Event portals with Dynamics 365 Customer Insights – Journeys

When is an event successful?

Do you remember the last event you attended – what impressed you, what was missing? Whether an event really convinces its participants depends on many factors: relevant content, smooth processes, individual support – and, last but not least, the digital user experience.

Companies should be aware of these factors, as events fulfil important strategic functions:

• Lead generation and brand positioning as part of marketing campaigns
• Sales support through webinars, product presentations or information events for potential customers
• Direct revenue generation through paid events such as training courses, seminars or certifications

Market presence and customer loyalty at conferences, trade fairs or internal events

The expectations of participants are constantly rising: convenience, personalisation and self-management are now top priorities. Digital self-service options – such as independently managing registrations, selecting sessions or changing personal data – are no longer a ‘nice-to-have’ but are now expected by customers.

Without well-designed digital support, even high-quality content can quickly lose its impact – especially in a hybrid world where physical and digital experiences must seamlessly intertwine.

Typical use cases for event portals

Modern event portals with Dynamics 365 Customer Insights – Journeys support the entire event journey and ensure convenience, transparency and self-service. Typical use cases are:

• Event overview and search: Filterable event lists by topic, format or date make it easy to find what you are looking for.
• Dynamic registration: Forms automatically adapt based on user attributes.
• Self-service for participants: Registration, cancellation, session selection and data changes can be made at any time in the user account.
• Waiting list function: Automatic replacement logic for fully booked events.
• Login and user account: Reusable user profiles for follow-up events and a central overview of event registrations.
• Document access: Download presentations, participation confirmations or materials after the event.

These functions turn event portals into powerful interfaces between companies and participants – efficient, user-friendly and consistently digital.

Three options for event portals compared

1. Registration forms

The simplest option is the registration forms integrated into Dynamics 365 Customer Insights – Journeys. The forms can be created quickly and easily using Drag&Drop Designer directly in Dynamics 365. The forms are then usually integrated into the company's website. This is done using a script that is generated in Dynamics 365 CI – Journeys at the touch of a button and integrated into the company's content management system (CMS). The forms can thus be created entirely by the specialist department without any input from the IT department.

Advantages

• Fast implementation
• Existing website design can be used, provided that the registration forms are integrated into the CMS via script
• Low implementation effort

Disadvantages

• No participant login
• No maintenance of personal data in the user account
• No event overview or document management for participants
• No subsequent viewing of registrations by participants possible

Registration forms therefore offer a good way to enable event registrations quickly and easily – especially if comprehensive self-service functionalities are not required.

2. Out-of-the-box event portal with Power Pages

Another option is the preconfigured event portal from Dynamics 365 Customer Insights – Journeys. It is based on Power Pages and includes an event overview with search function, integrated login and simple self-service options for participants: register, deregister, view existing events and change contact details.

Advantages

• Quick setup with various self-service functions
• Little customisation required
• Good balance between functionality and effort

Disadvantages

• Limited layout customisation
• No full control over the page structure
• Less suitable for complex, individual requirements
• Requires expertise in Power Pages
• Licence costs for Power Pages

The out-of-the-box portal is therefore ideal for companies that need more than just simple event registrations. It can be set up quickly and is particularly suitable for standardised events with uniform registration and cancellation processes.

3. Custom portal with Power Pages

If the requirements for the event portal are very specific and the process is not standardised across all events, you have the option of setting up a custom portal in Power Pages.

Advantages

• Maximum flexibility and design freedom
• Complex logic and dynamic content possible
• Seamless user experience

Disadvantages

• Increased implementation effort
• Requires expertise in Power Pages and web development
• Licence costs for Power Pages

Compared to the previous options, this offers the greatest customisation options. On the other hand, it requires increased implementation effort. A customised event portal in Power Pages is therefore particularly suitable for companies that have high demands on the self-service options of the portal and a high need for customisation.

Conclusion: Three options for the efficient implementation of event portals

In summary, we can conclude that event portals can be implemented in Dynamics 365 in various ways. Which option is right for your company depends largely on how much customisation, self-service and design freedom you require:

• Registration forms: For quick solutions without comprehensive self-service functions
• Out-of-the-box event portal: For standard portal requirements
• Custom portal with Power Pages: For high demands and individual portal requirements

adesso provides comprehensive support on your journey to the perfect event experience

Selecting and implementing an event solution is much more than just a technical decision – it influences the entire customer journey, your internal processes and ultimately the success of every event. adesso helps you make the right decision for your event experience.

We work with you to analyse your requirements and framework conditions, identify relevant use cases and create a sound basis for decision-making. But our support doesn't stop there: from conception to system selection and integration to live operation, we accompany you through all phases of the project – in a structured manner, open to all technologies and with a clear view of the added value for your company and your participants. The result is an event experience that is both professionally convincing and technically sound.