Setting Up Hotel Requests in a Classic Event

  • 1
  • 2
  • 3
  • 4
  • 5

Did this article resolve your issue?

Yes
No

What can we do to make this article better?

What can we do to make this article better?

Did this article resolve your issue?


Excellent! Thank you for your feedback

Did this article resolve your issue?


We are sorry to hear that!  For more assistance, open a case and a Product Consultant will contact you directly.

  • 1
  • 2
  • 3
  • 4
  • 5
Collect hotel requests by adding a customizable form to the registration process, then reference your registrant's preferences while booking reservations. You can also let registrants book their own rooms, but the request is a better guarantee that everyone gets your pre-negotiated rates and doesn't book around the block. 

This is only an option if your attendees will be registering from their personal computers. Anyone registering in the mobile version will not see this form
 
NOTE: These instructions are for Classic events. If you're creating a Flex event, reference this article instead.

1 Activate Hotel Accommodations. Begin by selecting your event. If you've already activated Hotel Accommodations, skip to Step 2. If you haven't, hover over Event Details and, under General, click Event Configuration.

Click Edit, then scroll down to the Travel section. Check Hotel Accommodations. Ensure "Cvent's Hotel Request Form" is selected.

User-added image

Click Save.

2 Set up the Hotel Request Form. Hover over Event Details and, under Travel, click Hotel Accommodations. The Hotels tab opens by default. Click the neighboring tab, Hotel Request Setup, then Edit.

Use the radio buttons to determine what hotel information you want to display on the Hotel Request Form. Specify what information you want to collect from attendees under the Occupant Information section.
 
NOTE: If there is information that you do not want to display on the Hotel Request Form, selecting "No" will also prevent this information from populating when using the corresponding Hotel data tag.

User-added image

Click Save.
 
NOTE: Need to know more? Create questions that will appear right after an invitee enters their hotel request. To change the standard questions, such as "Do you want to make a housing request," customize their text instead.

3 Add your hotels and rooms. Click the leftmost tab, Hotels. You'll need to add your hotels, then create your room types. Once they're set up, click the Advanced Settings tab within the Room Type to determine which Registration Paths will have the option to select this hotel room, as well as if you want to charge registrants for their room during registration.

4 Adjust the options for each registration path. Hover over Website & Registration and, under Registration, click Registration Settings. If applicable, choose a registration path. The Basic Settings tab opens by default. Click the tab to the right, Travel, then Edit.

Select whether to display hotel, air, and car request forms in Step Mode or List
Mode. Step Mode gives each form its own page, while List Mode displays them on the same page.

 
NOTE: Registrants cannot submit multiple hotel requests in Step Mode.

Ensure one of the Yes options is selected next to "Allow hotel requests."

Choose whether to allow requests for only invitees or invitees and their guests. Specify the maximum number of requests a registrant can make. Set a deadline for when registrants can no longer request hotel rooms. Establish if their requests can be modified after they are made then set a deadline for these modifications by entering a date. Determine if registrants can see their request status.

If registrants can have roommates, set up the Roommate Matching section.


Don't forget to Save.

 
NOTE: Need to limit hotel requests even further? Consider adding advanced rules.

5 Add custom content. If you feel the default form needs additional details or instructions, you can add content by hovering over Website & Registration and, under Registration, clicking Registration Pages. If applicable, select the registration path from the dropdown. Click Hotel Request Form.
 
User-added image

Change any of the section headers by clicking Edit Section and typing in the Section Header Text field. To remove the header entirely, switch "Display section header" to No. Add content in the HTML EditorOnce you're done, click OK.

Don't forget to save on the original page as well.

 
NOTE: Add the hotel request information to their confirmation emails by including data tags from the Invitee Invitee Travel category. Any hotel information that is set to "No" in the Hotel Request Form will not display in the corresponding data tag.

6 Send your registrants their info, if necessary. To ensure your registrants are reminded of their hotel info after registration, add the {[C-MY HOTEL]} data tag to their confirmation email. Any hotel information set to "No" will not display in the data tag.

 

Did this article resolve your issue?

Yes
No

What can we do to make this article better?

What can we do to make this article better?

Did this article resolve your issue?


Excellent! Thank you for your feedback

Did this article resolve your issue?


We are sorry to hear that!  For more assistance, open a case and a Product Consultant will contact you directly.

  • 1
  • 2
  • 3
  • 4
  • 5

Did this article resolve your issue?

Yes
No

Did this article resolve your issue?

What can we do to make this article better?

Did this article resolve your issue?

What can we do to make this article better?

Did this article resolve your issue?


Excellent! Thank you for your feedback

Did this article resolve your issue?


We are sorry to hear that!  For more assistance, open a case and a Product Consultant will contact you directly.

  • 1
  • 2
  • 3
  • 4
  • 5

Did this article resolve your issue?

Yes
No

Did this article resolve your issue?

What can we do to make this article better?

Did this article resolve your issue?

What can we do to make this article better?

Did this article resolve your issue?


Excellent! Thank you for your feedback

Did this article resolve your issue?


We are sorry to hear that!  For more assistance, open a case and a Product Consultant will contact you directly.

  • 1
  • 2
  • 3
  • 4
  • 5

Did this article resolve your issue?

Yes
No

Did this article resolve your issue?

What can we do to make this article better?

Did this article resolve your issue?

What can we do to make this article better?

Did this article resolve your issue?


Excellent! Thank you for your feedback

Did this article resolve your issue?


We are sorry to hear that!  For more assistance, open a case and a Product Consultant will contact you directly.

  • 1
  • 2
  • 3
  • 4
  • 5

Did this article resolve your issue?

Yes
No

Did this article resolve your issue?

What can we do to make this article better?

Did this article resolve your issue?

What can we do to make this article better?

Did this article resolve your issue?


Excellent! Thank you for your feedback

Did this article resolve your issue?


We are sorry to hear that!  For more assistance, open a case and a Product Consultant will contact you directly.

  • 1
  • 2
  • 3
  • 4
  • 5

Did this article resolve your issue?

Yes
No

Did this article resolve your issue?

What can we do to make this article better?

Did this article resolve your issue?

What can we do to make this article better?

Did this article resolve your issue?


Excellent! Thank you for your feedback

Did this article resolve your issue?


We are sorry to hear that!  For more assistance, open a case and a Product Consultant will contact you directly.