February 4 & 5, 2027 · Washington DC
Registration messages,ready to operate. Operational requirements, status rules, and reusable wording for registration communications.
Working draft · September 16, 2026. Use this guide to configure and verify registration messages: who receives them, what triggers them, what operational facts they must contain, and what must be checked before sending. Message wording remains subject to review.
← Back to main page Registration ArchitectureEvery message Invitations Message requirements Pathway differences Before sending 01
The baseline for every message One Summit, both days. Registration includes February 4 and 5, 2027, and the expectation is participation across both days. The registration question about anticipated attendance is for internal planning and forecasting; it is not a ticket choice or a limitation on access. Do not repeat “your selected day(s)” in confirmations or frame Day 2 as an optional add-on. Use planning responses to support logistics without narrowing the two-day invitation.
One shared registration entry: communication → splash page → Claim Your Seat → Cvent first name, last name, and email → email recognition → assigned registration pathway. Use the splash-page URL as the standard entry for registration messages. A return route through an existing confirmation/access email is proposed for released event-waitlist attendees only and must be verified before use. Existing-registration management and support retain their verified action links. Invitation emails link to invitation-transfer requests; confirmation emails and the Cvent confirmation page provide registration-transfer instructions and the external-form button.
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What the invitation needs to establish General and sponsor invitation sends align with the September 22 launch. Release follows Talia’s authorization after the end-to-end check. Sponsor confirmations, benefits, and registration codes continue on a rolling basis. Architecture: launch gates
Core invitation requirements Approved invitees who have not registered
Shared invitation for all invitees. Register when invited; personalized offers can follow.
View wording ↗ : Core invitation requirements Offer-specific follow-up messages Sent separately when the offer is confirmed; registration should not wait
Standard paid: $400 through October 16, 2026; $500 beginning October 17. Do not apply this change to reduced-price or speaker admission.Sponsor: confirmed comp allotment, intended recipients, assigned code and redemption instructions. Send only approved benefits and tested codes; do not imply unlimited seats.Travel support: register when invited; support is offered separately based on expressed need and approval. Notify the recipient of their approved support package—hotel, airfare/train, or both—separate from admission. For airfare/train, staff needs first name, last name, and email to add the traveler to the Navan event before booking access is available.Government: relevant attendance, ethics, meal, and follow-up instructions; no payment at registration. Invoice follow-up is handled separately when required.Speaker/staff: follow up with the confirmed role, admission treatment, and any required code. A later approved fully comped speaker receives a refund of the admission payment; a later $280 speaker rate receives the amount paid above $280. Do not ask registered attendees to register or pay again.03
Requirements by message type For each message, confirm the recipient status, trigger, required data, and verified outcome before enabling the send. “Received” acknowledges intake; “under review” means no decision yet; “complete” confirms a verified action. Never treat one as another. Select “View wording” for draft operational text, conditional modules, and the message requirements. Nothing here indicates that a template has been approved, configured, or sent.
Unregistered reminder Eligible invitees · No Response or Visited
View wording ↗ : Unregistered reminder Waitlist acknowledgment / update · event capacity Event Waitlisted Invitees
View wording ↗ : Waitlist acknowledgment / update · event capacity Waitlist space available · event capacity Waitlisted attendee selected by staff for available space
View wording ↗ : Waitlist space available · event capacity Waitlist acknowledgment / update · registration review Waitlisted · registration awaiting team review
View wording ↗ : Waitlist acknowledgment / update · registration review Approval / registration confirmation Approved and confirmed registration
View wording ↗ : Approval / registration confirmation Waitlist decision · no place offered Only the affected registration
View wording ↗ : Waitlist decision · no place offered Invitation-transfer request received Requester · not yet registered
View wording ↗ : Invitation-transfer request received Registration-transfer request received Requester · already registered
View wording ↗ : Registration-transfer request received Invitation reassignment complete Approved change · invitation only
View wording ↗ : Invitation reassignment complete Registration transfer complete Approved change · already registered
View wording ↗ : Registration transfer complete Invitation transfer declined Requester · not yet registered
View wording ↗ : Invitation transfer declined Registration transfer declined · cancellation decision Requester · already registered
View wording ↗ : Registration transfer declined · cancellation decision Government follow-up / invoice package Government attendee needing case follow-up
View wording ↗ : Government follow-up / invoice package Travel support & booking instructions Approved support recipients · hotel, airfare/train, or both
View wording ↗ : Travel support & booking instructions Reconfirmation / manage registration Confirmed attendees · two-day Summit
View wording ↗ : Reconfirmation / manage registration Cancellation / refund acknowledgment Only after a verified cancellation or refund action
View wording ↗ : Cancellation / refund acknowledgment Arrival, Day 2 and post-event follow-up Confirmed attendees / verified attendance segments
View wording ↗ : Arrival, Day 2 and post-event follow-up Sponsor registration allotment update Sponsor contact · periodic availability summary
View wording ↗ : Sponsor registration allotment update Personalized offer / speaker adjustment Confirmed offer · registered or not yet registered
View wording ↗ : Personalized offer / speaker adjustment Invitation transfer · more information needed Requester · not yet registered
View wording ↗ : Invitation transfer · more information needed Registration transfer · more information needed Requester · already registered
View wording ↗ : Registration transfer · more information needed Waitlist check-in Still waitlisted · no offer or final decision
View wording ↗ : Waitlist check-in Final waitlist closure Remaining waitlisted attendees · offers have ended
View wording ↗ : Final waitlist closure Waitlist offer reminder / expiry Active offer or verified expired offer
View wording ↗ : Waitlist offer reminder / expiry Travel-support request / decision Explicit request · receipt, approved, or declined
View wording ↗ : Travel-support request / decision Registration changes saved Existing attendee · verified update
View wording ↗ : Registration changes saved 04
One message family, eight pathways Pathway, price/code, role, and travel support are separate fields. Sponsor benefits modify the approved offer; sponsorship is not a ninth registration pathway. Architecture: pathway rules
Pathway Required message distinction National attendee Standard $400 / $500 pricing unless an approved comp applies. Full-price grassroots Standard $400 / $500 pricing unless an approved comp applies. Do not offer restricted reduced, travel, or speaker codes. Reduced-price grassroots Fixed $50 throughout; this offer does not include travel support. Travel-supported / complimentary grassroots Communicate the approved admission offer and travel arrangements separately; do not assume every recipient has identical support. Other general attendee Standard admission or approved comp; only the assigned offer and code apply. Government official / employee No payment at registration; government-specific questions and case-based follow-up remain separate. Speaker / program participant Fixed $280 throughout or approved full comp. Keep Speaker pathway even when a sponsor funds the seat. Sponsor-funded seats use the sponsor allotment; separately approved speaker comps do not. Staff / event team Complimentary operational registration; omit irrelevant pricing/payment language.
