Associations and Non-Profit Organizations

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  • 1.  Room block cashflow

    Posted 08-28-2026 03:51
    Hi Association planners

    I am keen to know how those of you with membership organisations are handling contracted bedroom blocks. The cashflow is onerous for the association as the hotel groups are starting to ask for scheduled payments in advance to cover the bedrooms, before we are able to launch the event and collect any money from the delegates. Until now just guaranteeing the room block, and paying in advance for the F&B and space has been manageable. 
    Does anyone have any insights into how perhaps a pre-registration process works in Cvent to collect bedroom funds in advance? We normally don't get at all involved in bedroom payments as the delegate pays their own on arrival. 


    All thoughts welcome. 
    Ali 


    Ali Welsh (She/Her)

    Director of Global Events

     

     

     

    Based in Wiltshire, England

    Cell: +44 7785506262

    ali.welsh@leaglobal.com | leaglobal.com


    Note upcoming summer leave*** OOO 18th August to 1 September



  • 2.  RE: Room block cashflow

    Posted 09-02-2026 18:06

    Hi Ali,

    Great question! A few options in Cvent that could help:

    1. Charge for rooms within registration - Cvent's Hotel Request Form supports charging delegates for their room as part of registration rather than on arrival. In the Advanced Settings for each room type, switch "Charge registrants for this hotel room" to Yes. The association collects the funds at registration, which can then cover your hotel's advance payment schedule. Refund policies and cancellation settings are configurable too.
    2. Partial Payments - If you want to collect a deposit upfront and the balance later, Cvent's Partial Payments feature lets you do exactly that. Delegates pay a fixed amount or percentage at registration and settle the rest by logging back in.
    3. Cvent Passkey (for larger or multi-hotel blocks) - Passkey enables real-time reservations with secure payment collection at the point of booking, direct hotel system integration, and live pickup reporting. Delegates can register and book their room in one seamless flow via the Passkey-Registration integration.

    Happy to share more detail on any of these, and I'm interested to hear what others in the group are doing too!

    Best, 

    Emily



    ------------------------------
    Emily Noack
    Customer Success Manager
    Cvent
    ------------------------------



  • 3.  RE: Room block cashflow

    Posted 09-03-2026 11:29
    Hi Emily 

    Thank you for these options, however none of them help quickly enough. Contracting venues 12-18 months in advance creates the cashflow issue as we can't sell the event this far ahead. The problem is with the hotels. They want it every which way. 

    Ali Welsh (She/Her)

    Director of Global Events

     

     

     

    Based in Wiltshire, England

    Cell: +44 7785506262

    ali.welsh@leaglobal.com | leaglobal.com


    Note upcoming summer leave*** OOO 18th August to 1 September




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