Case Study: University of Rochester achieves $100,000 reallocation and major staff-hour and paperless savings with Cvent

Maximizing event technology for an ever-better Meliora Weekend

The University of Rochester, a private research institution with an alumni network of over 113,000, runs Meliora Weekend — a large four-day celebration drawing more than 12,000 attendees across multiple campuses. Their legacy in‑house registration system and paper‑heavy processes were costly and labor‑intensive, requiring hundreds of staff hours for packet stuffing, manual data reconciliation and onsite tracking, and forcing registration to close early.

By adopting Cvent’s Event Marketing & Management platform plus OnArrival and CrowdCompass and integrating with their CRM, the university automated registration, real‑time reporting, QR badge check‑ins, and a mobile event app. The changes freed staff time, extended registration (capturing last‑minute revenue), and supported sustainability — enabling the school to reallocate over $100,000, save about $30,000 in staff costs and roughly $13,000 in printing while delivering a smoother onsite experience.

University of Rochester

Donna Colline

Operations Program Director