Use anticipated attendance for internal forecasts and logistical preparation. Do not automatically restrict two-day schedules or Day 2 reminders based on that planning response. Local/traveler status guides relevant logistics and does not establish travel funding. Do not expose internal alert thresholds. Virtual overflow was contemplated within the Cvent infrastructure and will be developed further later. Add its operational wording when the offer and delivery details are determined; no virtual-access message is specified here yet.
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Before any message is enabled Six checks before sending. Expand each for the operating details.
Right audience & trigger purpose, eligible status/pathway, exclusions, trigger or send date, platform, sender/reply-to, and review responsibility. These are internal configuration fields.
Correct details attendee name, assigned route, offer/code, payment/status data, and conditional modules; provide safe fallbacks and prevent unfilled placeholders.
Working links the shared splash-page link, “Claim Your Seat” handoff, and Cvent email recognition across all eight assigned pathways. Separately test management links, the transfer form, permissions, mobile layout, and accessibility.
Current registration status registration, waitlisting, pending approval, confirmation, transfer and cancellation must stop inappropriate reminders. Staff manually reconciles recipient lists against current Cvent status and checks for duplicate sends across platforms.
Delivery & replies Include “Questions or need assistance? Contact summit@webuildprogress.org.” in every attendee-facing message, including system-generated confirmations and each conditional version. Preserve message-specific reply instructions. Retain the approved version, audience selection, trigger and test evidence; define bounce/reply monitoring and exception handling. Cvent tracks every registration pathway, regardless of where a message is sent.
Approval to send Talia authorizes September 22 launch after the end-to-end check passes. Approval responsibility for subsequent campaigns and exception templates still needs designation.
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Decisions needed to finish the brief Open items to confirm before the relevant messages are enabled. Expand a row for details.
Senders, contacts & review owners Help contact confirmed: summit@webuildprogress.org. Final sender/reply-to settings, sending platform, reviewer, trigger, and schedule remain to be confirmed for each message family. Preserve specific reply instructions, including government invoice follow-up.
Final links & form handoff Final shared splash-page URL and its “Claim Your Seat” handoff to Cvent; verified transfer form, management, privacy and policy URLs; verified form alerts and request-response delivery.
Approval & confirmation behavior Planner Approval activation timing and whether approval produces one confirmation or additional messages. Verify that paid credit-card registrations are completed only after successful payment; no standalone payment-exception message is planned. Before each send, staff verifies the recipient list and excludes records whose status has changed.
Waitlist updates & return route Waitlist check-in and offer-reminder timing, final closure timing, review-response timing, whether released event-waitlist attendees can return through an existing confirmation/access email. Validate that alternative before using it. Offer selection uses staff review and the existing internal tiers; those priority rules are not a new policy decision or an automated Cvent requirement.
Refund terms, deadlines & travel Cancellation/refund language, the January 15 registration cutoff time, the January 22 modification cutoff time, and transportation booking deadline. For travel support, confirm Navan enrollment responsibility, collection channel, booking guidelines/limits, and hotel support/billing instructions for the supplied links.
Sponsor sends & follow-up tracking Exact send dates, sender, and recipient list for sponsor-allotment updates (monthly, then weekly in January); rolling sponsor code distribution process and case tracking for government follow-up; digital participation details before any digital invitation.
Arrival details & attendee preferences Approved arrival/check-in details and reconfirmation schedule; downstream handling of privacy, photo, directory, accessibility and dietary preferences.
Agreed decisions
Launch September 22, 2026: site, registration, and general/sponsor invitations.
Audience allocations Travel-supported/complimentary grassroots: 15 · reduced-price grassroots: 45 · full-price grassroots: 45 · national: 125. Other pathways keep their agreed treatment.
Waitlist selection Staff reviews records and selects offers using the existing internal tiers. Attendee wording: “You’re on the waitlist for the Summit.”
Claim window Five calendar days, ending at 11:59 p.m. Eastern. A shorter near-event window must be stated. Staff checks the record before releasing an expired offer’s place. The person remains waitlisted, behind others within their existing internal tier; staff records the change and sends an expiry notice.
Two internal workflows Event Waitlist: attendee returns to complete registration. Planner Approval: approval is reported to trigger applicable payment and confirmation. Match each message to the verified workflow.
