How to coordinate between virtual and onsite support services
How to coordinate between virtual and onsite support services
Coordinate Between Virtual and Onsite Support Services
The Cadence Services Info menu allows you to configure hybrid support services for your event, ensuring seamless coordination between virtual and onsite teams. Located in the Event Setup section under Cadence Services Info › Info, this interface lets you specify the type of support needed and manage logistics requirements for events that combine both virtual and in-person elements.
When to use
When planning hybrid events that require both virtual and onsite support
When transitioning from virtual to in-person support during an event
When coordinating different support teams for various event components
When updating support requirements for an existing event
Before you start
You must have System Administrator or Event Manager permissions to modify Cadence Services Info settings. Required fields are marked with an asterisk (*).
How to do it
Log in to your Cadence Admin account.
Navigate to your event dashboard.
Click on "Event Setup" in the left sidebar menu.
Select "Cadence Services Info" from the submenu that appears.
Locate the "Onsite Services Type" dropdown field in the form.
Select "Virtual and Onsite" from the dropdown options.
This setting indicates your event requires both virtual and in-person support coordination.
Set "Enable Logistics" to "Yes" if you need logistics coordination for equipment and resources.
When "Yes" is selected, the Logistics User ID field becomes available for assignment.
Enter a Logistics User ID to assign a coordinator for physical equipment and resources.
Select "Yes" for "Hardware Required" if your event needs physical equipment.
Ensure hardware requirements are specified at least 2 weeks before the event to allow for proper preparation.
Document specific virtual and onsite support needs in the "Seminar Contract" field.
Include details such as support hours, team size requirements, and specific responsibilities for each support type.
Click "Save" to apply your changes.
Create a separate document outside of Cadence that outlines:
Virtual support team responsibilities
Onsite support team responsibilities
Communication protocols between teams
Escalation procedures
Share this document with all support team members.
Schedule a coordination meeting with both virtual and onsite support teams.
Establish clear handoff procedures for situations where issues need to be transferred between teams.
Troubleshooting
If support coordination issues arise:
Verify that both virtual and onsite support teams have access to the event in Cadence
Confirm that the Logistics User ID is assigned to an active user
Check that hardware requirements have been properly documented and communicated
Changes to support type after an event has started may require additional coordination with the Cadence support team.