Thank you so much -- this was super helpful and I think the administrator last year had an issue because of the capacity issue.
Original Message:
Sent: 04-21-2026 13:39
From: Sanjog Rana
Subject: Swapping Rooms after Registration is open
Hello Vickie,
Hope you are doing great!
You can swap rooms without any issue-as long as you're only changing the location, not the capacity.
In Cvent, registrations are linked to the session itself, not the room name. So, when you update the room or location field, it simply changes where the session takes place. It doesn't affect who's registered or their status. Problems only come up if you also change the capacity and accidentally set it lower than the number of people already registered (and Cvent will actually stop you from doing that).
Here's a simple way to handle it:
- Decide which two sessions need to swap rooms.
- For each session, update the room/location to the new one.
- Leave the capacity as it is, unless you intentionally want to increase it to match a bigger room.
If you do adjust capacity, just make sure the new number is at least equal to the number of people already registered-otherwise, you'll get an error (not data loss).
After the swap, don't forget to update anything attendees might see, like printed agendas, PDFs, signage, calendar invites, or emails that mention the room.
Let me know if you have any questions. Thank you!
Regards,
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Sanjog Rana
Subject Matter Expert
Cvent Client Services
Original Message:
Sent: 04-17-2026 16:43
From: Vickie Anderson-White
Subject: Swapping Rooms after Registration is open
Hello,
We have launched registration and it went very smoothly. This might be a silly question.
I need to change some rooms for capacity reasons, basically just swapping two as one has more attendees than we expected.
But my supervisor said the woman who did this last year (Carrie) said there was an issue when she tried to change the room associated with each session.
I don't see how this could be an issue, unless she meant the "capacity" of each session.
Do you know if there would be a problem doing something like that, just switching two rooms for sessions?
I just didn't want to go in and mess anything up.
#ManagingRoomBlocks
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Vickie Anderson-White
Communications / Design
New Hampshire Public Risk Management ExchangeUnited States
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