Case Study 02 · Leadership Meeting · Session Management
A 400-person annual leadership meeting in Vail requiring separate registration paths for internal employees and external clients, session-based agenda building, and a personalized Attendee Hub experience for both employee and client attendee types.
The client's annual leadership summit brought together 250 internal employees and 150 external clients in the same venue — but the two groups couldn't have the same registration experience. Employees registered through an internal link with company SSO and saw the full agenda including internal-only sessions. Clients registered through a public link and saw only client-appropriate content.
On top of the attendee separation, the event had 12 breakout sessions across three concurrent tracks, each with a capacity limit. Attendees needed to build their own agenda at registration, and the system had to enforce caps in real time and waitlist automatically when sessions filled.
The final layer: the Attendee Hub had to deliver a personalized experience to both attendee types — employees saw their full internal agenda and session notes; clients saw a curated view with no access to internal content.
The key to making this work was treating the session configuration as its own project within the project. Each of the 12 sessions needed its own capacity setting, waitlist trigger, confirmation messaging, and Attendee Hub visibility rule. I built a session matrix in a spreadsheet first — getting client sign-off on every detail — before touching Cvent.
All 12 sessions filled to capacity through the automated waitlist system — no manual intervention required. The employee/client separation worked flawlessly, with zero client registrations appearing in internal-only session reports. The Attendee Hub was accessed by 94% of attendees before arrival — reducing day-of questions to the event team by an estimated 60%.