If you're creating a third party event, but you want to eliminate almost all third party coordinator (TPC) responsibilities from guests and/or colleagues, you can make yourself (the event manager) the TPC.
For example - I'm organizing an offsite company retreat. I want at least 10 people from each department to come. To do this, I would usually just create a package with distributed list spots.
However, I've received feedback from my colleagues that the department heads are all extremely busy, and expecting them to login to their SeatRobot account, navigate the site, find the link, then distribute the link to their team is unlikely.
I can streamline the process by making myself the TPC, and distributing the link myself.
To do this, I'll create the third party event, then create a package for each department. For more information on this process, refer to Creating an Event with Third Party.
I've also made every department's package available to be activated via email. You can do this by checking the boxes underneath the envelope icon that correspond with each package.
For each package, I allotted 15 spots total. 12 spots are reserved for more junior employees, 3 spots are reserved for department heads.
The 3 spots reserved for department heads will be using the curated list system, because want to specifically select and invite these people. When I was creating these spots in the 3RD-PARTY REGISTRATION BUTTONS window, I did the following:
- For SELECT BUTTON, I chose VIP (the button I created in SETUP)
- For QUANTITY, I put 3
- For LOCATION, I chose the COORDINATOR PAGE
- Then clicked SAVE
The 12 spots for more junior employees can be filled on a first come, first served basis. Anyone who is eager to attend the retreat can sign up, but they have to have the link, and register before the 12 spots fill up. Therefore, I assigned those spots to the distributed list system. When I was creating these spots in the 3RD-PARTY REGISTRATION BUTTONS window, I did the following:
- For SELECT BUTTON, I chose GENERAL (the button I created in SETUP)
- For QUANTITY, I put 12
- For LOCATION, I chose the 3RD-PARTY WEB PAGE
- Then clicked SAVE
Once my packages are perfected, I'll navigate to the EMAILS page to start the TPC activation process.
Click SEND 3RD-PARTY LOGIN INVITE.
Choose which package/department you want to activate first by clicking the corresponding USE button. I'll choose Creative & Content because it's listed first.
The 3RD PARTY INVITE SETUP window will appear. Enter your preferred names into the textboxes. The name of the company / party / package will suffice. Click SAVE NAME once completed.
Click ADD COORDINATOR.
Check the box next to EVENT MANAGER. Then, click the X in the corner to leave this window.
Click EDIT INVITE.
The MANAGING YOUR GUEST LIST window containing the TPC invite template will open. The content of this email is irrelevant because you're making yourself the TPC. Press SAVE.
Click SET LAUNCH TIME.
Choose LAUNCH IMMEDIATELY, then click SAVE.
Click LAUNCH.
The CONFIRM EMAIL SEND window will appear. Click CONFIRM.
Click SEND 3RD-PARTY LOGIN INVITE and repeat this process for every single department / package that you want to be the TPC for.
Once you've followed this process for every package, navigate to STATUS.
If you scroll down to the bottom of the page, the packages you created and launched will appear.
If you click any of the package buttons, it will expand with information and tools.
If you click the hyperlink underneath INVITE NAME, it will redirect you to the EVENT MANAGEMENT CENTER for that package.
Now I am in the EVENT MANAGEMENT CENTER for my Creative & Content department. As stated in the beginning of this article, I'll add the department heads in the YOUR ATTENDEE LIST panel using the curated guest list method.
Then, I will access the link for other employees to join by clicking DEDICATED WEB PAGE LINK.
The YOUR UNIQUE EVENT WEB PAGE LINK window will appear. Click COPY.
If you paste and search the link in your browser, you can see what the registration page will look like to those who open this link.
At this point, you can choose how to distribute this link. We'd recommend sending an announcement email that includes a link to the registration page. It's worth mentioning that registration is honored on a first come, first served basis, and once the event is full, there is no waitlist. For example, this is the email I'm sending to every company for my event:
You can monitor who has signed up via the registration web link by clicking YOUR ONLINE REGISTRATIONS in the EVENT MANAGEMENT CENTER. For more information on this process, refer to Managing Your Attendees | Distributed List.
Thank you! If you have questions about this process, or any other features in SeatRobot, please reach out to support.
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