What to Expect: Onsite Event Expert $750 – How can we help?

Last Stop: Onsite Experts!

We ask that you hire your onsite event expert no less than 3 weeks prior to the day of your event, in order to allow our team to adequately prepare. Our Onsite Event Expert will be by your side for 5 consecutive hours (1 hour before your event and 4 hours during your event) and will also have a direct line to our tech team. If your Event Support extends beyond 4 hours, you will be billed $75 at the start of each additional hour. Lastly, we reserve the right to cancel and fully refund an on-site support within 72 hours of booking. Cancellations will occur if there is a natural disaster preventing us from attending, we do not have available agents, or you book within the 3 week period leading up to your event without prior approval.

Before the Event

Your assigned Event Expert's name, contact number, and email address will appear on the top right of the Event Settings tab.

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They will reach out via email to discuss details such as location, parking, dress code, etc. Your Event Expert and the entire Customer Success Team are available to help answer any questions leading up to help ensure a successful event.

Day of Event

Your Event Expert will arrive at the designated location 1 hour before the event start time. They will meet with you and your volunteers to help guide everyone through the check-in process and help answer any questions.

During the Event

Your Event Expert will act as an overall support guide to help as needed. Your On-Site Expert will help with check-in, and they will be able to assist attendees with logging into their accounts and placing bids or donations, as well as answer any questions that you or your attendees have regarding the platform at your event. They will also have a direct line to the Event.Gives Tech Team.

After the Event

Your Event Expert can meet with the team at the end of your event and answer any questions in regards to closing your event, reporting, and how to get your next event set up! They will leave 4 hours after your event starts unless discussed prior.

To purchase on-site support:

On your 'Event Settings' tab, click the orange "Hire an Event Expert" button.
Select "Onsite."
Enter your credit card information and click "Make Payment."
Our team will be alerted and you will receive an email with the name, phone number, and email address of your event expert.

*If we do not have an Event Expert in your area, additional travel and lodging charges may apply. We appreciate as much advance notice as possible and require all requests be submitted at least 2 weeks prior to your event. Your assigned Event Expert contact info will be sent via email and will also appear on your Event Settings tab. If your event support extends beyond 4 hours, you will be billed $75 at the start of each additional hour.

Expectations

The onsite expert will:

Manage check-in - Depending on organization needs, the onsite agent can either have a station at check-in and serve as one of the check-in staff, or can oversee and be available for troubleshooting check-in issues.
Voice record if requested by the event organizer (EO).
Enter live auction winners. *Event.Gives recommends having receipts prepared for winning bidders to sign immediately after winning the item. The receipt should have a space for paddle number, name, amount, and signature. If receipts are not utilized, Event.Gives will not accept responsibility for any data entry discrepancies.
Manage checkout - Depending on organization needs, the onsite agent can either have a station at checkout and serve as one of the checkout staff, or can oversee and be available for troubleshooting checkout issues.
Answer attendee and staff/volunteer platform questions throughout the event.

The onsite expert will train organization member(s) on the following tasks. If the organization chooses to have the onsite expert complete any of these tasks, Event.Gives will not accept responsibility for any data entry discrepancies:

Check-in (either virtually before the event or on-site during the hour before check-in begins).
Checkout (either virtually before the event or on-site during the hour before check-in begins).
Paddle raise scribing.
Live auction scribing.
Entering paddle-raise donations into Event.Gives. *If requested by EO, your onsite expert can enter paddle raise donations into the system; however, there must be an organization representative who is responsible for sitting next to onsite to read out paddle numbers from master scribe sheet, circle missing paddle numbers, and delivering master scribe sheet with notes back to the EO. **Event.Gives is not responsible for reconciling scribe sheets and is not responsible for any donations that are not entered into the system.
Close silent auction.
Send platform messages (exact verbiage and times for messages should be written and sent via email or shared in a document).

The organization (event organizer, staff, and/or volunteers) will:

Schedule a training call for the week before the event and/or ensure staff/volunteers are at the event at the same time or before an onsite agent for training.
Provide a run-of-show to onsite agent week of event to allow onsite agent to plan accordingly and ask questions.
Handle any applicable digital displays, live streaming, and audio/video needs. The on-site agent can assist based on their discretion. If they choose to assist, the on-site agent will require one volunteer or staff member to assist. The on-site agent is not liable for any missing data, mishandling of equipment, or on-screen visuals.
Assign staff/volunteers specific roles. Ensure staff/volunteers understand their roles and where/when they need to perform them. (Check-in: At least 2 per every 100 attendees, 1 additional for every 100 over that. Paddle raise: 3 scribes, 1 person to input the donations into Event.Gives, 1 person to record on voice memo. Live auction: 3 scribes, 1 person to record on voice memo. Checkout: same number as check-in, plus at least 1 runner for every 15 auction items.)
Have a silent, private space prepared for entering paddle raise donations and live auction bids.
Before the auction begins, communicate to onsite agent any live auction items that may be sold more than once.
Before the auction begins, communicate to onsite agent the paddle raise giving levels.
Communicate verbiage and information to be collected at check-in.
Communicate verbiage and handling of fees (if applicable) at checkout.

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