Later work Virtual overflow details will follow. Onsite-yield planning is outside this brief. Basis and draft boundaries This draft translates the agreed registration architecture and Talia’s September 16 decisions into message triggers, recipient rules, required data, operational wording, and send checks. Proposed controls require review; these are not live system settings.
Source references: Registration and Communications Mapping ; Revenue Master ; Communications agenda ; Communications Approach ; confirmed decisions ; Cvent waitlist and approval response . Source links and their access restrictions are retained on the architecture page. Talia supplied the hotel and Navan event links and the individual-support/enrollment workflow in this conversation; these are recorded in the travel-support popup. The separate marketing strategy owns campaign positioning, persuasion, cadence, and engagement content. This guide supplies the registration facts and delivery controls used within those communications. No source Google documents or external strategy were changed.
Operational wording · draft Close ×
Waitlist offer reminder / expiry Choose the version matching the verified status. Replace bracketed fields; do not send unresolved policy alternatives.
Reminder · before the stated deadline A reminder that your offer of an in-person place at the Summit is available until [Confirmed claim-by date] at 11:59 p.m. Eastern. Please [Verified registration-completion action from your offer] before the deadline. Your place is not confirmed until registration is complete.
Expired offer · only after staff verifies and releases the place The deadline to claim your offered place at the Summit has passed. We did not receive a completed registration by the deadline, and the offered place has now been released. You remain on the waitlist for the Summit. If another place becomes available for you, we’ll contact you with a new offer. No action is needed now, and another offer is not guaranteed.
Operational requirements for this message Use only when the attendee must complete registration to claim an offer, not when Planner Approval itself completes registration. Carry forward the same tested return route and exact deadline as the original offer. Reconcile the record before sending a reminder; suppress it after registration, withdrawal, or a changed offer. Reminder timing remains to be agreed. For expiry, staff checks completion, any approved extension, and the offer record before releasing the place. Send the expiry notice only after release is recorded. After an unclaimed offer expires and the record is verified, keep the person on the waitlist and move them behind others within their existing internal tier. Staff records the expired offer and updated order before sending the notice. Do not move them behind other tiers or disclose internal tiering in attendee copy. Do not re-add someone who has already withdrawn or completed registration. Operational wording · draft Close ×
Travel-support request / decision Choose the version matching the verified status. Replace bracketed fields; do not send unresolved policy alternatives.
Request received · no award yet We have received your request for travel support for the Summit. The team will review your needs and follow up with a decision. [If needed: Please confirm whether you need hotel accommodation, airfare or train travel, or both.] Support has not yet been approved. You may register now; you do not need to wait for this decision.
Approved · confirmed support package Your request for travel support has been approved for [Hotel accommodation only / Airfare or train travel only / Hotel accommodation and airfare or train travel]. We will follow up with the booking instructions for your approved package. If you have already registered, you do not need to register again.
Declined · after the team’s decision Thank you for sharing your travel-support needs with us. We are unable to provide travel support for this request. [Approved explanation, if appropriate.] This decision does not change your registration status. If it affects your ability to attend, please contact us to discuss next steps.
Operational requirements for this message An explicit request is eligible for review even if the person has already registered. Record the actual hotel and/or transportation need. Receipt is not an award; do not promise approval or an unconfirmed response time. Send approval only after the package is authorized. Use the existing travel-support and booking instructions for hotel and Navan enrollment; combine the decision with those instructions when ready to avoid duplicate notices. For transportation, collect first name, last name, and email through the approved channel and enroll the traveler in the Navan event before sending booking-ready instructions. A decline does not cancel registration or authorize a refund. If the person cannot attend, follow the separate confirmed cancellation process. Do not expose internal budgets, ranking, or allocation assumptions. Operational wording · draft Close ×
Registration changes saved Choose the version matching the verified status. Replace bracketed fields; do not send unresolved policy alternatives.
After changes are successfully saved Your Summit registration details have been updated. [Brief, non-sensitive summary of the changes.] You can review your current details using [Verified manage-registration link]. These updates do not change your registration status. We look forward to welcoming you February 4–5 in Washington DC.
Operational requirements for this message First check whether the existing system confirmation already covers saved changes; use that message rather than adding a duplicate send. Send only after the update is verified. Use for ordinary logistics, dietary, accessibility, or contact updates that leave registration status unchanged. Transfers, cancellations, payment adjustments, and status changes use their dedicated messages. Avoid repeating sensitive dietary or accessibility information in email. A saved request does not mean an accommodation has been approved or fulfilled; follow up separately where needed. Use a verified management link. Anticipated attendance remains an internal planning response; do not imply reduced day access or a single-day ticket. Operational wording · draft Close ×
Invitation transfer · more information needed Send only after the recipient’s current status and the stated trigger are verified. Replace bracketed fields with confirmed details.
Draft message Thank you for your request to transfer your Summit invitation to [Colleague name]. Before we can make a decision, please reply with [Specific missing information or clarification]. [If relevant: Please confirm your colleague’s organization or the invitation they have already received.] Your request is still under review. Please wait for our decision and instructions before taking any action on the transfer.
Operational requirements for this message Request only information needed to resolve this invitation-transfer request. Check whether the colleague is already invited or registered before asking them to register. This is neither approval nor a decline. It does not authorize a transfer, invalidate an independent invitation, or involve cancellation/refunds. State a response deadline only if agreed. Operational wording · draft Close ×
Registration transfer · more information needed Send only after the recipient’s current status and the stated trigger are verified. Replace bracketed fields with confirmed details.
Draft message Thank you for your request to transfer your Summit registration to [Colleague name]. Before we can make a decision, please reply with [Specific missing information or clarification]. Your transfer request is still under review, and your registration remains active. Please wait for our decision and instructions before making changes.
