Open Forum

Hi, 

Can you please advise re the best report template to display the following information: Optional Sessions, Session capacity, # of registrations to sessions, registrant first name / last name. We want to easily track how close sessions are to becoming full to manage capacity. 

I have found a number of report templates showing session registrations, but none have a field for comparing against session capacity that I can see. 

I would also like to set up a planner alert to notify us when sessions reach 75% of capacity or similar. 

Thank you for your help, Lynda

​
#Flex-Creating/ManagingEvents
#ReportingandInsights

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Lynda de Koning
Programs Manager
Australian Performing Arts Centres Association (APACA)Australia
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Under Email/Planner Alerts/
Category: Hotel Requests
Type: Hotel Room Capacity


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Hallie Loeb, HMCC
Event Operations
CDW United States
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Hi Hallie, 

Are you suggesting we use hotel rooms to manage venue capacity reporting? 

To be clear, we are not providing / using hotels and travel management functionality at all. What I'm looking for is a report showing session capacity and # of delegates registered. 

Thanks, 

Lynda

​

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Lynda de Koning
Programs Manager
Australian Performing Arts Centres Association (APACA)Australia
------------------------------

Original Message:
Sent: 06-30-2022 15:53
From: Hallie Loeb
Subject: Report: # of session registration and capacity

Under Email/Planner Alerts/
Category: Hotel Requests
Type: Hotel Room Capacity

Based on rooms per night
Calculate capacity by: Percentage of Rooms

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Hallie Loeb, HMCC
Event Operations
CDW United States
------------------------------

Hi Lynda,
My apologies, I misread the question and thought it was related to hotel pick up. 
It appears that in Flex you can no longer track capacities by session. There is an option to set alerts based only on admission items, which doesn't seem to be a useful substitute.

Please add your request as an idea for product enhancement. https://community.cvent.com/ideas

Thanks!
Hallie

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Hallie Loeb, HMCC
Event Operations
CDW United States
------------------------------

Original Message:
Sent: 07-01-2022 01:31
From: Lynda de Koning
Subject: Report: # of session registration and capacity

Hi Hallie, 

Are you suggesting we use hotel rooms to manage venue capacity reporting? 

To be clear, we are not providing / using hotels and travel management functionality at all. What I'm looking for is a report showing session capacity and # of delegates registered. 

Thanks, 

Lynda

​

------------------------------
Lynda de Koning
Programs Manager
Australian Performing Arts Centres Association (APACA)Australia
------------------------------


Original Message:
Sent: 06-30-2022 15:53
From: Hallie Loeb
Subject: Report: # of session registration and capacity

Under Email/Planner Alerts/
Category: Hotel Requests
Type: Hotel Room Capacity

Based on rooms per night
Calculate capacity by: Percentage of Rooms

------------------------------
Hallie Loeb, HMCC
Event Operations
CDW United States

Hi Lynda,

You can refer to the report named "Agenda Item-Registration Summary", this report pulls the details for agenda items, however, can be further filtered down to only optional sessions. The report by default pulls the fields named as "Agenda Item Capacity" as well as "Registered". The "Registered" is further clickable and pulls the list of the registrants with their information.

Also, with the planner alert, go to Email>Planner Alert> Create alert> Select the category as "Session"> Select the type as "Optional Session Capacity">Next. Further you can create the alert as required and fill the recipient session.

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Megan Clark
Assistant Team Lead, Online Community Marketing
Cvent
------------------------------

Hi Megan,

Thank you for the information about the "Agenda Item-Registration Summary" report.  Is there a report that would provide me with session information and those registered for the sessions in one report without having to drill down to retrieve that information?

Most times, my clients will want to see all of the sessions and those registered for the session in one report.

Thank you.

Debra

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Debra Hollins
Meeting Coordinator, Registration
Association of American Medical CollegesUnited States
------------------------------

Original Message:
Sent: 07-05-2022 09:47
From: Megan Clark
Subject: Report: # of session registration and capacity

Hi Lynda,

You can refer to the report named "Agenda Item-Registration Summary", this report pulls the details for agenda items, however, can be further filtered down to only optional sessions. The report by default pulls the fields named as "Agenda Item Capacity" as well as "Registered". The "Registered" is further clickable and pulls the list of the registrants with their information.

Also, with the planner alert, go to Email>Planner Alert> Create alert> Select the category as "Session"> Select the type as "Optional Session Capacity">Next. Further you can create the alert as required and fill the recipient session.

------------------------------
Megan Clark
Assistant Team Lead, Online Community Marketing
Cvent
------------------------------

Hi Debra,

Here is an article that should help you with that. There is a Groupings option with this report.

https://support.cvent.com/s/communityarticle/Finding-Out-Who-Registered-for-What

------------------------------
Megan Clark
Assistant Team Lead, Online Community Marketing
Cvent
------------------------------

Original Message:
Sent: 07-06-2022 16:12
From: Debra Hollins
Subject: Report: # of session registration and capacity

Hi Megan,

Thank you for the information about the "Agenda Item-Registration Summary" report.  Is there a report that would provide me with session information and those registered for the sessions in one report without having to drill down to retrieve that information?

Most times, my clients will want to see all of the sessions and those registered for the session in one report.

Thank you.

Debra

------------------------------
Debra Hollins
Meeting Coordinator, Registration
Association of American Medical CollegesUnited States
------------------------------


Original Message:
Sent: 07-05-2022 09:47
From: Megan Clark
Subject: Report: # of session registration and capacity

Hi Lynda,

You can refer to the report named "Agenda Item-Registration Summary", this report pulls the details for agenda items, however, can be further filtered down to only optional sessions. The report by default pulls the fields named as "Agenda Item Capacity" as well as "Registered". The "Registered" is further clickable and pulls the list of the registrants with their information.

Also, with the planner alert, go to Email>Planner Alert> Create alert> Select the category as "Session"> Select the type as "Optional Session Capacity">Next. Further you can create the alert as required and fill the recipient session.

------------------------------
Megan Clark
Assistant Team Lead, Online Community Marketing
Cvent