in the top right corner to view WWT apps, then select  Event Planner.

Anytime you are meeting with a customer or partner that you view as a valuable interaction, it is recommended to use Event Planner. 

Each event requires different information, but some of the most common items to have are the date and time of your event, an idea of your agenda, meeting objectives, any opportunities to link to the event, as well as attendees. 

Changes to event information can be made in the planning process, as well as after publishing.
 

It is definitely helpful to have an idea of your agenda when submitting your event. However, you can still make adjustments to your agenda after its been submitted, or you your planner will work with you to customize your agenda .

You can choose to set up a new webex from the "Resources" section from your event, or you may add an existing webex into the event in the same section. Some customers or partners prefer to use Zoom or Teams for their meetings, which can also be added into Event Planner. When you create your Webex video conference directly from Event Planner, it will auto-populate within the calendar appointment.

Below are some best practices to consider:

• Video on to stay engaged​
• Good bandwidth – voice may be better over a cell / phone ​
• Organize a host to handle introductions, review housekeeping and how-tos of a virtual meeting
• Keep a group IM open for internal attendees to communicate  (be sure to mute notifications when presenting)
• Set your virtual environment to look professional​
• Practice presenting to a screen and not an audience​
• Take notes throughout and share at the end to make sure you've captured all takeaways​
• Utilize the Digital Platform (in Demo Mode) as much as possible – it's a great example of how to work and stay engaged virtually!

Yes, there is a template below under Additional Resources (at the bottom of this page) that you can customize. 

The morning after the event concludes, attendees receive an email asking them to rate the event and agenda items. If any ratings are submitted, an email will be sent to the host, presenters and planner (if applicable) 48-hours after the event, entitled "View your Ratings!"