Operational requirements for this message Use only for an existing registration. Ask for the exact missing information, such as the colleague’s organization or an existing registration needing reconciliation. Receipt or a request for details does not approve a transfer or authorize cancellation/refund. If the attendee cannot attend and the transfer is declined, use the separate cancellation-decision message. Operational wording · draft Close ×
Waitlist check-in Send only after the recipient’s current status and the stated trigger are verified. Replace bracketed fields with confirmed details.
Draft message You’re on the waitlist for the Summit. Your place is not yet confirmed, and no action is needed from you at this time. We’ll contact you if we can offer you a place. Thank you for your continued interest in joining us.
Operational requirements for this message Manually reconcile recipients immediately before sending. Exclude confirmed attendees, people with active offers, withdrawn requests, and people already sent a final decision. Use for either internal waitlist workflow without exposing category caps, tiering, or queue position. Do not imply the entire Summit is full or promise a place. Timing remains to be agreed. Operational wording · draft Close ×
Final waitlist closure Send only after the recipient’s current status and the stated trigger are verified. Replace bracketed fields with confirmed details.
Draft message Thank you for your interest in joining the Summit. We have now concluded offers to the waitlist and are unable to offer you an in-person place. No action is needed from you. We appreciate your interest and hope to connect at a future opportunity.
Operational requirements for this message Send only after staff confirms no further offers will be made to this recipient group. If other groups remain open, use “We have concluded our review of your waitlist request” instead of implying all offers have ended. Exclude confirmed attendees and anyone with an active offer or unresolved decision. This is a final outcome, not a routine waitlist update. Do not promise virtual access or alternative programming. Add those details only when confirmed. Verify the closure date and approval to send. Operational wording · draft Close ×
Personalized offer / speaker adjustment Use only after the offer is confirmed. Choose the applicable version and replace bracketed fields with verified values.
Confirmed offer · not yet registered We’re excited to welcome you to the 2027 Progressive Strategy Summit as [Confirmed role]. Your approved admission is [Confirmed rate or complimentary admission]. [If required: Please use code [Assigned code].] Visit [Splash-page link] and select “Claim Your Seat” to complete registration. If you have already registered, please contact summit@webuildprogress.org rather than registering again.
Later speaker approval · fully complimentary We’re excited to welcome you as a speaker at the Summit. Your speaker registration has been approved as complimentary. We will refund your admission payment of [Verified amount]. You do not need to register again. We will confirm when the refund has been processed.
Later speaker approval · $280 admission We’re excited to welcome you as a speaker at the Summit. Your approved speaker rate is $280. You paid [Verified admission amount], so we will refund the difference of [Verified refund amount]. You do not need to register again. We will confirm when the refund has been processed.
Refund completed · only after verified processing Your speaker-rate adjustment refund of [Verified amount] was processed on [Verified date] to [Verified payment method]. Your Summit registration remains active. [Verified receipt or processing-time information, if available.]
Operational requirements for this message Invitees register when they receive the shared invitation; offers may be finalized later. A speaker request alone does not authorize a rate change or refund: confirm the role and approved admission treatment first. For a fully comped speaker, refund the actual admission payment. For a $280 speaker rate, refund only the amount paid above $280; do not calculate a negative refund. Verify actual payment and any prior refunds before processing. For example, $400 paid means a $120 refund; $500 paid means a $220 refund. Update the existing registration and approved pathway, keep it active, and record the adjustment. Do not confuse this with a cancellation refund or require duplicate registration. Confirm payment handling in Cvent before sending a processed-refund notice. Send only the module that matches the approved offer and registration/payment record. Do not extend the speaker adjustment rule to unrelated later discounts or sponsorship offers. Travel support uses its separate support and booking message. Operational wording · draft Close ×
Registration-transfer request received Draft wording for review. Send only after the trigger and recipient record are verified. Replace bracketed fields and use only applicable modules.
After verified registration-transfer request receipt We have received your request to transfer your registration to [Colleague name] within your organization. Please keep your original registration active while we review the request. The transfer is not complete until the Summit team approves and processes it and confirms the change. We will contact you with a decision or any follow-up questions. Your colleague should wait for the Summit team’s instructions before taking action.
Additional conditions · as applicable Speaking roles and other special access require separate review and are not guaranteed for your colleague. Travel support does not transfer.
Operational requirements for this message Use only for an existing registration; verify the form answer against the record. Receipt does not authorize a transfer, cancellation, or refund. Keep the original registration active during review. Send the separate approval/completion or decline message after the recorded decision. Operational wording · draft Close ×
Registration transfer declined · cancellation decision Draft wording for review. Send only after the trigger and recipient record are verified. Replace bracketed fields and use only applicable modules.
After the registration-transfer decision is recorded 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 · include verified terms before requesting consent 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 · use instead of the paid module Your registration was complimentary, so there is no registration payment to refund. Please confirm if you would like us to cancel it. We will send confirmation after the cancellation is complete.
Operational requirements for this message A declined transfer is not authorization to cancel or refund. Record the attendee’s explicit confirmation before processing either action. No response leaves the registration active; follow-up timing remains to be set. Verify actual payment, payer, approved cancellation policy, refund amount, deductions, and handling before using the paid module. A fee listed for a pathway does not establish that payment was collected. For unpaid or invoiced records, state the verified financial treatment without promising a refund. Do not use the January 22 transfer cutoff as a cancellation/refund deadline. Send the cancellation/refund acknowledgment only after the relevant actions are verified. For sponsor-funded seats, reconcile allotment availability after cancellation and include the updated count in the periodic sponsor summary. Do not automatically promise the seat is reusable without checking the sponsor agreement and current registration rules. Operational wording · draft Close ×
Sponsor registration allotment update Draft wording for review. Send only after the trigger and recipient record are verified. Replace bracketed fields and use only applicable modules.
