Managing Flex Event Roommate Requests

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Save yourself time by allowing invitees to express their roommate preferences during the registration process. You can manage these requests within Cvent, confirming their selections or making your own.
 
NOTE: These instructions are for Flex events. If you're creating a Classic event, reference this article instead.

1 Enable roommates for a room. Begin by selecting your Flex event. From the left-hand navigation, click Travel, then Hotel Accommodations. Select the hotel you want to allow roommates for. The Details tab opens by default. Click the neighboring tab, Room Block. In the Room Types section, click the name of your room, then Edit. If you haven't created your room type yet, do so now.

In the Capacity & Rates section, switch "Allow multiple occupants" to Yes. Determine the maximum number of roommates.
 
NOTE: If you're unable to edit these options, a registrant has already requested this room type. Instead, you'll need to create a new room type.

Finish updating the room, then click Save.

2 Establish roommate settings for registration. From the left-hand navigation, click Registration, then Registration Process.
If applicable, select a registration path from the Registration Paths dropdown. Click Customize to the right of the page with the Hotel Requests widget on it.
 
NOTE: Don't see the page you want or want to create a new one? Click Open Site Designer instead and add a new webpage.
  
Click the Hotel Request widget that is already on the canvas. To the right of it, scroll down to the Display Settings section, and click Customize. Toggle "Room sharing preferences" to blue. In the top left, click the < to return to the Hotel Request widget settings. In the Roommate Settings section, click Edit.
 
 User-added image
 
Determine whether invitees can select a room with no roommates. Decide if you want to allow invitees to provide roommate preferences. Your options include:
  • By entering roommate's name lets invitees type their preferences. You can consult what they enter when assigning roommates.
  • By selecting a roommate's names from a list lets invitees select roommates from a list of invitees or registrants who haven't already been assigned.

If you're allowing the invitees to select their roommate from a list, you'll have the option to limit roommates further by registration type. Toggle "Limit roommates by registration type" to blue, then determine if the roommate will need to have the same registration type or only selected registration types. Then, decide whether invitees can add their name to the available roommate list. If there are rooms without fees applied, determine whether invitees can select roommates with different check-in and check-out dates. Rooms with fees cannot accommodate roommates arriving or leaving on different days. Select which fields will display when an invitee selects a roommate.

Click Publish to make this visible to your invitees.
If you have multiple paths, you will need to repeat this process for each one.
 

3 Manage roommate requests. From the left-hand navigation, click Attendees, then Manage Hotel Requests. Select Roommates from the Group by: dropdown.

Check the boxes next to the registrants you want to match, hover over Actions, and select Match as Roommates.

 
 User-added image
 
Click Confirm.
 
NOTE: Depending on the room, you can match up to ten roommates.
 
To break up a roommate assignment, check one of the assigned registrants, then hover over the actions button and click Unmatch Roommate.

Click Confirm.

 

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