One entry point. Eight registration pathways. A controlled journey from invitation to attendance—with pricing, capacity, communications, and exceptions working together.
Six connected stages. Each ends with a clear handoff, not just a completed form.
All registration communications use one shared link to the splash page. “Claim Your Seat” opens Cvent, where attendees enter first name, last name, and email. Cvent recognizes their email and presents the registration pathway assigned by Talia; there is no separate Cvent website or summary-page step. [1]
Every registration invitation starts here. “Claim Your Seat” opens Cvent.
Cvent recognizes the email and routes the attendee to the pathway assigned by Talia.
Each route retains its questions, pricing, capacity, and approval rules.
What happens next
Attendee completes required information and applicable payment.
→ Confirmed registration + email
Unconfirmed; no charge while pending. Staff reviews the submitted registration.
Approval → applicable payment + confirmation email
No completed paid registration. When space opens, Cvent sends a notification.
Attendee returns → completes registration
Distinct controls: Event Waitlist is reported enabled at 400; Planner Approval still needs activation for relevant pathways. Vendor-confirmed behavior requires end-to-end testing. [10]
Why this architectureOne entry point preserves eligibility, pricing, and capacity controls. Clear decisions and recorded exceptions support Accept → Confirm → Show Up → Come Back, including Day 2 return.
Before launchTest the splash page and “Claim Your Seat” through all eight routes, including uninvited people, forwarded links, duplicates, and attempted identity changes.
Determines the form, attendee category, and capacity.
Changes the admission price.
Identifies speaker, sponsor guest, government, or other duties.
Determines the relevant booking communications.
Keep these fields separate. [4]
Tailor messages to invited, waitlisted, pending approval, confirmed, declined, or cancelled records.
Registration includes February 4–5; encourage both days. Attendance responses inform planning, not ticket choice or access.
Do not suppress reminders based on attendance plans. Use relevant local or traveler logistics.
Stop inappropriate reminders after status changes. Verify filters before launch.
“Reported complete” reflects vendor responses. “Agreed” reflects a decision or instruction. Neither substitutes for a successful retest.
One consistent entry point, with invitation-based routing.
The right questions, pricing, and permissions for each attendee.
Clear controls for seat limits, approvals, and registration changes.
Sources: September 14 Round 1 responses; September 15 Cvent call and sent transfer brief; Talia’s September 16 decisions. [1] [2] [3] [9]
Admission covers both days, and participation in the full Summit is encouraged; there are no single-day tickets. The anticipated-attendance question is for internal planning and does not limit access. Standard admission is $400 through October 16, 2026 and $500 beginning October 17, 2026. Reduced-price admission stays $50 and speaker admission stays $280 throughout. [5]
| Pathway | Initial cap | Admission treatment | Control / current action |
|---|---|---|---|
| National attendee | 125 | $400 / $500; approved comp possible | Extend general guest comp to this path. Add sponsor codes as sponsors and allotments are finalized. |
| Full-price grassroots | 45 | $400 / $500; approved comp possible | Guest comp reported configured on September 15; retest. Restricted travel, reduced-price, and speaker codes should not apply here. |
| Reduced-price grassroots | 45 | Fixed $50 | Round 1 records a successful fixed-price code test. Preserve $50 across pricing periods; this offer includes no travel support. |
| Travel-supported / complimentary grassroots | 15 | Complimentary | Round 1 records a successful admission-comp test. Advance alert required at 12. Actual hotel/transport coverage comes from separate approved support status. |
| Other general attendee | Uncapped | $400 / $500; approved comp possible | Round 1 records a successful guest-comp test. Sponsor codes share each sponsor’s usage limit with National, rather than duplicating the allotment. |
| Government official / employee | Uncapped | No payment at registration | Keep government-specific attendance, ethics, and meal questions. Amanda owns Government follow-up, particularly preparing an invoice package when required. Case handling will be determined later, likely via email. |
| Speaker / program participant | Uncapped | $280 throughout or approved full comp | Fixed $280 across all pricing periods confirmed by Talia. Retest the later pricing period. Keep speakers on the Speaker pathway. Sponsor-funded admission counts against the sponsor’s allotment; a separately approved speaker comp does not. Verify the comp method and shared usage tracking before use. |
| Staff / event team | Uncapped | Complimentary | Private operational path. September 15 direction removes visible pricing/payment; Staff transfer button reported removed in Round 1. |
Travel-support allocation: Registration alone does not establish travel need. If someone on the prospective travel-support list registers without explicitly requesting support, staff treats support as not needed for allocation planning unless they ask. Uncommitted support may be reassigned or left unspent. The budget for 15 is a ceiling, not a minimum: supporting 12 is acceptable. Review explicit requests; registration does not disqualify someone who asks for support. Do not silently withdraw a previously confirmed award.