Periodic summary · sponsor contact As of [Date], [Sponsor organization] has [Total allotted] complimentary Summit registrations, with [Confirmed registrations using the allotment] confirmed and [Available places] still available. [If applicable: Pending assignments or registrations awaiting completion: count.] Please [Verified next step for assigning or completing the remaining registrations] by [Approved deadline, if applicable]. [Include confirmed code and instructions only when needed.] We’re looking forward to welcoming your colleagues to the Summit.
When a replacement may be nominated If a colleague can no longer attend, please contact summit@webuildprogress.org for the appropriate transfer or cancellation process before assigning their place to someone else.
Operational requirements for this message Send a consolidated update monthly, then weekly in January—not after every cancellation. Sender, sponsor contact list, and exact send dates remain to be confirmed. Use each sponsor’s confirmed rolling benefit allocation. Reconcile the sponsor tracker and Cvent before sending; distinguish confirmed usage, pending assignments, and places actually available. Include eligible cancellations only after processed and verified. Count sponsor-funded speakers against the sponsor allotment; separately approved speaker comps do not consume it. Check code usage and any pending commitments to avoid overstating available places. Use the shared splash-page entry and verified Claim Your Seat instructions for any registration action. Do not invent a deadline or enable duplicate registrations. Operational wording · draft Close ×
Unregistered reminder Draft wording for review—not an approved or sent email. Use only after the stated trigger is verified. Replace bracketed fields with confirmed values; omit modules that do not apply.
Registration reminder Your invitation to the 2027 Progressive Strategy Summit is waiting. Join us February 4–5, 2027, in Washington DC. Visit [Splash-page link] and select “Claim Your Seat.” Registration closes January 15, 2027.
Offer module · choose only the assigned offer [Insert the recipient’s approved admission offer and any assigned code.] Admission covers both days; there are no single-day tickets. For help, contact summit@webuildprogress.org .
Operational requirements for this message Tell the attendee to visit the splash page and select “Claim Your Seat.” Include the relevant deadline and applicable offer. Keep platform names and backend routing out of attendee copy; verify the identity and pathway routing internally. Cvent confirmed “Undecided Invitees” for this audience. Staff manually checks the send list and excludes confirmed, event-waitlisted, and Pending Approval records so those recipients do not receive the wrong reminder. Operational wording · draft Close ×
Waitlist acknowledgment / update · event capacity Draft wording for review—not an approved or sent email. Use only after the stated trigger is verified. Replace bracketed fields with confirmed values; omit modules that do not apply.
After verified event-waitlist entry You’re on the waitlist for the Summit. You do not yet have a confirmed registration, and you have not been charged for joining the waitlist. If space becomes available, you will receive a notification with the next registration step.
Operational requirements for this message State that the attendee is waitlisted, not confirmed, and has not completed a paid registration. No charge for joining the waitlist. Explain that a space-available notification will provide the next registration step. Do not promise a seat, queue position, or release date without an approved rule. Operational wording · draft Close ×
Waitlist space available · event capacity Draft wording for review—not an approved or sent email. Use only after the stated trigger is verified. Replace bracketed fields with confirmed values; omit modules that do not apply.
Option A · shared splash-page entry An in-person place has opened for you at the 2027 Progressive Strategy Summit! Visit [Splash-page link] and select “Claim Your Seat” to complete your registration by [Confirmed claim-by date] at 11:59 p.m. Eastern. [Applicable admission fee or approved complimentary offer.] We look forward to welcoming you February 4–5 in Washington DC.
Option B · existing confirmation email · pending verification An in-person place has opened for you at the 2027 Progressive Strategy Summit! Open your existing confirmation email and select [Verified return-to-registration button label] to return to your registration and complete the remaining steps by [Confirmed claim-by date] at 11:59 p.m. Eastern. [Applicable admission fee or approved complimentary offer.] We look forward to welcoming you February 4–5 in Washington DC.
Internal use · choose one verified route These are alternatives, not two instructions to send together. Staff first selects the attendee and completes the required record/access updates. Test that the chosen route opens the correct existing record, permits completion and any applicable payment, and does not create a duplicate. Option B is a proposed route: confirm that the attendee actually has a usable confirmation/access email, the exact button label, and that its link works for a released event-waitlist record. Do not assume joining the waitlist generated that email or a confirmed registration.
Preserve the separate Planner Approval workflow: approval is reported to trigger applicable payment and confirmation. Do not apply a return-to-complete instruction to those records unless testing establishes that a further step is required.
Operational requirements for this message After staff reviews the waitlist and selects the attendee using the internal tiers, use the verified access route—shared splash page or, if validated, the attendee’s existing confirmation/access email—and explain that the attendee must complete registration; applicable fees are charged upon registration/confirmation. Allow five calendar days to claim an offer that requires the attendee to complete registration. A shorter window near the event must be explicitly stated in that offer. State the exact claim-by date and 11:59 p.m. Eastern cutoff in the offer. After that deadline, staff must verify the current registration record before releasing the place; do not release it automatically. Do not apply this deadline to Planner Approval records where approval itself completes registration. Internal tiering stays out of attendee-facing text. Operational wording · draft Close ×
Waitlist acknowledgment / update · registration review Draft wording for review—not an approved or sent email. Use only after the stated trigger is verified. Replace bracketed fields with confirmed values; omit modules that do not apply.
