Events Technology Team's Guide to Events

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JiffleNow

JiffleNow is the current tool of choice for onsite meeting management.

JiffleNow SOP (as of Jan. 25, 2023)

For RF integration “how-to”:

https://help.rainfocus.com/s/article/jifflenow-integration-set-up--2513240211--9⁠

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NOTE: This process is for onsite, in-person meeting programs only.

· Event Owners contract with Jiffle for licenses – 2 weeks

· Determine SN POC for Event; POC responsible for gathering all requirements from all meeting program owners – 1 week+

Onsite Operations up to Event/Meeting Program Owners. Location, check-in, design, POCs, schedulers, scanners staff –(Communicate any scanner hardware needs to Platform Team Onsite Lead; no scanners in K23 - used iPads to check in), agency support.

· Determine if RF integration is needed (for automatic push of registered attendees into Jiffle); this incurs an additional cost (2-3 weeks)

Reshma works on RF integration piece with RF and Jiffle (she submits RF Client Care ticket) (min. 2 weeks)

If using integration and need push of registrants, then you must be ready with meeting types for at least one program and event code minimum of 3 weeks pre-registration launch

· Confirm that meetings should show in attendee’s My Agenda through RF

Involve Mobile App POC from Platform if meetings are to show in app (Lauren C.) (1 week)

· Get Meeting Program “workbook” from previous year’s setup from JiffleNow account manager (currently Ethan Nutter) (ideally shared by Jiffle right after kickoff call with main POC for SN, Platform team contacts, Jiffle acct manager)

· Reshma sources info needed from Jiffle for integration. Includes the following: (2 weeks)

Eventcode in Jiffle

Jiffle unique meeting program ID for each meeting type (UUID)

· Event/Meeting Owners determine meeting particulars and sets up directly with Jiffle account manager, including: (4 weeks).

(I = needed for integration as well)

Meeting types (aka Meeting name)

Meeting lengths (I)

Visibility rules

Available rooms (I)

Available dates/times (I)

Who is accepting/scheduling?

Meeting acceptance criteria defined

Roles: Host, Attendee, etc.

Be mindful of onsite room needs, e.g., network, hardware…

Post event needs:

What data do you need post-event? Work with Kelly Graham

Checked into meetings data

· To get, we need someone who checks attendees in/scans and an ironclad process onsite to capture all attendees, all meetings

Note: for K23, no scanners in Meeting Center. Using Jiffle tool only to check attendees in and RF API to pull checked in data. It’s not necessarily true that all attendees will get checked in to every meeting. They will capture who they can at the entrance/welcome desk and while walking around MC with iPads. Imogen/Amber understand this and this conforms to previous experiences.

· Reshma needs meeting type(s) for at least one meeting program with the associated event code from Jiffle at least 3 weeks PRIOR to reg launch to get the attendees to flow between RainFocus and JiffleNow for automatic push of registered attendees into Jiffle

Remaining meeting programs should be determined by 8-12 weeks out

· Reshma will need a test meeting set up by event owner(s) in the meeting center(s)/all programs for testing (1 week)

· Reshma & RF confirm data is flowing (1 week)

Registered attendee data flowing from RF to Jiffle

Approved meetings w/ attendees, rooms, times flowing into RF Meetings application

When meeting happens, flag that meeting has happened that flows into RF

1:1 meeting mapping (i.e., meetings not duplicating)

Verify approved meetings are being pulled into attendee RF My Agenda for web and mobile app & verify cancelled meetings behavior

Test individuals get checked in and if individuals get checked in, does meeting get checked in

checking individual in marks meeting attended, and status =Approved in RF, shows “Yes” under checked in under Meeting Profile

Verify meeting data is flowing into Hana for dashboard

· Event Owner acceptance testing & sign-off (5 days)

1. Right meeting program is showing up on correct days

2. Right form w/ right fields are showing up for meeting program(s)

3. Visibility rules are enabled and correct

4. Ability to choose right employees and partners

5. Ability to approve/reject meetings according to criteria

6. Verify invitations are sent from system

7. Verify meetings are flowing into attendees’ My Agenda for web & mobile app

· Leave time in schedule for RainFocus integration and Jiffle fixes, if need be, as well as setup fixes (5 days minimum)

Caveats:

* Any Zoom needs are on the invitees to figure out

* in-room amenities need to be worked out w/ the onsite POCs (i.e., F&B, network, hardware). Communicate hardware/networking to Jet Tiong.

* Jiffle is only enabled for ServiceNow attendees to book with other attendees. Other attendee types cannot book/request. If not registered, find a proxy who is.

* Staffing needs to be done 3-4 weeks pre-Meetings launch

* Execs need to be able to book 6 weeks out from onsite for rehearsals scheduling, etc.

* Remainder of meeting programs can launch a week after Agenda Builder (for K23)

K23 FAQs & docs:

FAQ⁠

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Creating request⁠

Updating your Jiffle calenda⁠

r (recommended to do, for allowing/disallowing certain times to be booked)

Meeting Center overview⁠

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