Cvent FAQs - Frequently Asked Questions

Below is a list of common questions and answers for the event management service Cvent.

Cvent Service

Why only six-month and 12-month Cvent licenses?

Based on our past engagement with clients, 6-month and 12-month Cvent licenses have been the most commonly requested options. Offering these two terms allows us to meet the needs of most clients while keeping the licensing process straightforward and manageable.

Which Cvent service option should I choose?

Licensed Account (6-month and 12-month): Self-serviced platform access for an individual to build and manage their own event(s). Platform access is granted for the indicated duration.
Contracted Event Build: The Stanford Cvent team builds and manages the event for you (For Basic events/reg)

Does my Cvent license automatically renew on its own?

No, you will need to submit a request ticket to renew your license with our team. We send automated reminder emails, 60-days, 30-days, and 7-days before your license expires.

What is included in my license?

For the duration of your license, you will have access to the platform, allowing you to create, edit, and manage an unlimited number of events. Event Management includes creating reusable templates, designing event websites, sending automated event emails, creating event surveys, and utilizing other platform resources. Your license also includes access to the Cvent 24/7 Technical Support Team for assistance with event setup, registration, troubleshooting, and other platform-related questions. Our team will create an event shell based on a self-identified user group so that within the platform, your events are seen by you and other licensed users within your team/group.

Can I share my Cvent license login/use a shared email with others?

No, you cannot share your Cvent login credentials with others or use a shared email address to log into the platform, as access is provided via Single-Sign-On (SSO). However, your events can be shared across multiple licensed platform users. All platform users are linked to a self-identified USER GROUP. Any licensed user a part of the USER GROUP can view and modify any event created by anyone else within the specified USER GROUP.

Is Cvent only available for Stanford Event Planners?

No, anyone at Stanford University with an active SUNet ID can be granted platform access (yes, even students and contractors).

Platform Features

OnArrival

What is OnArrival?

The Cvent OnArrival app is an onsite attendee management and check-in solution for event organizers. It seamlessly integrates with the broader Cvent event platform to help streamline event registration, print badges on-demand, and track session attendance in real-time. Key features include:

Event Check-In & Walk-in Registration: Organizers can check in attendees via name search, QR code scanning, or register walk-ins directly on-site.
On-Demand Badge Printing: Eliminates check-in bottlenecks by pairing with printers to instantly print attendee badges upon arrival.
Offline Mode: The app caches attendee data, allowing staff to check guests in even without reliable Wi-Fi. Data syncs automatically once an internet connection is restored.
Session & Capacity Tracking: Scans attendees in and out of breakout sessions to accurately monitor attendance and manage room capacity limits.
Kiosk Mode: Can be set up on tablets to allow attendees to independently search for their names and check themselves in

How do I log into the OnArrival app?

Download the Cvent OnArrival app from the App Store or Google Play Store.
Open the app and select Login via SSO.
Enter the Organization ID: SUSTNFRD01.
Sign in using your Stanford credentials.

You are now ready to use the app.

What devices are supported with OnArrival?

Cvent OnArrival is supported on iOS devices (iPhone/iPad) running iOS 17 or higher and Android devices running Android 10 or higher

Access Portal

What is the Cvent Access Portal?

The Cvent Access Portal is a reporting portal that allows non-licensed users to securely view and access shared event reports at any time, without needing a full Cvent license.

How do I publish a report to the Access Portal?

From the left-hand menu, click Reports.
Select Saved Reports.
Find the report you want to publish. Click the three dots (⋯) next to the report.
Select Publish to Access Portal.
Choose who should receive the report. Click Publish to complete.

Billing

Can I collect payments through Cvent at Stanford?: Yes, our Cvent instance is integrated with Stripe. Cvent Payments/Cvent Payment Services (CPS), which accepts major credit/debit cards (Visa, Mastercard, Amex, Discover, JCB, Diners Club, Maestro). It also supports offline methods like checks, purchase orders, or wire transfers.
How are refunds handled in Cvent?: There are multiple ways to manage refunds in Cvent. Refunds can be processed manually on an individual basis, or event planners can configure automated refund policies tied to registration cancellations. Automated policies can be customized based on the event’s cancellation and refund guidelines.
How do I receive event revenue?: Platform registration payments are NOT immediately paid out to you directly. Every month UIT will process the previous month's deposits, subtracting all processing fees (Credit Card and Service), which we refer to as “back billing,” then deposit the balance into the PTA you list within your event. Example: All of April's payments would be deposited in the first week or so of May.

Attendee Hub/Event App

What is the Attendee Hub?

Attendee Hub is an engagement application (web + mobile) that connects attendees to your event’s content, networking, and sponsors before, during, and after the event, across in-person, virtual, and hybrid formats.

How do I log into Cvent Attendee Hub (Mobile)?

You must be officially registered for the event using the same email address you are attempting to log in with. On login you will be asked for a verification code sent to you via email. If you don't receive your verification code, check your spam/junk folder or contact the event planner.

Open the app and search for the event name or event ID.
Enter your first and last name.
Enter the email that you registered with.
Check your email or text messages for a 6-digit verification code. Enter this code on the screen and click Log in.

Integrations

What are integrations?: Integrations are automated connections between Cvent and other Stanford-approved applications or services. These connections allow information such as attendee registrations, payment data, or event details to flow between systems without requiring manual data entry. Integrations help streamline event management processes, improve data accuracy, and enhance the overall user experience.
What integrations are included with my license?: Cvent maintains a marketplace of available applications. You license will include integrations with Zoom and Stripe. If you would like any other integration compatible with Cvent added to your license, such as Salesforce, AWS, Marekto, Webex, etc., please submit a Help request to the UIT Cvent team. You can view available applications in the Cvent Marketplace.
How do I add an integration to my Cvent account?: Please submit a Help request to the UIT Cvent team. Once we receive your request, the team will coordinate with our Cvent representative to review and assist with the integration setup.