Best Practices: Recording Attendance

Recording attendance is one of the most important parts of a CE event. When it comes to registering attendees for your events, there are various case scenarios including: In-person private CE event, Webinar CE event, Sponsored CE event and Hybrid CE event. Let’s explore!

In-person private CE event at the firm

Typical audience: ~10 people

For private, in-person CE events where you are providing a lunch or meal, it's very helpful to have preregistration information. Here are the steps for the best experience for all involved:

Pre-event processes:

1. Schedule the CE event ahead of time. This step generates the event registration page link, a unique event code, and allows the CEU Events team to execute backend tasks.
2. Share the registration page link and ask the person helping you coordinate the event to share the link with attendees and request preregistration.
3. Monitor the preregistrations and, if necessary, reshare the event registration link.
4. If you are providing lunch/meal, pre-order the food.
5. If you are accustomed to using a 'sign-in sheet,' print a copy of the Attendance Reporting Guide.

During the event processes:

1. Before you begin the presentation, set up your equipment, audio if applicable, run a test, arrange the food, samples, literature, etc. Ensure that you copy and paste the event code onto the 'Attendance Slide' and save your presentation in case you have extra attendees who didn’t preregister.
2. If you have a copy of the Attendance Reporting Guide, you may pass it around the room during your presentation so attendees can register and/or mark themselves present.
3. Deliver the presentation and pause at the 'Attendance Slide'. Provide attendees who didn’t preregister with the unique code and instructions from the slide to register at that time. Explain to all attendees that their certificates will be available for download via their CEU Events account, and we’ll report the attendance where applicable (e.g., AIA, IDCEC, etc.) in 7 days.
4. Go over the attendee list and mark everyone who earned credit as 'Attended'. This process instantly generates their certificates, which can be accessed via their attendee account. An attendee account is required to retrieve the certificate.

1. Double check that all attendees are marked as 'Attended.' We recommend instructors to send out the bulk email 'Your certificate is ready.'
2. If you have any attendees that you missed or who didn’t complete the registration the first time, simply provide them with the unique event code and instructions from the 'Attendance Slide.

Webinar CE event

1. In your preferred webinar application, schedule the event and copy the invitation link. Next, schedule the CE event ahead of time. Under the event type, select ‘Webinar’ and paste the webinar link into the ‘Webinar link’ field. This step generates the CEU event registration page link, a unique event code, and enables the CEU Events team to perform backend tasks.
2. Share the CEU Events registration page link and ask the person helping you coordinate the event to share the link with attendees and request preregistration. Or share it with your marketing team to set up a campaign promoting your event.
3. Monitor the preregistrations and, if necessary, reshare the CEU Events registration link.

1. Before you begin the presentation, set up your equipment, audio if applicable and run a test. Ensure that you copy and paste the event code onto the 'Attendance Slide' and save your presentation in case you have extra attendees who didn’t preregister.
2. Start your webinar and deliver the presentation. Pause at the 'Attendance Slide' and provide attendees who didn’t preregister with the unique code and instructions from the slide to register at that time. Explain to all attendees that their certificates will be available for download via their CEU Events account, and we’ll report the attendance where applicable (e.g., AIA, IDCEC, etc.) in 7 days.
3. If your webinar application has an ‘Attendee Report,’ you can download it after your event and compare it to the CEU Events attendee list, marking everyone who earned credit as 'Attended.' This process instantly generates their certificates, which can be accessed through their attendee account.
   1. If your webinar application does not have any reporting capabilities, ask the attendee to follow the instructions on the 'Attendance Slide' before they leave the webinar since you won't have any other proof of their attendance.

1. Double check that all attendees are marked as 'Attended.' We recommend instructors send out the bulk email 'Your certificate is ready.'
2. If you have any attendees that you missed or who didn’t complete the registration the first time, simply provide them with the unique event code and instructions from the 'Attendance Slide.'

Sponsored CE event, and you cannot use the event registration link

From time to time, you will be asked to present at sponsored CE events. While you may be invited to give the presentation, you won't always have control over the invitations. We highly recommend that you insist on having control over the preregistration process, but we know that's not always possible. These sponsored events may be in-person or via webinars. Just remember that you are responsible for recording the attendance, and the program's responsibility falls onto the provider. Here are the steps for the best experience for all involved:

Pre-event processes:

1. Schedule the CEU Event even though you won't need the event page registration link. This step generates the unique event code that you will use for the ‘Attendance Slide’ and allows the CEU Events team to execute backend tasks that need to be completed.
   
   Note: As an instructor, you will be responsible for recording attendance. Please do not rely on the organizer for assistance with attendance, as they may not have an electronic method to provide you with complete data. Additionally, attendees may already have a CEU Events account that they use to track their credits.

During the event processes:

1. Before you begin the presentation, ensure that you copy and paste the event code onto the 'Attendance Slide' and save your presentation
2. Deliver the presentation and pause at the 'Attendance Slide.' Since you won’t have control over the preregistration process, provide attendees with the unique code and instructions from the slide to register at that time. Explain to all attendees that their certificates will be available for download via their CEU Events account, and we’ll report the attendance where applicable (e.g., AIA, IDCEC, etc.) in 7 days.
   
   Note: This step is crucial because, as an instructor, you are required to record attendance. This also makes it easier for you, as you won't need to perform any manual data entry or rely on a potentially non-electronic attendee list, which may lack information such as all applicable membership number(s) that attendees may have.

Post-event processes:

1. Double check that all attendees are marked as 'Attended.' We recommend instructors send out the bulk email 'Your certificate is ready'.
2. If you have any attendees that you missed or who didn’t complete the registration the first time, simply provide them with the unique event code and instructions from the 'Attendance Slide.'

There may be cases where the organizer will send you a list of attendees after the event. At least ask for the electronic version that includes the attendee's first name, last name, and their email address. This way, you can create a contact list for this event and send out a bulk 'Post-event registration' email, and you won't need to do manual entry.

As a last resort, you may manually add the attendees. However, it's best to avoid this option as it is the most inefficient and time-consuming method.

Hybrid CE event

Typical audience: webinar license is your limit (1-1,000s)

The hybrid CE events will typically be requested by firms with multiple locations, and you may be presenting in-person from one of their locations. In this case, follow the steps for the 'Webinar CE event,' and when creating the event under the 'Notes' field put a note: 'This event is hybrid. I will be presenting in-person from [Address], and attendees will be able to join me from a remote location via the webinar.'