OnArrival - Global Meetings & Events - Internal Resource Guide for Cvent Support Services & Event Technologies

Available in the App Store and Google Play, the Cvent OnArrival app makes tracking attendance as easy as a swipe of the finger. Data automatically syncs with your Cvent registration report every 10 minutes.

You can check attendees into your event, register walk-in attendees, collect payments for your event registration, sell items or accept donations, edit attendee information, view reports for your event and sessions, and scan registered attendees into your event.

Check in and register attendees onsite:
You can search through your attendee list by name or email, filter by registration type, or scan a barcode. Need to know their agenda or how they answered a registration question? Tap the invitee’s name to open their record. Register walk-ins on the spot.

Use the app offline:
Not going to have reliable Wi-Fi onsite? Checking in works offline as well. Just log in and select your event online before reaching the venue. Once you've returned to the comfort of your connection, open the app and your data will sync automatically.

Add premium features:
Best of all, OnArrival is free for Event Management users. However, if you’re planning a larger event, consider upgrading to OnArrival Premium or OnArrival 360. You’ll have access to additional features including badge printing, signature collection, kiosk mode, and session tracking.

Rent or purchase compatible hardware:
Don't have the printers, badge stock, scanners, or extra iPads on hand? Order an Event in a Box, which contains it all (including a guide to setting it up).

View real-time reports:
View and share yourEvent Stats, which display dashboards of your event's check-in data.

Important Guidelines before beginning to contract usage license for OnArrival Premium or 360, (Also with use of Event in a Box):

1. Registration/check-in and badge pickup times/onsite locations are a requirement in planning process in order to contract.
If your meeting owner's schedule of events or venue is unable to accommodate the time and onsite space needed for guests to utilize check-in and badge printing tools then OnArrival Premium/360 services are not a good fit and should not be contracted.

2. The OnArrival feature should never be enabled in your event in Cvent without a final confirmation being shared between the Planner, Meeting Owner, and an account Administrator.
The admin will ultimately be the one to enable the correct OnArrival tool for your event. (This is crucial as enabling the feature prematurely or incorrect will result in a consumed license and non-refundable charge.)

Meeting has an existing/active registration website already:
- At minimum, 2 weeks prior heads up to their event start date is required for any OnArrival Basic setup/support request.
If meeting does not already have a website or finalized list of confirmed attendees, (w/ full names + emails for a backend import):
- The OnArrival Basic Check-in support requests must be received with no less than 5 weeks notice may not be accepted.
- Please consult with website developer before committing to anything with meeting host, several workarounds exist but a quick consultation is likely required to determine best options available.

Meeting has an existing/active registration website already:
- At minimum, 1 month prior heads up to their event start date is required for any OnArrival Basic setup/support request.
If meeting does not already have a website or finalized list of confirmed attendees, (w/ full names + emails for a backend import):
- The OnArrival Premium support requests must be received with no less than 2.5 months notice may not be accepted.
- Please consult with website developer before committing to anything with meeting host, several workarounds exist but a quick consultation is likely required to determine best options available.

Meeting has an existing/active registration website already:
- At minimum, 3 months prior heads up to the event start date is required for any OnArrival Basic setup/support request.
If meeting does not already have a website or finalized list of confirmed attendees, (w/ full names + emails for a backend import):
- The OnArrival 360 support requests must be received with no less than 4 months notice may not be accepted.
- Please consult with website developer before committing to anything with meeting host, several workarounds exist but a quick consultation is likely required to determine best options available.

Website developer to connect with the meeting host(s) to acquire all required teammate info and begin processing their temporary OnArrival log-in profiles.
- Will aim to schedule this as soon as OnArrival support is confirmed possible
Website developer to configure OnArrival settings in website per OA Basic availabilities and needs communicated by meeting owner/planner.
(For Basic Only) Website developer creates a personalized training guide + sets up check-in teams’ OnArrival login profiles.
- At minimum, 2 bus. days after obtaining required event need details and check-in team info, (full names + emails), will be needed for Website developer to complete.
(For Basic Only) Website developer will schedule and lead a 30 min - 1hr training call with all available from event’s check-in team.
- Encouraged this be scheduled 1 week prior – but no less than 3 bus. days lead time between training call taking place and start of event incase issues arise.
- 2-1 business days prior to event start date can be approved depending on overall complexity. (Day-of training calls are TOO LATE).
- After reviewing training documents, if they feel a training call is not necessary it is welcome to be skipped. Training is not required just offered as needed. (Meeting owners/planners responsible for enforcing their own teams’ attendance to calls)
QR Codes for check-in (QR Code email creation and send out to attendees)
- At minimum, 2 business day heads up required if not given prior notice already due to email drafting review, approval and explanation to check-in team on how QR code check-in process works if not already included in training.
Day-of support help can be made available (Remote vs. In-Person will vary based upon event and depend upon proper approvals)