Initial caps are audience-allocation controls, not live registration counts. “Uncapped” means no pathway cap, not unlimited venue capacity. [4] [1] [2]
Confirmed allocations: use the targets and alert thresholds in this registration document. Staff manually reviews waitlisted records and selects offer recipients using the existing internal tiering system. Event Waitlist and Planner Approval remain distinct; no new automated priority model is implied. Communication operating decisions.
| Pathway | Target | Alert at |
|---|---|---|
| Travel-supported and complimentary grassroots | 15 | 12 |
| Reduced-price grassroots | 45 | 40 |
| Full-price grassroots | 45 | 40 |
| National attendees | 125 | 115 |
Capacity alerts go to Talia and Katherine. Cvent tracks registrations across all eight attendee pathways. Anna is a possible additional alert recipient; her inclusion is still to be confirmed. Threshold configuration and notification delivery still require testing. [9]
Monitor category counts and overall registrations. Configure the confirmed advance-alert thresholds above and verify delivery before launch.
Katherine decides whether to increase a cap, with input as needed. Talia or a trained delegate executes approved changes. Use advance alerts to coordinate activation: Cvent reports Planner Approval was not enabled and plans to activate each relevant path when its cap is reached. Verify the timing avoids an unintended hard stop.
Event Waitlist and Pending Approval are distinct Cvent states. Neither is a confirmed paid registration at entry. A pending confirmation number must not imply a confirmed seat.
For Planner Approval, Cvent says approval triggers applicable payment and a confirmation email. For Event Waitlist, a space-available notification lets the attendee proceed with registration.
Cvent reports this is enabled at 400 registrations: registration closes at that capacity and attendees can join the event waitlist. Joining does not create a completed paid registration. When space opens, the attendee receives a notification and can proceed with registration; applicable fees are charged only after registration/confirmation.
Cvent reports this still needs activation for the relevant pathways. Attendees can submit while approval is required, but remain unconfirmed and are not charged. Cvent states that planner approval triggers applicable payment and the confirmation email. This behavior is vendor-confirmed and still needs an end-to-end test.
Email audiences confirmed by Cvent: use Undecided Invitees (No Response or Visited) for the unregistered-invitee email and Waitlisted Invitees for the event-waitlist email. Create separate emails with those filters. Staff manually checks pathway-level Pending Approval records and suppresses unregistered reminders for them. Staff uses the existing internal tiers to select waitlist offer recipients; attendee messages do not disclose those tiers. [10]
Remaining checks: configure and test pathway activation, payment/confirmation behavior, event-waitlist release, and campaign filters. Verify staff’s manual audience review and suppression process for Pending Approval records. Contract counting rules for pending/waitlisted records and the process/cost above 400 remain unanswered; the configured event cap does not establish those contract rules.
Cvent reports an event-level registration cap of 400. The operations reference also models 400 people onsite, and the contract includes 400 registrations. These are separate measures; their shared number does not establish how Cvent counts pending or waitlisted records for billing.
The latest sent brief is titled “Request an Invitation or Registration Transfer.” It asks whether the person has already registered, with two answers: Yes or No. Requests are restricted to a colleague within the same organization and require Summit-team review. [3]
Same-organization colleague only. Submission makes no Cvent record changes.
Save the request and notify Talia, Katherine, and Jess.
Check eligibility, existing records, and special access. Approve or decline the request.
