Managing 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 Classic events. If you're creating a Flex event, reference this article instead.

1 Enable roommate selection. Begin by selecting your event. 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.

Under the Occupant Information section, ensure Yes is selected next to "Registrants can have roommates." Decide how invitees should enter their roommate preferences. Your options include:
  • Entering the roommates' names lets invitees type their preferences. You can consult what they enter when assigning roommates.
  • Selecting the roommates' names from a list lets invitees select roommates from a list of people who haven't already been assigned.
NOTE: If registrants are selecting from a list, and they must select a roommate of the same gender, switch Gender to Yes and only roommates of the same gender will appear. 
 
Click Save.

2 Establish roommate matching options for each registration path. Hover over Website & Registration and, under Registration, select Registration Settings. If you have multiple registration paths, select one. The Basic Settings tab opens by default. Click the tab to the right, Travel, then Edit. Scroll down to the Roommate Matching section.

If your invitees are entering a roommate's name, determine whether the textbox should be required, just visible, or hidden in this path, then skip to Step 3. If your invitees are selecting their roommate from a list, switch "Invitees can select their roommates" to Yes.

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Decide if they can only select people who have already registered, or if they can select from a full list of everyone invited to the event.

Want to limit roommates by registration type? Select one of the Yes options. The first option will only display invitees that are the same registration type, where the other option lets you select the registration types.

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.

Don't forget to Save. If you have multiple paths, you will need to repeat this process for each one.
 
3 Customize the the Roommate Selection popup text, if necessary. By default, the popup message will say "Select a roommate from the list of available choices." To change this, hover over Website & Registration and, under Registration, click Registration Pages. In the Initial Registration section, click Hotel Request Form. Scroll down to the Roommate Selection Section, and to the right, click Edit Section. Customize the text using the HTML Editor.

Don't forget to click OK, then Save.
 
4 Manage roommate requests. Hover over Invitee Management and, under Manage, click 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.

 
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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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