Setting Up Air Requests

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Guarantee everyone has the means to get to your event and take advantage of your pre-negotiated rates by adding a customizable air request form to the registration process. Air requests should not be confused with air actuals, which are intended for collecting reservation information from invitees who have already booked their flights.
 

In a Classic Event


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

1 Access the Air Travel page. Begin by selecting your event. Hover over Event Details and, under Travel, click Air Travel.
 
NOTE: If this section link does not appear, make sure Air Travel is checked in Event Details > Event Configuration, then select "Cvent's Air Request Form."

2 Select the fields. Click Edit. Specify which fields you want to include on the air request form. Check the boxes to make each type of ticket selectable during registration.

In the Restrictions section, enter the earliest departure date and latest possible return date. If you'd like to define their airport options, select Yes for both radio button options. Click Add Airport, and begin typing the desired airport.

 
NOTE: Need to know more? Create questions that will appear right after an invitee enters their flight request.

3 Choose the flight defaults. Make registration quicker by designating default airports and arrival and departure times. Don't worry if these don't apply to everyone, since invitees can change flight defaults during registration.

Under the Default Schedule section, type a city into the Departing from/Returning to and Arriving at/Returning from textboxes and select your airport from the list that appears below each field. Enter the default departing and returning dates as well.

 
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Once you're done, click Save.

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. Select 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: Invitees cannot submit multiple air requests in Step Mode.

Scroll down to the Air Requests section, and make sure Yes is selected.

Choose whether to allow requests for only invitees or invitees and their guests. Specify the maximum number or requests one invitee can make. Set a deadline for new requests by entering a date. Establish if air requests can be modified after they are made. Check the final three boxes if you're planning on adding this information for your invitee's post-registration.

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Click Save.
 
5 Add custom content. Hover over Website & Registration and, under Registration, click Registration Pages. Select Air Request Form.

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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 Editor. Once you're done, click OK.

Don't forget to Save on the original page as well. If your event has multiple paths, repeat this process for each one.


6 Send your registrants their info, if necessary. To ensure your registrants are reminded of their air request info after registration, add the {[C-MY AIR]} data tag to their confirmation email.
 

In a Flex Event

1 Access the Air Travel page. Begin by selecting your Flex event. Hover over Event Details and, under Travel, click Air Travel.
 
NOTE: If this section link does not appear, make sure Air Travel is checked in Event Details > Event Configuration, then select "Cvent's Air Request Form."

2 Select the fields. Click Edit. Specify which fields you want to include on the air request form. Check the boxes to make each type of ticket selectable during registration.

In the Restrictions section, enter the earliest departure date and latest possible return date. If you'd like to define their airport options, select Yes for both radio button options. Click Add Airport, and begin typing the desired airport.


3 Choose the flight defaults. Make registration quicker by designating default airports and arrival and departure times. Don't worry if these don't apply to everyone, since invitees can change flight defaults during registration.

Under the Default Schedule section, type a city into the Departing from/Returning to and Arriving at/Returning from textboxes and select your airport from the list that appears below each field. Enter the default departing and returning dates as well.

 
User-added image
 
Once you're done, click Save.

4 Adjust the options for each registration path. Hover over Website & Registration and, under Registration, click Registration Process. If applicable, choose a registration path. To the right of the page you would like to add air requests, click Customize.

 
NOTE: Don't see the page you want to add hotel requests to or want to create a new one? Click Open Site Designer instead and add a new webpage.

To the right of the canvas, click Build. In the Travel section, drag and drop the Flight Request widget onto the canvas.
 
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Flight settings can be established by clicking Edit in the Registration Settings section to the right of the canvas. Choose whether to allow requests for only invitees or invitees and their guests. Determine whether invitees are required to submit a request or if they can make their own reservations. Specify the maximum number or requests one invitee can make. Set a deadline for new requests by entering a date. Establish if air requests can be modified after they are made. To return back, click the arrow to in the top left of the editor.

Your header, instruction text, and fields can be customized under Configuration Options.

If you have multiple paths, click the
Registration Page dropdown in the top left of the designer. In the Registration Paths section, select a new path from the dropdown. Click on the canvas and repeat this step.
 
Once you're done, click Save to preserve the draft, or click Publish to make it visible to invitees.

 5 Send your registrants their info, if necessary. To ensure your registrants are reminded of their air request info after registration, add the {[C-MY AIR]} data tag to their confirmation email.
 

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