What happens next
Talia or a trained delegate updates the invitation list and sends the colleague their own invitation.
Colleague completes registration
Talia or a trained delegate performs the transfer and verifies payment, capacity, and attendee details.
Replacement receives confirmation
No invitation or registration change. Talia or a trained delegate communicates the decision.
Requester receives decline response
Close the loop: Talia or a trained delegate records Katherine’s decision. After an approved change and verification, Talia or a trained delegate sends the requester a completion response. The original registration stays active while review is pending. [3] [9]
Requester name, invitation/registration email, and organization; proposed colleague name, email, title/role, and organization. Confirmation number is optional and appears only for existing registrants. An optional additional-information box and three required, initially unchecked acknowledgments complete intake.
Save a timestamped submission, display receipt language, and notify designated staff. It makes no Cvent record changes. The invitation email uses invitation-transfer wording. The confirmation email and Cvent confirmation page use registration-transfer wording and a “Request a Registration Transfer” link/button. All lead to the same external request form. Alert Talia, Katherine, and Jess; others may be added later. The final URL and notification delivery still need verification.
Transfer ownership: Katherine makes the decision, likely with input from Jess and other advisers such as Gohar. Advisers do not automatically receive submission alerts. Talia, or a trained delegate, records Katherine’s decision, performs the Cvent transfer after approval, and sends the requester the approval or decline response. Prepare reusable emails for review and manual sending; the sending platform remains to be selected. Request deadline: January 22, 2027 at 11:59 p.m. Eastern. [9]
For Talia or a trained delegate to review and send from the selected platform. Replace bracketed fields. Send completion messages only after the approved changes and checks are complete.
Subject: Your Summit invitation transfer is complete
Hi [Requester first name], your request to transfer your 2027 Progressive Strategy Summit invitation to [Colleague name] has been approved. We have updated the invitation list and sent your colleague their own invitation with registration instructions. They will need to complete registration. Speaking roles and other special access require separate approval.
Questions or need assistance? Contact summit@webuildprogress.org.
Subject: Your Summit registration transfer is complete
Hi [Requester first name], your request to transfer your 2027 Progressive Strategy Summit registration to [Colleague name] has been approved and processed. Your colleague will receive a Cvent confirmation email. No further transfer action is needed from you. Speaking roles and other special access require separate approval; travel support does not transfer and requires separate review.
Questions or need assistance? Contact summit@webuildprogress.org.
The Summit team has reviewed your request to transfer your invitation to [Colleague name]. We are unable to approve this invitation transfer. [Verified reason and appropriate next step.] If you are unable to attend, please let us know so we can update your invitation status.
Use a verified reason, such as an outside-organization nomination or an existing invitation that makes reassignment unnecessary. An existing invitation remains independently valid; do not imply that the colleague cannot register.
Questions or need assistance? Contact summit@webuildprogress.org.
The Summit team has reviewed your request to transfer your registration to [Colleague name]. We are unable to approve this registration transfer. [Verified reason.] If you can no longer attend, please reply to confirm that you would like us to cancel your registration. We will keep it active until you confirm your decision.
Paid registration: Our records show a payment of [Verified amount]. Under the applicable cancellation policy, [Verified refund eligibility, amount, and any deductions—or explanation that no refund is available]. Please confirm whether you would like us to proceed with cancellation and any eligible refund. We will send a separate confirmation once the cancellation and any refund have been processed.
Complimentary registration: No registration payment is refundable. Ask for cancellation confirmation, then send confirmation after processing. A declined transfer alone does not authorize cancellation or a refund. Reconcile sponsor-funded cancellations in the periodic sponsor-allotment summary.
Questions or need assistance? Contact summit@webuildprogress.org.
The splash page and registration launch, general invitation send, and sponsor invitation send are all scheduled for September 22, 2026. Talia authorizes launch after the end-to-end check passes. This approval responsibility is confirmed; the check and sign-off are still pending. [9]
All eight routes begin at the shared splash-page link, then “Claim Your Seat” and Cvent first-name, last-name, and email entry. Check invitation assignments, forwarded links, uninvited people, and duplicates. Verify identity controls: the reported restriction still permits changes to up to two identity fields.
