Collecting Hotel Requests in Flex

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The Hotel Request form collects rooming dates and preferences from your attendees, and helps to make sure everyone gets your pre-negotiated rates. Follow the steps below to add hotels and rooms to your event, and allow registrants make them accessible during registration.

Adding Hotels

1 Add the Hotel Request Form, if necessary. Begin by selecting your event. If you haven't turned on the Travel feature, start by clicking click General, then Event Features from the left-hand navigation. Under Features, locate Travel and click + Add.

Next, activate Hotel Accomodations. From the left-hand navigation, click Travel, then Travel Settings. Select the User-added image icon next to Hotels, then set "Do your registrants need hotel accommodations?" to Yes

 

User-added image

Under "Registrants can book their hotel through," make sure Cvent's hotel request form is selected.

Click User-added image to save.

2 Access the Hotel Accommodations tab. From the left-hand navigation, under Travel, click Hotel Accommodations.

3 Add a hotel. Click Create Hotel. Decide how to add the hotel. Your options include:

  • A new hotel - Enter the hotel name and any additional details. Any hotel created here will be added to the account-wide list found in Admin.
  • Using a hotel from this account - Click the ellipses (...), then Select next to the hotel's name. All hotels listed here are part of your account-wide list found in Admin.
  • Using a hotel from the Cvent Supplier Network - Click the ellipses (...), then choose a metro area from the dropdown. Narrow your search further by including the name, chain affiliation, or brand. Click Search, then Select next to the hotel's name.
 
NOTE: When selecting a hotel from the account or Cvent Supplier Network, the existing hotel information applies to your entire account. If you update the hotel information within the event, the information will be updated in all events that are currently using, or previously used, the given hotel. If changes are necessary, it's best to add a new hotel.

Scroll to the Basic Settings section. Ensure Yes is selected next to "Open for registration." Add a cancellation policy.

Don't forget to Save.

4 Add rooms. Even after adding a hotel, invitee's can't complete a request until you add a room.

5 Determine which info displays during registration. To ensure invitees can select these hotels during registration, don't forget to
 establish which info displays.

 
Adding Rooms
 
1 Access the Hotel Details page. From the left-hand navigation, click Travel, then Hotel Accommodations. Select your hotel by clicking its name.
 
2 Create a room type. Click Create Room Type. Name the room type and enter the minimum number of nights an invitee can book for. Ensure "Open for registration" is switched to Yes.
 
NOTE: Default check-in and check-out dates are the dates that will automatically populate in the room request details. They do not affect the availability of rooms.

Specify whether registrants will be sharing the room, the number of occupants per room, and how these rates will be charged (a flat nightly fee or different prices for each registration type).

Enter the number of rooms that are available. Add room rates for each registration path if you selected to calculate room rates by registration type.

User-added image
 
Click Save.

Click the neighboring tab, Advanced Settings, then Edit. If you've set up room rates, switch "Charge registrants for this hotel room" to Yes. If the room is free, leave this as No.

Click Save. If desired, repeat this step to add additional room types.

Adding the Hotel Request Widget

1 Add hotel requests to your registration. Begin by selecting your event. From the left-hand navigation, click Registration, then 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.
 
 User-added image

2 Customize the hotel request widget. 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. 


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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