Waitlist acknowledgment · registration awaiting review You’re on the waitlist for the Summit. Your place is not yet confirmed, and you have not been charged. The Summit team will review your request. If a place is approved for you, any applicable payment will be processed and you will receive a registration confirmation email. You do not need to submit another registration.
Internal setup · not attendee wording This waitlist message uses Cvent’s Planner Approval workflow. Use only after the implemented Planner Approval payment and confirmation behavior has passed testing. Add an expected response time only if it has been approved.
Operational requirements for this message Use “waitlist” in attendee-facing subjects, headings, status labels, and message copy. Planner Approval / Pending Approval are internal system terms only. A waitlist acknowledgment does not confirm a place, and no charge occurs at this stage. Explain that approval triggers applicable payment and confirmation per Cvent. Do not instruct the attendee to submit a duplicate registration. Staff manually verifies Pending Approval recipients and suppresses inappropriate registration reminders. Review-response timing still needs confirmation. Operational wording · draft Close ×
Approval / registration confirmation Draft wording for review—not an approved or sent email. Use only after the stated trigger is verified. Replace bracketed fields with confirmed values; omit modules that do not apply.
Only after confirmation is verified Your registration for the 2027 Progressive Strategy Summit is confirmed. We look forward to seeing you February 4–5, 2027, in Washington DC. Your registration includes both days of the Summit. Please hold February 4 and 5 on your calendar: [Two-day calendar link].
Conditional details [Verified admission/payment summary and receipt link, if applicable.] Review your registration: [Manage-registration link]. Unable to attend? You may request to transfer your registration to a colleague within your organization. All requests require review and approval by the Summit team. Please keep your registration active while your request is under review; the transfer is not complete until the Summit team confirms it. [Request a Registration Transfer → External request-form URL]
Operational requirements for this message Confirm attendee, event dates/location, admission treatment and payment/receipt details where applicable. Distinguish a completed payment from a payment exception. Include approved manage-registration details and a “Request a Registration Transfer” link/button to the external form in the confirmation email and Cvent confirmation page. Keep the registration active while review is pending. Test payment/confirmation behavior and both external-form entry points. Operational wording · draft Close ×
Waitlist decision · no place offered Draft wording for review—not an approved or sent email. Use only after the stated trigger is verified. Replace bracketed fields with confirmed values; omit modules that do not apply.
Waitlist decision · only after a recorded decision The Summit team has reviewed your waitlist request. We are unable to offer you a place. [Approved explanation and next step.] You do not have a confirmed registration. For questions, contact summit@webuildprogress.org .
Operational requirements for this message Send only after the team decides not to offer this person a place. Use a verified explanation and next step. This is an individual decision, distinct from closure of the waitlist. Verify the recipient is still waitlisted and unconfirmed before sending. Do not send to a person who has since received a place or completed registration. Operational wording · draft Close ×
Invitation-transfer request received Draft wording for review. Send only after the trigger and recipient record are verified. Replace bracketed fields and use only applicable modules.
After verified invitation-transfer request receipt We have received your request to transfer your invitation to [Colleague name] within your organization. The Summit team will review the request and contact you with a decision or any follow-up questions. Your colleague should wait for approval and instructions before registering. If approved, we will update the invitation list and send your colleague their own invitation to register.
Operational requirements for this message Use the form’s “Have you already registered?” answer and verify the record. This message is only for someone who has not registered. Receipt is not approval. Check same-organization eligibility and whether the colleague is already invited or registered. Do not include cancellation or refund instructions. Operational wording · draft Close ×
Invitation reassignment complete Draft wording for review—not an approved or sent email. Use only after the stated trigger is verified. Replace bracketed fields with confirmed values; omit modules that do not apply.
After invitation-list changes and checks are complete 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 the shared splash-page link and “Claim Your Seat” instructions. They will need to complete registration. Speaking roles and other special access require separate approval.
Operational requirements for this message Send after list changes and verification. Tell the requester the colleague has received their own invitation and still must complete registration. Send the replacement their correct invitation and offer. Do not describe an invitation reassignment as a confirmed registration. Operational wording · draft Close ×
Registration transfer complete Draft wording for review—not an approved or sent email. Use only after the stated trigger is verified. Replace bracketed fields with confirmed values; omit modules that do not apply.
After the transfer and checks are complete Your request to transfer your 2027 Progressive Strategy Summit registration to [Colleague name] has been approved and processed. Your colleague will receive a registration 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.
Operational requirements for this message Send after the native Cvent transfer and checks. Confirm the change to the requester and ensure the replacement receives the appropriate Cvent confirmation. Verify recipient details, consent, payment/admission and capacity handling; restate any separately approved arrangements. Operational wording · draft Close ×
Invitation transfer declined Draft wording for review. Send only after the trigger and recipient record are verified. Replace bracketed fields and use only applicable modules.
After the invitation-transfer decision is recorded 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.
Reason option · outside the organization Invitation transfers are limited to colleagues within the same organization. The colleague you named is outside your organization. [Approved next step, if another nomination may be considered.]
Reason option · already invited The colleague you named already has their own Summit invitation, so an invitation transfer is not needed. They can use their own invitation to register. [Verified help instructions, if needed.]
Operational requirements for this message Use Katherine’s recorded decision and a verified explanation; reason options are conditional, not automatic grounds for rejection. An existing invitee record requires clarification before deciding. This message does not cancel a registration or involve a refund. Confirm any change to the original invitation status separately. A declined transfer does not invalidate a colleague’s independent invitation or registration. Operational wording · draft Close ×
Government follow-up / invoice package Draft wording for review—not an approved or sent email. Use only after the stated trigger is verified. Replace bracketed fields with confirmed values; omit modules that do not apply.
