Collecting Hotel Requests in Flex

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Collect hotel requests by adding a request to the registration, 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.
 
NOTE: These instructions are for Flex events. If you're creating a Classic event, reference this article instead.

1 Activate Hotel Accommodations. Begin by selecting your Flex event. If you've already activated Hotel Accommodations, and added your hotels and rooms, skip to Step 3. 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 Add your hotels and rooms. Hover over Event Details and, under Travel, click Hotel Accommodations. You'll need to add your hotels, then create your room types before you can add them to your website.
 

2 Add hotel requests to your registration. Hover over Website & Registration and, under Registration, click Registration Process. If applicable, select a registration path from the Registration Paths dropdown. To the right of the page you want to add hotel request to, 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.

Click Build to the right of the canvas, and scroll down to the Travel section. Drag and drop Hotel Request onto the canvas.
 

In the Configuration Options section, you'll have the ability to update the text on the widget, including the header, instructional text, the button your invitee will need to click when they submit their request, and the options to update their request's preferences or delete their request all together.


Determine what information will display on your website, such as hotel name, distance from venue, room availability, room rates, and more, by clicking Customize under Display Settings. To return back, click the arrow to in the top left of the editor.

Click Edit under Request Setup to determine who can submit a hotel request, how many requests they can submit, if they can modify those requests after registration, and more. 

 

NOTE: Unlike Classic events, a "Yes" and "No" question will not ask invitees if they would like to book a hotel request. To replicate this, you'll need to toggle "Require registrants to submit a request" and "Allow invitees to book their own accommodations" to green. This will require your invitees to either submit a request or confirm that they will manage their own hotel accommodations.


To return back, click the arrow to in the top left of the editor.

If you're allowing registrants to share rooms, click Edit under the Roommate Settings section to setup their options.

Once you're done, click Save to preserve the draft, or click Publish to make it visible to invitees.
 

3 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 toggled off will not display in the data tag.
 

 

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