RX 24 - Multi Day Event RSVP - Christine Ronk

Transcribed Content

Good morning. Welcome to the first session of the first day of the official conference days, and looking forward to everything we're going have happen. So without any further ado, we have Christine Ronk who's gonna come and tell us about multi day and family event RSVPs. So give her a warm welcome. Hi, everybody. Like you said, I'm Christine, and this is my first time public speaking so please bear with me here. This is a little bit about our church. I'm from Trinity Fellowship Church in Amarillo, Texas. We've got seven campuses, average attendance about 5,600. Where we're at in our ROCK implementation, we've been on ROCK since 2020. We just launched our mobile app this year and we're working on our website as well. So we still have quite a bit to do but we're chugging along internally really well. And this is a picture of my sweet family. My husband's actually on staff as well. He's a pastor at one of our smaller campuses so I kinda have a cool perspective where I work for the larger one and get to see how they do events at the larger setting but I've also got the experience in working with the smaller one as well and seeing what works and what doesn't work. So this is why you're here. I just kinda wanna talk about briefly why we needed something that was a little bit different than the RSVP or registration or something like that. There's all sorts of events that we put on. Primarily, we're gonna focus on our volunteer events and we wanna honor our volunteers and provide like opportunities to get them together and provide, you know, food and place to come and recharge and pray together. So in order to do that, we do need to get accurate counts, food counts and we need a plan for childcare, etcetera. I know there's a core RSV feature and we use it quite a bit and we love it. There are some limitations that we found. We could have people that would RSVP, say we send it out to our whole dream team or volunteer teams, we could have everybody RSVP more than once for their family. In the past, we've done RSVP occurrences for multi day things so if it's a four day event, we'll have four days and four RSVP occurrences and sometimes that gets a little harder to manage. And then I know you can add attributes to groups and collect that through RSVP but this process seems a little bit more streamlined for us to be able to gather that childcare information when we need it as well as any like food allergies or if you wanna do anything kind of fun like request any song choices for the event and any like ask the pastor type questions, we can include that here as well. And then there's some back end considerations that we've really found helpful. We have created kind of a landing admin page where we can track people primarily which is great because we can communicate with them through that and we can see who's RSVP'd, what their childcare needs are, any food allergies. And then like kind of live counts to where we can see like Monday's event has so many people, Tuesday's event, etc. And then this second point was the big one for us. We didn't find an easy way to send an RSVP link out via SMS. I'm sure that it's possible but we just didn't find one and so we opted to do a workflow route to kind of do this process and I feel like, and I don't know if it's like this at y'all's churches as well, sending an email, sending a text, we're more likely to get a text response, a %. So this is really important to us from this vantage point. And then the cool thing, like I said, I work at the larger campus and I help facilitate events there but my husband and I are also very involved in our like average 200 adult attendance campus and it's kind of cool to be able to reuse it and repurpose it for different settings. The other thing and we work very closely with our marketing communication teams, This also gives us the ability to style our response pages, follow-up emails, which we can handle in workflow and follow-up text as well. So that's been really great for us. I know it looks simple but it's really been very beneficial for us and this is an example of one that we would send out. In most cases for RSVP, we know who we're inviting so we let Rock auto populate that And you can do different iterations on that top line, that family of you can do the head of household and you could do the I think it's the family salutation where it does like mister and missus and Christine and Steven. And then on this front, we've kind of simplified it for this particular event. This was for my smaller campus so we've just asked them how many members are attending and will you need childcare. If that is yes, it drops down the next section that populates my children because we already know who they are, we already know who their children are and then the two little bubbles kind of give more information which has been helpful. In some instances, we want to limit that like we only have childcare from birth through kindergarten. We have the ability in the workflow to limit which children show up so that's been really helpful as well. This is another one and this is the cool part that we found. You'll notice this was a multi day one and this is what it looks like if my husband's already RSVP'd. So this is kind of been the cool part for us to kind of see you're not doubling up and you don't have discrepancy. This bottom one, do you want to update your family's existing RSVP is pretty cool. If I say yes, it'll delete this instance and then it allows them to populate their information. If I say no, it deletes the current one but it retains this first one. And this is kind of a picture of the admin side of things. Not all of them look exactly like this but this is one we did for a multi day event. We have a four day conference and we've got we've have staff that will handle childcare, you know, and food counts so it's nice for them to be able to kind of see and it's nice for them to be able to communicate as well. So if there's an update, this happens in January for us so we have had to use the communicate to let people know, hey there's ice on the road or there's a closure, we're not going to meet. And this is pretty simple, this is just I've done some lot of shortcut KPIs and we've done the bottom one is just a report but we've also done it with them like a dynamic data block. Some of our campuses also opt just to have everything shown in the group which is great and they can kind of total it up themselves. So now that you've kind of seen what it does, this is the process we've gone through and this is probably a good practice for any sort of rock project you do, you want to do your prep and planning. In a lot of cases, we want to determine what's needed, is there childcare, is there food, is there anything additional you want to ask? I mean we've gotten requests to ask like a song choice which you've probably seen for other sorts of invitations such as like weddings and things like that, can ask a favorite song choice. Another thing we'll need, we'll need our a couple different pages but we'll need one page primarily for that workflow form to show. This is also where I work or our teams will work really closely with our marketing communication teams to make sure it's in brand, it matches the theme, the style of event and it also gives information. We'll also need groups to house these people which you needed in the core version as well but we'll add columns for relevant attributes such as childcare, food allergies, things like that. The next one, my recipe is almost complete, I will hope to have it done probably by next week or so but it's going to have different versions. So I've made a couple for smaller campuses that might not have as many needs and you'll see there's quite a bit that happens in this as far as capturing information, adding them to groups, populating the attributes in the groups. Then if there's any like follow-up text messages you want to schedule and follow-up emails, we love the delay feature in Rock, we're able to do that pretty easily. So once the front end work's done or the back end I guess, we'll actually want to send out our RSVPs and in the past, we usually help our marketing teams or our event teams, we'll help them create this tokenized link because we already know who they are. Most of our teams opt to do an email or a text, sorry. So we'll help them get that out. And then that admin page you saw, some version of this is where they can kind of monitor everything and plan accordingly. I think I'll go this is an example of one that we did last year and I just wanted to show kind of the options and this is a really basic one but this is a follow-up email that we got. I also got a follow-up text that kind of had a shorter version and any contact information. But that's been really helpful to plan that and have our teams really get to connect on that level. I was going to demo, I think we'll kind of skip. It's really been pretty interesting to Just to get feedback on this too, it is simple, it is just workflows reporting and some groups. So it's not anything that y'all couldn't put together And this was a response from she was on our executive team and this was a use case we did our Dream Team Christmas email. We followed it up with a text about a week later but it's nice to hear when things go well and if things are clear so just wanted to share that. I'll have the recipe very quickly and you'll get to see a couple different versions of our workflow and how we do the reporting and group and things like that. There were some hiccups obviously with any sort of project. Our first version, we didn't quite build a decline feature so people were kind of confused and they would put zero or leave it blank and we had to follow-up. So we did add that. Our next kind of big thing we're going to try to push towards is using more content channels and using, helping or equip our teams to be able to do some of this themselves without us having to create the workflow, create the link and we really want to kind of equip our teams that way. Probably very under but are there any questions or anything y'all want to go back to?