UNIVERSITY OF PORTLAND

Creating memorable event experiences at the University of Portland

Background & Goals
Approach
Results
Looking Forward
Products Used

14,000

events managed annually

growth in event capacity

The University of Portland, a prestigious private Catholic institution situated in the vibrant city of Portland, Oregon, offers a wide range of undergraduate and graduate programs. With a remarkable nine-to-one student-to-faculty ratio, the University of Portland fosters an intimate and supportive learning environment for its 4,200 students. The university’s excellence is consistently recognized, as it has ranked in the top 10 in the “Regional Universities - West” category by US News & World Report for an impressive 28 consecutive years. Additionally, the university has been named the top Oregon school by both Kiplinger’s Personal Finance and Bloomberg Businessweek, highlighting its exceptional value and return on investment.

BACKGROUND & GOALS

Elevating events to match the university’s prestige

Previously, the University Events team used four different tools to handle their 14,000 annual events. While most of these events were small and straightforward, the team faced challenges with larger, more intricate events due to the fragmented technology they relied on. This resulted in laborious, manual work for the team, hampering their efficiency and preventing them from delivering the exceptional experiences that matched their esteemed reputation. They realized they needed to enhance their overall events program to better meet the expectations of their students, parents, and the wider community.

For example, graduating students used to receive multiple emails instructing them to fill out four different forms in order to register for commencement, order their cap and gown, provide information for the photographer, and register for the sought-after commencement tickets. This process posed several challenges. First, it was confusing for students, who often weren’t sure if they had completed all the necessary steps. Second, the unbranded forms missed an opportunity to reinforce the university’s identity during a pivotal transition from students to alumni. Last, because these separate systems lacked a unique identifier, the events team spent days reconciling the data to ensure each student submitted all the required information.

Having used a variety of event management tools in the past, the Commencement team, led by Sean Ducey, who is now the Director of Conferences and Pre-College Programs selected Cvent as they believed it to be the best platform for achieving their objectives. “I said enough is enough,” says Sean. “I was spending hours looking at data and lists, and I was looking for a solution where we could have consistent data across the experience, so I said, let’s try Cvent.” He notes that the university chose to partner with Cvent due to the streamlined registration process it offers, which incorporates all requested information into one flow. Attendees can also receive a personalized registration experience with custom branding to reinforce the university’s logo and marks. Sean’s team is also now able to capture robust event data for more accurate reporting and analytics.

A smartphone displaying a webpage for Portland University's 2024 commencement with a countdown timer.

APPROACH

Streamlining event registration, starting with commencement

Graduating students at the University of Portland now benefit from a cohesive, university-branded commencement experience. With Cvent Registration, they receive a personalized overview of all their commencement-related information. They can now easily view and register for events that are open to them and can place orders seamlessly in one centralized location. “This has been a huge success for the students as it made it very clear what’s expected,” Sean shares. “This is a nostalgic time that we want students to enjoy—not be bogged down filling out forms. Having a consistent, easy, one-track experience has been good.”

Sean underscores the importance of integrating the University of Portland’s branding into Cvent’s event marketing and management platform. He says, “We invest significant time and resources into our brand, and it is essential for our audiences to experience this branding consistently throughout every aspect of the event.” Utilizing Cvent, the team seamlessly and consistently infuse the university’s branding into every event email, invitation, and event website—extending this cohesive branding into the in-person experience as well.

Having access to robust, comprehensive event data is also a vital benefit of the Cvent platform for the team. For the events team, this translates into saving days of scouring data to ensure completeness for each student. “Cvent’s reporting functionality is incredible,” insists Sean. “You can dive into more reports than you’d ever need.” For his Alumni Relations colleagues, it finally provides data-supported insights into expected event attendance, a significant improvement from the past when they had no idea who or how many people were attending optional commencement-related events. “Now we can plan more effectively, knowing that 600 people are attending the baccalaureate mass, for example, and give catering more precise numbers,” explains Sean.

Collage of graduation ceremony and person checking in at an event.

Simplifying the commencement lineup with Cvent OnArrival

Coordinating the proper commencement order for hundreds of students is a formidable task, but the University of Portland’s events team has devised an efficient solution. Upon arriving for commencement, the team uses Cvent OnArrival to print an on-demand badge for each student that prominently displays the student’s designated numerical position in the commencement line. With OnArrival Premium, the team can also receive check-in alerts for real-time updates on check-in progress. They were also able to use the tool to ensure students received the correct sizes of cap and gown, ensuring an orderly process. By eliminating the need for cumbersome printed lists, the team ensures a streamlined and orderly process where students can quickly and easily find their place in line, thereby keeping the focus on the excitement of the moment.