Case-specific follow-up We are following up on payment requirements for your participation in the 2027 Progressive Strategy Summit. Please reply to this email confirming what you are required to pay for—your overall attendance, a specific meal (please identify which), or another item—and the name of the entity that will make the payment. Once these details are confirmed, we will follow up with an invoice package containing the invoice and our organization’s W-9.
Invoice package · only when prepared and verified Attached is your invoice package for [Confirmed attendance, meal, or other item], billed to [Paying entity name]. The package includes an invoice for [Verified amount] and our organization’s W-9. Please follow the payment instructions on the invoice and reply to this email with any questions.
Boundary No payment is collected during government registration. Do not imply every government attendee owes a fee or needs an invoice; use only the approved case details.
Operational requirements for this message First request confirmation by email of the specific attendance, meal, or other item they must pay for and the paying entity’s name. Do not request the attendee’s or paying entity’s W-9. Do not assume all government attendees require invoices. Amanda owns the email follow-up and prepares the invoice package after the payable items and paying entity are confirmed. Verify amounts and billing details, then send the invoice and our organization’s current W-9 together. Use the package message only after both documents are prepared and attached; internal case tracking remains to be determined. Operational wording · draft Close ×
Travel support & booking instructions Use after support is approved. Select the recipient’s actual support package and include only the relevant booking modules. Navan booking-ready wording requires verified event access. Links supplied by Talia; booking access and billing still require an end-to-end check.
Support notification · every approved recipient You have been selected to receive travel support for the 2027 Progressive Strategy Summit, February 4–5, 2027, in Washington DC. Your approved support includes [Hotel accommodation only / Airfare or train travel only / Hotel accommodation and airfare or train travel]. Please follow the instructions below for the support approved for you. We look forward to welcoming you for both days of the Summit.
Hotel module · hotel-only or combined support Your approved hotel support covers the nights of February 3 and 4, with checkout February 5. Please use the Summit hotel booking link and complete your reservation by January 13, 2027. [Confirmed instructions for how approved support is applied, any required payment details, and responsibility for additional nights or incidental charges.] For booking help, contact summit@webuildprogress.org .
Airfare/train module · collect details before Navan enrollment Your approved support includes [Airfare / Train travel]. To arrange your booking access, please provide your first name, last name, and email through [Approved reply or collection channel]. We will use these details to add you to the Summit event in Navan. Once your event access is ready, we will send your booking instructions.
Airfare/train module · only after Navan access is verified You have been added to the Summit event in Navan and can now book your approved [Airfare / Train travel]. Open the Navan Summit event invitation using the email associated with your event access. [Approved travel dates, booking guidelines, and any applicable limits.] For booking help, contact summit@webuildprogress.org .
Choose the correct combination Hotel only: support notification + hotel module. Airfare/train only: support notification + the appropriate Navan stage. Both: support notification + hotel module + the appropriate Navan stage. Do not request Navan details from hotel-only recipients or imply that the link alone grants travel support.
Operational requirements for this message 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. Record the approved support components for each recipient: hotel, airfare or train, or both. Support depends on individual needs and approval; it is separate from registration and admission price. Confirm first name, last name, and email for travelers requiring airfare/train. Use verified details already held when appropriate; collect or correct missing details through the approved channel. Staff adds approved travelers to the specific Navan event before telling them they can book. Track support approval, hotel instructions sent, Navan enrollment/access, booking instructions sent, and booking completion as separate operational steps. Do not mark travel booked merely because a link was sent. Hotel deadline: January 13, 2027. Supported nights: February 3–4, checkout February 5. Verify how the hotel link applies support and handles billing before sending the supported-hotel module. Confirm travel booking deadline, approved travel dates, booking limits/guidelines, collection channel, support contact, and staff responsibility for Navan enrollment. Do not invent these details or promise reimbursement. Use the supplied booking links only in the relevant modules. Keep personal enrollment data out of this internal page. This draft does not add anyone to Navan or send any message. Operational wording · draft Close ×
Reconfirmation / manage registration Draft wording for review—not an approved or sent email. Use only after the stated trigger is verified. Replace bracketed fields with confirmed values; omit modules that do not apply.
Reconfirm Summit attendance We look forward to seeing you February 4–5 at the 2027 Progressive Strategy Summit. Your registration includes both days. Please reconfirm your attendance and review your registration details at [Reconfirmation/manage-registration link]. If your plans have changed, let us know so we can update our arrangements.
Changes and transfers Self-service registration modifications close January 22, 2027. Transfer requests must be submitted by January 22, 2027, at 11:59 p.m. Eastern using [Transfer request link]. Later modification requests should go to summit@webuildprogress.org .
Operational requirements for this message Reconfirm participation in the two-day Summit and collect any changed plans for internal preparation. Review accessibility, dietary, badge, and other relevant details through approved links. A planning response does not limit admission to one day. Self-service modifications close January 22; exact cutoff still unresolved. Transfer requests close January 22, 2027 at 11:59 p.m. Eastern. Later modifications go to the Summit team. Operational wording · draft Close ×
Cancellation / refund acknowledgment Draft wording for review—not an approved or sent email. Use only after the stated trigger is verified. Replace bracketed fields with confirmed values; omit modules that do not apply.
Cancellation · after the record is updated Your registration for the 2027 Progressive Strategy Summit has been cancelled. [Verified cancellation date and reference, if applicable.] [Applicable financial status and any required next step under the approved cancellation policy.]
