Event Registration / E-Commerce

SB Events is a web based event registration management service available to the University community who are interested in having online registration for University sponsored events and/or fee collection from attendees. 

Fee based events must be approved by the University Controller prior to completing the online application. Effective October 2018, Fee-based conferences/workshops sponsored by the campus will only be approved if using an IFR account. 

IFR accounts and fee approval must be approved by your budget officer prior to your submission. 

All applications require your department head approval and must be submitted at least 5 weeks prior to your event start date.

For additional information and to submit your application, visit the SB Events Registration page.

FREQUENTLY ASKED QUESTIONS

• Who can request an event

  Event planners (Faculty/Staff) who have approval and need attendees to register for a meeting or conference can request an event.

• What type of events can I submit?

  You can request for workshops, conferences. free and or paid for events.

• Can sensitive data such as SSN and/or DOB be collected during registration?

  Any data which would be classified "Category 3" data under University Policy 302, or data which are considered sensitive by other policies/regulations, will be reviewed for collection on a case-bycase basis. If collection is approved, access to reports containing this information will be restricted to individuals with a demonstrated "need to know". 

• When do I need to submit my request?

  1. New event submissions must be submitted at least 5 weeks prior to the event; however the sooner the better.

  2. Updates to continuing or repeating events must be submitted at least 3 weeks prior to event change. 

• How flexible can I be with pricing?

  Very. At the highest level, events can be free, have a cost, or a mix of both (for example, Stony Brook Faculty/Staff are free, external guests cost $10.00). If you have multiple distinct populations who you will be marketing to separately, these registration types can be separated into different paths - distinct registration experiences which may ask different questions, offer different price points, etc. Each path will have a distinct URL for you to use in your marketing.

  Discount codes - which the individual enters themselves during registration - are also available and can be set up to lessen the cost of an event by either a percentage or a flat amount. Please note that, when designing discounts, requesters must keep in mind their event budget and IFR approvals.

• What methods of payment can I use for my event?

  The preferred method of payment for all event fees is credit card. We can enable payment via check, journal transfer, materials service voucher or puchase order; however the event coordinator will need to verify receipt of all payments and reconcile the account. SB Events is not responsible for accounting and reconciliation. 

  Prior to enabling check payments, the event coordinator will need to contact Accounting Services and request checks payments be enable for their IFR account. In addition, they will need to review the IFR Procedure Manual. 

• Can we post more than one course offering in the same registration form?
  Registrations can have multiple sessions and be active for an entire fiscal year (for those that plan ahead) or a simple one admission item, single price point registration item event. Sessions can be bundles (grouped) by topic for easy navigation, sorting and display.
• Are refunds for cancellations automatically processed? Who should we contact in order to process a cancellation and refund?

  Refunds are available by a set schedule that is pre-set in the initial build of your event’s registration process.

  Refunds are not available. If a refund is needed on an event with no refund option, exceptions may be made on a case-by-case basis. 

  NOTE: If an event is canceled, the system will automatically refund registrants regardless of the choice of policy you make.

• What details can be changed or updated after an event has been posted?

  Once an event is live, our ability to make changes is diminished. Changes to text, adding new questions during registration, etc. are possible - however, changes which modify the structure of an event (removing sessions from an event which was built with them, adding paths where none existed before, etc.) may not be possible. It is for this reason that we ask you to have completed your event planning before asking for your event to be made live.

• Can we receive detailed reports outlining our events registrations?

  At the request of the event planner, reports displaying real-time registration data can be made available to Stony Brook University Faculty/Staff members with @stonybrook.edu or @stonybrookmedicine.edu email addresses. Access to individuals who do not meet these requirements may be granted at the discretion of the Finance Policy and Compliance group. We will work with you to provide additional reporting if it is requested during the event build process.

• Can pre-populated invoices be created at the time of registration?

  Yes. Pre-populated invoices can be created and added to each registration confirmation. This is a helpful tool for registrations that allow for Purchase Orders or for those that receive reimbursements. 

  Please note that, should you choose to enable ‘pay by invoice’ functionality, any registrant who selects this will be considered ‘paid’ in Cvent and will be registered for your event. It will remain the obligation of the event planner (or delegate) to track and collect payments for these individuals. If individuals choose not to pay, the event planner must request that they be unregistered - otherwise they will be able to attend the event.

• Can we display our Speakers or Presenters?

  Yes; if you have biographical information and pictures specific to your event’s agenda and would like to post this information on your event’s registration page this can be accommodated.

  
  

• What if we have Social Media specific to our department?

  If you have social media (Twitter, Instagram, Facebook, etc…) and would like to connect your registration page to feed links directly to your social media and or allow your registrants to post directly to their social media there are navigation links available. You must provide your direct social media links upon request.

  

• What types of correspondance are available through the event setup?

  If an event requires Approval prior to confirmation, registrants can be sent an Pending Approval email prior to their Registration confirmation email. If your event includes a capacity, then waitlist emails can be sent to registrants who register after capacity has been met. General Event and Session Reminders are available depending on the style of event. All email text can be customized upon setup.