Event Specific Demographics

Event specific demographics are specialized data points collected during registration process that are unique and highly relevant to a particular event (meeting, conference, or session). Unlike general CRM demographics (like job title or address), this data captures timely information directly tied to the event's context.

The primary goal of collecting the event specific demographics data is to move beyond generic attendee lists and build a granular understanding of the audience for that specific event. This data drives immediate value in several key areas:

• Customizing the Experience: Data (e.g., Dietary Restrictions, Preferred Learning Format) allows organizers to tailor meal planning, room setup, session tracking, and speaker interaction.
• Proof of Value (Sponsorship/CE): Event demographics are often used to justify continuing education (CE) credits or to fulfill sponsor obligations by validating that a specific target audience was reached.
• Future Programming: Analyzing the collective demographic data from a successful event (e.g., high attendance from first-time managers) directly informs the topics, formats, and marketing strategy for the next year's program.

Usage

The Demographics Setup form allows you to define demographics that you want to collect about your registrants. There are fifteen (15) fields for each different Type of Input available for you to work with. These input types are:

• CheckBox (Flag) = Check Box
• DateTextBox (Date) = Date Box
• TextBox (Currency) = Currency
• TextBox (Integer) = Number (whole numbers ONLY)
• TextBox (String) = Alphanumeric Text Box (limited to 50 characters)
• TextBox (Text)
  • Alphanumeric Text Box (virtually unlimited characters)
  • Drop-down List
  • Multi-Select List

Setting Up Event Specific Demographics

To set up Event Specific Demographics:

1. Open the Demographics Setup form by clicking on the Event specific demographics link, located under the Edit tab on an event profile for which you wish to add event specific demographic fields. This will display the Demographics Setup form.
2. Locate an unused Caption field next to the Type of Input you wish to use for the event specific demographics.
3. Enter the Caption for the Event Specific Demographic. This will be displayed while registration process for the event.
4. Select the Order you wish this demographic to be in a list of demographics. Selecting number 1 will make it the first event specific demographic in a list.
5. Select where you would like this demographic to be available.
   1. • Selecting Show Internally will make this demographic available on iWeb forms.
      • Selecting Show Externally will make this demographic available on eWeb forms.
6. Once you have completed entering your event specific demographics, click the Save button.

Setting Up Lists for Event Specific Demographics

To setup a Drop-down List, complete the following steps:

1. Click the Setup button at the far right of the row. This button is only available for the TextBox (Text) input type.
2. Complete the fields as directed.

To setup a Multi Select List, complete the following steps:

1. Select the Multi Select check box and then click the Setup button.
2. When entering the values for a Drop-down or Multi Select list, separate each value with a semi-colon (;).
3. Click the OK button.

Multi-select values with colon

If you have multi-select values that contain a colon, such as times of the day, then you must enclose each value in brackets, for example, if you have a question: "Which times do you prefer?" then enter the allowable values in the following format:

[10:00 AM];[11:00 AM];[1:00 PM];[3:00 PM]

The data is saved in the database without enclosing bracket:

1:00PM,3:00PM

Utilizing Event Specific Demographics at Registration

While registering for an event that has event specific demographics set, you will see the demographics fields on Step 5 of the Individual Event Registration Wizard | Demographics form in iWeb. Update the demographics as needed and click the Next button to proceed with the registration process.

If the Event Specific Demographics for an event are set to display on eWeb, the Add Demographics button will be displayed at the bottom of the Event Registration | Register for Event form. eWeb users can update the details on the subsequent Event Registration | Event Demographics form by selecting the required options and clicking the Add to Cart or Add Guest button to complete the registration.

Managing Registrant Demographics

You can update the demographics details for a registrant through the registrant profile. Open the Edit Demographics form by clicking on the Event specific demographics link, located under the Edit tab from the event registrant profile for which you wish to update event specific demographic fields.

This will display the Edit Demographics form. Update the demographic details for the registrant and click the Save button.

Querying Registrants Who Updated Event Specific Demographics

This section guides you on how to query and get a list of registrants who have updated the event specific demographic details for the event.

To get a list of registrants who updated the event specific demographics for an event:

1. Go to the Events module and expand the Registrants group item and then click the Run Query Event Registrant group item link. This will display the Query Events Registrant form.
2. On the Query Events Registrant form, under the Query Conditions tab, click the Column to Query drop-down list. Use this drop-down list to select the fields to query to use the type-ahead suggestion field to enter the column name.
3. Set up a query condition to get a list of registrants who have updated the event specific demographics details as shown in the below screenshot. For more information on using the query function, refer to the Query article.

Note: The registrant demographics column name starts with ‘rdm_custom_’.

Once you have created the query to get a list of registrants who updated the event specific demographics for an event, click the Run Query button. This will fetch and display the records that match your query criteria in the list results as shown below.