Expanding the use of Cvent for iconic moments

For the University of Portland's most recent presidential inauguration, university leaders introduced the inauguration mark, a powerful logo crafted to encapsulate and ground the essence of this historic milestone—the first non-clerical Blackpresident in the school’s history. The events team was resolute in ensuring that this inauguration mark was prominently featured across all touchpoints, symbolizing both growth and forward-thinking while remaining deeply rooted in their traditions. “This unwavering and consistent branding was a pivotal reason we chose Cvent,” explains Sean. “Cvent’s capabilities allow us to perfectly tailor the branding to align with the inauguration mark and the overarching theme we aimed to communicate throughout the event.”

Portland University president standing at podium speaking with phone displaying information about the event.

Furthermore, the inauguration involved a diverse invitation list, including students, faculty, staff, alumni, donors, and institutions nationwide. Individuals were invited to specific events based on certain criteria. Sean’s team needed a registration system to manage these varied invitation types effectively. Cvent was the only solution that enabled the team to segment attendees in a way that displayed only the events that were pertinent to each individual based on registration type. “With Cvent, we accomplished our two main objectives: managing invitations accurately and maintaining a consistent theme through the inauguration,” Sean notes. “As attendees registered for the event using Cvent, they experienced a seamless blend of forward-thinking vision and the cherished traditions of our Catholic faith, both integral to our university.”

The value of 24/7 Cvent support

When the team at the University of Portland first signed on with Cvent, they were immediately impressed by the extensive support options available. What stood out most powerfully was the sense of never being alone as someone was always available to reach out to for help. “Cvent understands that events don’t just happen from 8 a.m. to 5 p.m.,” says Sean. “This round-the-clock availability was a crucial factor in our decision to choose Cvent as our event registration software.”

Their Cvent Client Success Manager also played an instrumental role in helping the team set up each event, meeting regularly to guide them through each phase—from initial setup to reporting and onsite logistics. This consistent, hands-on support ensured the team always had expert guidance, making the entire process seamless and empowering. Sean says, “What was most powerful for me is that I never felt like I didn’t have someone to reach out to.”

RESULTS

An event platform that grows with the University of Portland

The tremendous success the team experienced using Cvent for commencement and the inauguration was all Alumni Relations needed to see to make the decision to adopt the platform for their events. The momentum is undeniable as more groups and departments eagerly jump on the Cvent bandwagon to power their events.

Adult male with brown hair wearing a blue shirt with white dots sitting near a plant.

“Cvent’s flexibility and robust capabilities have been game changers for us. There’s just a loyalty toward Cvent because of their ‘can do’ attitude and their commitment to helping you have a successful event."

- Sean Ducey, Director of Conferences and Pre-College Programs

LOOKING FORWARD

One of the most compelling recent applications of Cvent is in powering programs that generate revenue from unused dorm space during the summer. Sean’s team has initiated a pre-college program where high school students can stay on campus for an exploratory two-week program, allowing them to experience college life and determine if the university is the right fit. Another innovative use is accommodating students from other colleges who come to the Portland area for internships. In both cases, Sean is leveraging Cvent to build a comprehensive website for these programs, manage registrations—including the submission of transcripts and proof of internships for the internship program—and facilitate payment for programs. “Cvent’s flexibility and robust capabilities have been game changers for us,” Sean insists.

Graduates at Portland State University are dressed in robes and caps and are clapping while sitting in chairs.

The power of using Cvent for any and every event

When asked what advice he’d offer others, Sean decisively states, “You just need to try Cvent for one event.” For Sean, the labor savings Cvent provides are unparalleled. “We are spending so much less time looking at data, and the fact that we can print badges on demand without having to look up a name on a list is amazing.”

He also underscores the unwavering reliability of Cvent and notes that his positive experience with Cvent is echoed by many others. “It’s across all their customers,” he insists. “There’s just a loyalty toward Cvent because of their ‘can do’ attitude and their commitment to helping you have a successful event.” He is excited to see what new technologies they can utilize in the near future as they continue to create memorable experiences for all of their students, faculty, alumni, parents, and the wider community.