Test both pricing periods, fixed speaker/reduced rates, code restrictions, no stacking, Staff/Government payment treatment, and guest comps. Test alerts and both waitlist workflows, including no charge before approval and payment/confirmation after Planner Approval. Test shared sponsor limits before first use.
Verify splash CTA, branded URL, invitation test send, confirmations, privacy links, and consent toggles. Test both transfer branches, storage, staff alerts, and recipient details. Confirm pending attendees stop receiving unregistered reminders.
One coordinated launch · September 22. Site, registration, general invitations, and sponsor invitations share the same date. Release follows Talia’s authorization after the end-to-end check passes. [9]
In 2026, $400 standard admission ends October 16 and $500 begins October 17. Speaker admission remains $280 throughout.
Room-block deadline: January 13, 2027. Approved hotel support covers February 3–4 nights, checking out February 5.
Registration closes January 15, 2027. Pending approvals may be released after registration closes.
Transfer requests close January 22, 2027 at 11:59 p.m. Eastern. Self-service modifications also close January 22; their exact cutoff time has not been specified. Later modification requests go to the Summit team. Cancellation rules remain separate.
January reconfirmations feed capacity decisions. Before February 4–5, verify accessibility and dietary arrangements, approved travel instructions, and badge/check-in data. OnArrival attendance then supports Day 2 follow-up and final reporting. [4] [5]
Snapshot compiled September 16 from accessible Drive documents and email through September 15, the reference page, and Talia’s September 16 decisions in this conversation. Confirmed decisions have been incorporated into the linked Registration and Communications Mapping, Revenue Master, Communications workstream agenda, and Communications Approach Google Docs and checked by readback. The ROC Word file and email records remain unchanged. This is not a live Cvent audit or a connected status dashboard. Meeting summaries are identified as such; implementation remains subject to testing.
[1] September 15 · Cvent design & ROC callMonday Notetaker email summary — revised entry, branding, codes, and attendance questions; meeting-summary evidence.
[2] September 14 · Vendor revision responsesROC 1 updates — reported fixes, open items, bulk approval, and manual transfer steps.
[3] September 15 · Talia’s sent instructionsInvitation / registration transfer brief — latest scope and two-branch intake; includes original form brief.
[4] September 10 · Operating mappingPSS Registration and Communications Mapping — eight paths, caps, communications, exception policies, and open Cvent questions; updated with confirmed decisions September 16.
[5] Modified September 11 · Revenue policies2027 Summit Revenue Master Document — pricing, access, travel support, and policy text; relevant planning and policy sections aligned September 16. Cancellation rules remain separate from transfer deadlines.
[6] Updated September 15 · Workstream agendaCommunications, Marketing & Registration — launch, copy, EveryAction, splash page, and URL dependencies; upcoming agenda updated September 16 with confirmed decisions. Past meeting records are retained.
[7] September 15 · Sponsorship meetingMonday Notetaker email summary — tentative September 22 invitation timing and case-by-case sponsor seat blocks.
[8] Updated September 16 · Communications direction2027 Summit Communications Approach — registration implementation update added September 16; digital experience and access/production decisions still to develop.
[9] September 16 · Talia’s confirmed decisionsCurrent conversation — launch and deadline alignment, pricing, capacity alerts, sponsor/speaker policy, and operational ownership. Decisions are reflected in the relevant sections above.
[11] Marketing strategy · reviewed September 16The Right Room: invite-only marketing strategy — attendance journey, contribution philosophy, status/day-based campaigns, allocation/yield planning, and conditional virtual overflow. Talia’s confirmed dates and registration allocations govern implementation; current operational decisions are recorded on the communication operations page.
[10] Cvent email response · supplied by TaliaQuoted in this conversation: event waitlist enabled at 400; Planner Approval not yet enabled for relevant paths; no charge while waiting; approval triggers applicable payment and confirmation; separate Undecided Invitees and Waitlisted Invitees email filters. Email date and original link were not supplied. Vendor confirmation, not a live configuration test.
Format referenceOperations Workstream — editorial structure and visual direction; adapted for registration.