Open Forum

We host a large marketing conference with 100s of sessions, that every pass holder is allowed to attend. We also host a number of free Special Events that are RSVP only. We are currently managing that by collecting RSVPs externally through a Hubspot form, and bulk uploading registrations to the specific "session"/special event record. 

Where I'm running into issues is distributing a block of these session registrations to exhibitor portals. As part of the package the partner/exhibitor purchases, they get X amount of passes to the special events. Let's say we give every partner 5 passes to our awards ceremony. We have ~300 partners, so we cannot create 300 unique links capped at 5 and then individually share every link. We'd like to create a package that includes Admission Items for the entire event, and then the option to register for the specific "session"/special event. 

I know that we can add the optional sessions to the registration flow, but many of these special events are confirmed after registration has been completed. And we don't trust our partners to go back through and edit their regsitration. Even if we could get them to do that, I don't know how we'd cap it at "only 5 booth staff from this Exhibitor are allowed to register for this session"

Does anyone have any recommendations? Even if it's outside of Cvent I'm open to any ideas. 

#ExhibitorManagement

------------------------------
Stephanie Skidmore
Product Manager, Business Systems
Emerald X, LLCUnited States
------------------------------

Yes - I would change the architecture rather than try to solve this with 300 unique Cvent links.

The fundamental issue is that you have two different entitlements:

1. Event admission entitlement - every exhibitor gets X full-event passes.
2. Special-event entitlement - that exhibitor gets, say, 5 seats to the Awards Ceremony.

Those should be treated separately.

What I would recommend
Keep the exhibitor portal as the place where the entitlement is owned, but don't make the exhibitor portal responsible for registering the special-event attendees directly.

Instead, create an Exhibitor Special Event Allocation model.

eg:
Exhibitor | Event | Allocation | Used | Remaining 

Acme Corp, Awards Ceremony -  5 , 3,  2 

The workflow looks like:
Exhibitor Portal > Select Special Event >Enter attendees> Validate allocation > Create/update Cvent registration
The exhibitor doesn't need to understand Cvent sessions at all.

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

Thanks Abhishek. Can you clarify what you mean when someone goes to the Exhibitor Portal and selects the Special Event? How are you recommending I build that in to the portal? 

------------------------------
Stephanie Skidmore
Product Manager, Business Systems
Emerald X, LLCUnited States
------------------------------

Original Message:
Sent: 08-17-2026 09:15
From: Abhishek Kapoor
Subject: "RSVP" Sessions and distributing to Exhibitors

Yes - I would change the architecture rather than try to solve this with 300 unique Cvent links.

The fundamental issue is that you have two different entitlements:

1. Event admission entitlement - every exhibitor gets X full-event passes.
2. Special-event entitlement - that exhibitor gets, say, 5 seats to the Awards Ceremony.

Those should be treated separately.

What I would recommend
Keep the exhibitor portal as the place where the entitlement is owned, but don't make the exhibitor portal responsible for registering the special-event attendees directly.

Instead, create an Exhibitor Special Event Allocation model.

eg:
Exhibitor | Event | Allocation | Used | Remaining 

Acme Corp, Awards Ceremony -  5 , 3,  2 

The workflow looks like:
Exhibitor Portal > Select Special Event >Enter attendees> Validate allocation > Create/update Cvent registration
The exhibitor doesn't need to understand Cvent sessions at all.

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