Open Forum

I have an event coming up where our faculty members will have the option to go home in between sessions (it's a two-week training). I have the room request set up to allow them to submit two room requests. Is there a way for them to receive a pop-up/error or flag during registration if they have requested overlapping dates in their two requests?

#Registration
#ManagingRoomBlocks

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Annie Miller
Associate - Travel & Events Management
Baker Tilly Advisory Group, LPUnited States
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Hi Annie, 

it depends on 2 things - a) When you say overlapping dates, do you need Cvent to prevent the second hotel request from being submitted if it overlaps the first request, or would it be acceptable for the registration to proceed and have those cases flagged for planner review? and b) Are the two room requests tied to two specific training blocks, or can faculty choose any two date ranges within the two-week training? and c) Important - also are you going to use the hotel request just for collection and then send it over to the hotel manually or you are using CVent Passkey

Once you let me know of these I can share what is possible in a better way!

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Abhishek Kapoor
Growth NativesUnited States
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Ideally, it will not let them proceed with registration if the two hotel requests overlap. Flagging for planner review is an option too, if we cannot flag it during registration. The faculty can select any two date ranges. Yes, we will use it just for collection, then I will manually send the rooming list to the hotel.

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Annie Miller
Associate - Travel & Events Management
Baker Tilly Advisory Group, LPUnited States
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Original Message:
Sent: 08-24-2026 10:20
From: Abhishek Kapoor
Subject: Multiple room requests at same hotel

Hi Annie, 

it depends on 2 things - a) When you say overlapping dates, do you need Cvent to prevent the second hotel request from being submitted if it overlaps the first request, or would it be acceptable for the registration to proceed and have those cases flagged for planner review? and b) Are the two room requests tied to two specific training blocks, or can faculty choose any two date ranges within the two-week training? and c) Important - also are you going to use the hotel request just for collection and then send it over to the hotel manually or you are using CVent Passkey

Once you let me know of these I can share what is possible in a better way!

------------------------------
Abhishek Kapoor
Growth NativesUnited States
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I see Annie, 

I think if you are sending the data manually to the hotel. Then the solution is simple, this could work by using advanced rules on hotel request and limiting the checkin and checkout dates and showing a message.

Or a more cleaner and leaner method will be not to use the hotel request form and use registration questions and sub-question logic.

The idea is we give them a drop down for both training window(stay durations) in separate questions like initial question be stay 1 and stay 2 and then add sub question with predefined duration perriods they can choose (only one) from the drop down.

You can also add details about the room block and hotel and add another sub question to select the room type. And all this can be done on a seperate page called hotel booking.

Something like this.
Let me know what you think!

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Abhishek Kapoor
Growth NativesUnited States
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Original Message:
Sent: 08-24-2026 13:45
From: Annie Miller
Subject: Multiple room requests at same hotel

Ideally, it will not let them proceed with registration if the two hotel requests overlap. Flagging for planner review is an option too, if we cannot flag it during registration. The faculty can select any two date ranges. Yes, we will use it just for collection, then I will manually send the rooming list to the hotel.

------------------------------
Annie Miller
Associate - Travel & Events Management
Baker Tilly Advisory Group, LPUnited States
------------------------------


Original Message:
Sent: 08-24-2026 10:20
From: Abhishek Kapoor
Subject: Multiple room requests at same hotel

Hi Annie, 

it depends on 2 things - a) When you say overlapping dates, do you need Cvent to prevent the second hotel request from being submitted if it overlaps the first request, or would it be acceptable for the registration to proceed and have those cases flagged for planner review? and b) Are the two room requests tied to two specific training blocks, or can faculty choose any two date ranges within the two-week training? and c) Important - also are you going to use the hotel request just for collection and then send it over to the hotel manually or you are using CVent Passkey

Once you let me know of these I can share what is possible in a better way!

------------------------------
Abhishek Kapoor
Growth NativesUnited States
------------------------------