Refund · only after verified processing A refund of [Verified amount] was processed on [Verified date] to [Verified payment method description]. [Approved timing information and receipt link, if available.]
Unresolved Cancellation deadlines, eligibility, deductions, and refund timing must come from the approved policy. The January 22 transfer deadline is not a cancellation/refund deadline.
Operational requirements for this message State the actual cancellation and financial status, affected attendee, and any next step. After a declined registration transfer, obtain explicit cancellation confirmation first; verify any refund separately under the approved policy. Reconcile sponsor-funded cancellations for the periodic allotment update. Cancellation deadlines and refund terms are separate from transfers. Confirm exact policy text and payment handling from the Revenue Master before authoring. Operational wording · draft Close ×
Arrival, Day 2 and post-event follow-up Draft wording for review—not an approved or sent email. Use only after the stated trigger is verified. Replace bracketed fields with confirmed values; omit modules that do not apply.
Arrival · two-day Summit We look forward to welcoming you to the 2027 Progressive Strategy Summit on February 4–5. Check-in opens at [Approved time and time zone] at [Approved location]. Your schedule is available at [Schedule link]. [Approved local or traveler logistics module.] For on-site help, contact [On-site support].
Day 2 welcome-back · February 4 evening We look forward to seeing you tomorrow for Day 2 of the Summit and continuing the conversation together. [Approved Day 2 arrival time and instructions.] View the Day 2 schedule at [Schedule link]. For on-site help, contact [On-site support].
Post-event · matched to actual participation Thank you for [Verified participation context] in the 2027 Progressive Strategy Summit. [Approved resources or next steps.] Share your feedback at [Approved survey link].
Boundary Use verified attendance segments. Do not thank a no-show for attending, imply someone attended Day 1 without verification, or distribute participant information without approval. Keep attendee-facing arrival and Day 2 messages welcoming; do not restate registration coverage. Internal planning responses should not narrow that invitation.
Operational requirements for this message Arrival: approved location, check-in timing, access instructions and on-site help; carry relevant accommodations and attendee preferences into operations. Day 2 reminders support participation across both days; do not suppress them solely because an attendee previously indicated one day for planning. Apply current registration status, explicit changes/cancellations, and verified attendance when needed. Validate schedules, resources, survey links, and photo/directory permissions; campaign content is managed separately. Core invitation · operational wording Close ×
Core invitation requirements Operational modules for the invitation—not the complete invitation. Merge these with the narrative draft when received. The invitation-transfer paragraph below preserves Talia’s September 15 email wording; the other modules are draft language based on confirmed decisions.
Event details Join us February 4–5, 2027, in Washington DC for the 2027 Progressive Strategy Summit. We look forward to welcoming you for two days of conversation and collaboration.
Registration action Visit [Splash-page link] and select “Claim Your Seat” to register now. Please complete your registration by January 15, 2027.
Invitation transfer · wording sent to Kevin Unable to attend? You may request to transfer your invitation to a colleague within your organization. All requests require approval by the Summit team. Please use the request form rather than forwarding your registration link.
Link placement: hyperlink “request form” to [External request-form URL]. This is an invitation-transfer request, not an automatic transfer or permission for the colleague to register.
Placement, source, and operational requirements Invitation: invitation-transfer note and external form link. Confirmation email and Cvent confirmation page: registration-specific introduction and a “Request a Registration Transfer” link/button to that same external URL. The external form distinguishes whether the requester has already registered.
Source: Talia’s September 15 email to Kevin, “Summit registration transfer request form” . Final narrative copy, splash-page URL, and external form URL remain to be merged or confirmed. The help contact is summit@webuildprogress.org.
Event name, February 4–5, 2027, Washington DC; registration includes both days and attendees are encouraged to participate in the full Summit. There is no single-day ticket. The anticipated-attendance question supports internal planning only. Who the invitation is for and the action required to secure registration. In Cvent, enter first name, last name, and the email associated with the invitation. Email recognition determines the assigned pathway; a forwarded link does not grant eligibility. Use the single shared splash-page link. The attendee selects “Claim Your Seat,” enters first name, last name, and email in Cvent, and Cvent recognizes the email and presents the registration pathway assigned by Talia. The shared core invitation does not depend on a finalized personalized offer. Invitees should register immediately using their current assigned pathway; send confirmed offers separately and do not ask them to wait. Do not send separate pathway-specific entry links. Registration closes January 15, 2027. Include earlier offer or booking deadlines only when relevant and confirmed. Include invitation-transfer wording only, linking to the external request form. Registration-transfer instructions belong in the confirmation email and Cvent registration confirmation page, not the invitation. Where to find applicable change/cancellation terms and how to get help. Do not treat the transfer deadline as the cancellation deadline. Conditional modules · separate follow-up Keep personalized offers out of the shared core invitation. Everyone uses the same splash-page link and selects “Claim Your Seat”; no one should wait for a personalized offer before registering.
Confirmed admission offer · when applicable Your approved admission is [Confirmed rate or complimentary admission]. [If required: Please use code [Assigned code].] If you have not yet registered, visit [Splash-page link] and select “Claim Your Seat.” If you have already registered, please contact summit@webuildprogress.org rather than registering again.
Speaker or sponsor offer: include only confirmed admission treatment, assigned codes, and verified instructions in the separate follow-up. Use the personalized-offer message for later speaker refunds.Travel support: use the separate support notification and booking instructions for the approved hotel, airfare/train, or combined package.Timing clarification, if needed: “Please go ahead and register; we will follow up separately once your personalized arrangements are confirmed.”